TimeSmart Privacy Policy
Last updated: 20 October 2026
1. Introduction
TimeSmart Ltd (TimeSmart, we, us, our) provides workforce management software through our website, online platform, and Android and iOS applications.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information.
Personal information means information about an identifiable individual.
We handle personal information in accordance with the New Zealand Privacy Act 2020 and other privacy laws applicable to our activities. This policy does not limit your rights under those laws.
2. Who This Policy Applies To
This policy applies to:
- visitors to our website;
- people who contact us or request information about our services;
- customers and their account administrators;
- users of the TimeSmart platform and mobile apps; and
- employees, contractors, applicants and other individuals whose information our customers manage through TimeSmart.
3. Our Role and Your Organisation’s Role
We handle two main categories of information.
Account and business information
This includes information we use to manage enquiries, customer relationships, subscriptions, billing, support and business communications.
Workforce information
This includes information our customers collect or manage through TimeSmart about their employees, contractors, applicants and other individuals.
When processing workforce information on a customer’s behalf, we generally act as that customer’s service provider and agent, following its lawful instructions.
Your employer or the organisation providing your account determines which features are enabled, what information it collects and which authorised users can access that information. Its privacy notices and employment policies also apply.
We do not use identifiable workforce information for unrelated marketing purposes.
4. Information We Collect
The information collected depends on the services used, your organisation’s configuration and your interactions with TimeSmart.
Account and Contact Information
This may include:
- your name, address, email address and telephone number;
- username, employee code and account identifiers;
- company details and your role;
- access permissions and authentication records;
- subscription and billing information; and
- enquiries, correspondence and support communications.
Workforce Information
Where relevant to the services used, this may include:
- employment details and work arrangements;
- timesheets, attendance, rosters and tasks;
- job, activity, location and cost-centre information;
- leave requests and balances;
- remuneration, payroll, bank account and tax information;
- recruitment, onboarding and right-to-work information;
- employment agreements and uploaded documents; and
- other records submitted by you, your organisation or its authorised users.
Mobile-App Information
The Android and iOS apps process information you or your organisation provide, including timesheet entries, comments, job identifiers and activity details.
They may also collect:
- GPS location associated with timesheet submissions;
- background location where the relevant feature is enabled and the required device permissions and consent have been provided;
- app navigation and feature-use information;
- device type, operating system and device identifiers; and
- error reports, crash logs and performance information.
Website Information
When you visit our website, we may collect your IP address, browser type, pages visited, links selected and other website usage information through cookies and similar technologies.
5. How We Collect Information
We collect personal information:
- directly from you;
- from your employer or the organisation administering your account;
- from authorised users acting on that organisation’s behalf;
- through integrations authorised by the customer; and
- automatically when you use our website, platform or apps.
Where information is necessary to provide a feature or service, we will identify this through the relevant form, feature or collection notice.
If you do not provide required information, we may be unable to provide the affected service.
6. How We Use Information
We use personal information to:
- establish and administer accounts;
- authenticate users and control access;
- provide the workforce management services selected by the customer;
- process, display and synchronise submitted records;
- support accurate time and activity records;
- provide support and respond to enquiries;
- manage subscriptions, invoices and payments;
- investigate errors and improve service reliability;
- protect accounts and prevent misuse;
- communicate important service information; and
- meet legal obligations and establish, exercise or defend legal claims.
We may create anonymised and aggregated information for research, reporting and service improvement. Such information will not identify you personally.
We do not sell personal and sensitive information collected through our mobile apps.
7. Location Information and Device Permissions
Location information supports timesheet accuracy and identification of the relevant work location.
Where background location is enabled, collection may occur when the app is not actively displayed. The app must provide the relevant disclosure and obtain required permission or consent before this collection begins.
Your organisation’s configuration does not replace your device permission or any separate consent required for location collection.
You can manage permissions through your device settings. Declining or withdrawing location permission may affect features that require location information.
Withdrawing permission stops the relevant future device access. It does not automatically remove information already submitted.
Location information associated with work records may be accessible to authorised users within your organisation.
8. Who We Share Information With
We may disclose personal information to:
- your employer or the organisation administering your account;
- authorised managers, payroll administrators and other approved users;
- hosting, storage, analytics, communications, security and technical service providers;
- third-party systems connected at the customer’s direction;
- related companies where necessary to provide or administer the services;
- professional advisers where reasonably necessary;
- regulators, courts and other authorities where required or permitted by law; and
- other people where disclosure has been lawfully authorised.
We require providers processing information on our behalf to protect it appropriately, restrict its use to the agreed purposes and provide protection consistent with this policy and applicable requirements.
If our business is sold, merged or reorganised, relevant information may be transferred as part of that process, subject to appropriate safeguards and legally required notices.
9. Overseas Processing
Some providers supporting our services may be located outside New Zealand. Personal information may therefore be stored or processed overseas.
Where this occurs, we take steps required by applicable law to protect the information, including appropriate contractual and security safeguards.
You can contact us for further information about overseas processing relevant to your account.
10. Security
We take reasonable technical and organisational steps to protect personal information against loss, misuse and unauthorised access, alteration or disclosure.
These measures include access controls and encryption of personal information transmitted between our apps and services.
Our personnel may access personal information only where reasonably necessary for their responsibilities.
No electronic system can guarantee absolute security. We will assess privacy breaches and notify affected organisations, individuals and regulators where required by law.
You should keep your login credentials confidential, protect your device and promptly report suspected unauthorised access.
11. Offline Use
Supported app features allow records to be entered without an internet connection and synchronised when connectivity returns.
Information awaiting synchronisation may be stored on your device.
Check that important records have synchronised before clearing app storage, uninstalling the app or replacing your device.
12. Data Retention
We retain personal information for as long as reasonably necessary to provide the services, fulfil the purposes described in this policy or meet applicable legal obligations.
The appropriate period depends on the type of information and the reason it is held.
Employment, payroll, tax and financial records may need to be retained after an individual leaves employment or an organisation stops using TimeSmart.
We do not apply a blanket seven-year retention period to every category of personal information.
When information is no longer required for a lawful purpose, we will delete it or anonymise it appropriately.
13. Deletion Requests
You can request deletion of your TimeSmart account or personal information by contacting info@timesmart.co.nz.
We may take reasonable steps to verify your identity and establish which account or records your request concerns.
Where information is managed on behalf of your employer or another organisation, we will coordinate with that organisation as appropriate. We will explain the outcome of your request and any information that must be retained for a lawful reason.
Where deletion is appropriate, we will delete the relevant information and arrange deletion by service providers processing it on our behalf, as applicable.
Deleting an individual account does not automatically cancel the organisation’s subscription or delete other users’ records.
Uninstalling the app does not delete information held within TimeSmart’s services.
14. Access and Correction
You may request access to personal information we hold about you and ask us to correct inaccurate information.
Some information can be reviewed or updated through your account. For other requests, contact info@timesmart.co.nz.
We may verify your identity before providing information or making changes. Please do not send unnecessary identity documents.
Where information is controlled by your employer or another customer, we will coordinate with or direct the request to that organisation as appropriate.
We will respond within the timeframe required by applicable law. If access or correction is refused, we will explain the reason and any available rights.
If a requested correction is not made, you may ask for a statement of correction to be attached to the information.
Any charge will be made only where permitted by law and explained in advance.
15. Marketing Communications
We may send business contacts information about our services where they have requested it or where otherwise permitted by law.
You can unsubscribe using the link in marketing communications or by contacting us.
Unsubscribing from marketing does not stop essential account, billing, security or service communications.
16. Cookies and Similar Technologies
Our website and relevant service providers may use cookies and similar technologies to support functionality, understand usage and improve our services.
You can manage cookies through your browser settings and any controls provided on our website.
Disabling some cookies may affect website functionality.
17. External Services
Our website, platform and apps may contain links to external services.
Those services have their own privacy policies. Review them before providing personal information.
This does not remove TimeSmart’s responsibilities for providers processing information on our behalf.
18. Changes to This Policy
We may update this policy as our services, practices or legal obligations change.
The current version will be published on our website with its updated date. We will provide additional notice of material changes where appropriate or legally required.
Where a new activity requires separate consent, we will obtain that consent before it begins.
19. Contact and Complaints
For privacy questions, access or correction requests, deletion requests or complaints, contact:
Privacy Officer
TimeSmart Ltd
Level 1, Waikato Innovation Park
1 Melody Lane
Hamilton, New Zealand
Email: info@timesmart.co.nz
Phone: +64 7 902 2899
We will investigate privacy complaints and explain our response.
If you remain dissatisfied, you may contact the New Zealand Office of the Privacy Commissioner at https://www.privacy.org.nz or another regulator with jurisdiction over your complaint.
