TimeSmart Android App – Privacy Policy and Terms of Use
Updated 21/10/2026
Who we are
TimeSmart is operated by TimeSmart Ltd, a private New Zealand company. TimeSmart provides workforce and payroll management services, including timesheets, payroll, human resources, rostering, job costing, unit tracking, and health and safety.
We provide these services to businesses through our mobile application (the App) and associated services.
Purpose of this document
This Privacy Policy and Terms of Use explains what personal information we collect, how we use it, who it may be shared with, and the conditions that apply when using the App.
To the extent permitted by law, the App is provided on an “as is” and “as available” basis. Nothing in this document excludes rights or protections that cannot lawfully be excluded.
Your choice
By using the App, you agree to these Terms of Use and acknowledge the information handling practices described in this Privacy Policy. Where consent is required for particular information collection or device permissions, we will request it separately.
We collect personal information to provide and improve our services. We use and share that information as described in this document or as otherwise permitted or required by law.
Your employer or the business you provide services to will have access to work-related personal information and records collected through the App, according to their account permissions.
Information we collect
We collect personal information from you and your employer or contracting business. The information collected depends on the services and features you use.
Information provided during account creation
- Name
- Address
- Email address
- Phone number
- Employee code
- Business details
Information you provide through the App
- Communications with TimeSmart
- Timesheet entries
- Comments, job IDs, site or location identifiers, and activity details
- Other information you submit through the features enabled for your account
Location data (GPS)
- GPS coordinates logged with timesheet entries to support accuracy, job identification and compliance
- Background location data may be collected when enabled by your employer’s configuration
You can manage location permissions through your device settings. Your employer’s configuration does not override those permissions.
Usage data
- How you navigate and interact with the App
- Features used, taps, clicks, screen interactions, and timing
- Analytics data and, where applicable, cookies or similar technologies used by web-based features
Device and log data
- IP address, where applicable
- Device type and operating system
- Browser type, if using a web version
- Device identifiers
- Crash logs and performance data
Why we collect this information
We collect and use this information to:
- Provide timesheet, payroll, rostering, job costing, human resources, unit tracking, and health and safety services to your employer or contracting business
- Improve the App and user experience
- Support verification of timesheet entries and work activities using location data
- Help employees and employers resolve technical issues
- Investigate and fix bugs, crashes, and data collection errors
- Communicate with you by phone, email, or other appropriate methods
- Maintain the security and performance of our services
- Meet applicable legal obligations
Who we share information with
Your employer or contracting business
Your employer or contracting business can access your timesheets, recorded work locations, job activity information, and other work-related details according to the services and access permissions configured for their account.
Service providers
We may share information with trusted third-party providers that supply hosting, storage, technical support, analytics, and other technology needed to operate the App.
These providers receive information needed to perform their services. Where applicable, they may use cookies or similar technologies to support those services.
Connected services
Where your employer enables an integration, relevant information may be shared with the connected payroll, accounting, or other business system to provide that integration.
Legal requirements
We may disclose information where required or permitted by law, including in response to a lawful request from an authorised authority.
Anonymised statistical data
We may create anonymised and aggregated statistical data from use of the App.
Once anonymised so that it does not identify you personally, this data may be used for purposes such as:
- Improving services
- Developing new features
- Supporting best practice guidance
- Analysing industry trends
Data retention
TimeSmart Ltd retains personal information for as long as it is reasonably needed to provide our services and meet applicable legal, recordkeeping, security, and dispute-resolution requirements.
Some employment, payroll, or related records may need to be retained after your employment ends or your employer stops using TimeSmart.
When information is no longer required, we will take reasonable steps to delete it securely or anonymise it.
Security
We take reasonable steps to protect personal information against loss, misuse, and unauthorised access, alteration, or disclosure.
No method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.
You are responsible for keeping your login details confidential and notifying us or your employer if you believe your account has been accessed without authorisation.
Links to external sites
The App may contain links to external websites. These sites are not operated by TimeSmart.
We recommend reviewing their privacy policies. We are not responsible for the content or privacy practices of third-party sites.
Children’s privacy
The App is not intended for individuals under the age of 13.
We do not knowingly collect personal information from children under 13. If we become aware that this has occurred, we will investigate and take appropriate steps to remove information that we are not legally required to retain.
If you believe a child under 13 has provided personal information through the App, please contact us.
Changes to this document
We may update this Privacy Policy and Terms of Use from time to time.
The latest version will be available within the App or on our website, with the updated date shown above. Where required by law, or where a change requires additional permission, we will provide further notice or request consent.
Use of the service
You must use the App only for authorised and lawful purposes. You must not attempt to access another person’s account without permission, interfere with the App, or submit information you know to be false or misleading.
If you choose not to provide required information or decline a device permission, some features may be unavailable. For example, declining location permission may prevent location-based timesheet verification.
You can change device permissions through Android’s settings. Uninstalling the App does not automatically delete your account or previously recorded information.
Requesting your personal information
You have the right to request access to personal information held about you and to ask for corrections if that information is inaccurate.
For employment records managed by your employer or contracting business, contact them first. You may also contact TimeSmart directly.
Where we process information solely on behalf of your employer, we may refer your request to them or work with them to respond. We may need to verify your identity and any authority to act for another person before releasing or changing information.
We will handle requests in accordance with applicable privacy law.
Account and data deletion requests
You can contact us using the details below to request deletion of your TimeSmart App account and associated personal information.
Where your account is managed by your employer or contracting business, we may need to coordinate with them to identify the account and distinguish App access from employment records they must retain.
Deleting your account does not necessarily delete records that must be kept for legal or other legitimate purposes. We will explain any information that needs to be retained and the reasons for retaining it when responding to your request.
Privacy questions and complaints
For privacy questions, access or correction requests, account deletion requests, or concerns about how your information has been handled, contact:
TimeSmart Ltd
Email: info@timesmart.co.nz
Phone: 0800 110 172
If you are dissatisfied with our response to a privacy complaint, you may contact the New Zealand Office of the Privacy Commissioner.
