TimeSmart iOS 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.
These services are delivered to businesses (employers) through our mobile application (the App).
Purpose of this document
This Privacy Policy and Terms of Use explains how we collect personal information, 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 contract to will also have access to work-related personal information collected through the App, according to their account permissions.
Information we collect
We collect personal information from both you and your employer. The information collected depends on the services and features you use.
Details provided during account creation
- Name
- Address
- Phone number
- Employee code
- Business details
Information captured while using the App
- Timesheet entries
- Comments, job IDs, site or location identifiers and activity details
- Any communication with TimeSmart through the App
- Other information you submit through the features enabled for your account
Location data (GPS)
- GPS coordinates captured when submitting timesheets to support accuracy, job identification and compliance
- Background location may be collected if enabled by your employer’s settings or your device permissions
App usage data
- Interaction patterns, taps, views and navigation within the App
- Analytics and cookies when relevant
- Loading times and general performance behaviour
Device and log information
- IP address, where applicable
- Device model and operating system
- Browser type, if applicable
- Device identifiers
- Crash reports and error logs
Why we collect this information
We collect and process this information to:
- Deliver timesheet, payroll, rostering, job costing, human resources, unit tracking, health and safety, and workforce management services
- Support accurate timesheet entries using GPS location
- Improve the App and overall user experience
- Troubleshoot and resolve technical issues
- Maintain App performance and fix errors or crashes
- Communicate with you when required
- Maintain the security 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 location data and other work-related information entered in the App, according to their account permissions.
Third-party service providers
We may share information with trusted hosting, storage, software, analytics and technology providers that support 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 information from your use of the App.
Once anonymised so that it does not identify you personally, this data may be used to:
- Improve our services
- Develop new features
- Provide insights on industry trends
- Support best practice development
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 or electronic storage is completely secure. We cannot guarantee absolute protection.
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 include links to third-party websites.
These sites are not operated by TimeSmart. We recommend reviewing the privacy policy of any external site you visit.
TimeSmart is not responsible for the practices or content of third-party websites.
Children’s privacy
The App is not intended for individuals under 13 years of age.
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 are a parent or guardian and believe your child 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 your iOS device 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.
