Privacy Policy
This document explains TWS’s policies for the collection, use and disclosure of personal information.
At TimeWellScheduled (“we,” “us,” or “our”), we take the privacy of your personal information seriously. This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with our workforce scheduling and time & attendance platform (“Service”). [cite: 5] It applies to all users of our platform, including account owners, managers, and employees whose time and attendance data is processed through our Service.
1. Who We Are
TimeWellScheduled is a workforce management software company headquartered in London, Ontario, Canada. We serve businesses across Canada and the United States. We act as a data processor on behalf of our clients (the data controllers) with respect to employee data entered into our platform.
- Website: timewellscheduled.com
- Privacy contact: privacy@timewellscheduled.com
2. Information We Collect
a) Account & Organization Information
- Business name, billing address, and contact details
- Account owner name and email address
- Payment information (processed via our payment processor; we do not store full card details)
b) Employee Data (on behalf of our clients)
- Employee name, contact information, and employment details
- Time and attendance records, punch-in/punch-out data, and schedule information
- Photos captured via our Punch App for identity verification purposes
- Availability, time-off requests, and shift preferences
c) Usage & Technical Data
- IP address, browser type, and device information
- Log data and session activity within the platform
- Cookies and similar tracking technologies
3. How We Use Your Information
- To provide, operate, and maintain the TimeWellScheduled platform
- To process time and attendance data on behalf of our clients
- To facilitate payroll integrations (e.g., Ceridian Dayforce and other connected payroll providers)
- To send service-related communications, including system status updates and support responses
- To improve platform performance and develop new features
- To fulfill legal and regulatory obligations
- To detect and prevent fraud or unauthorized access
4. How We Share Your Information
We do not sell personal information. We may share information in the following circumstances:
- With our clients: Employee data is accessible to authorized managers and account administrators within a client’s account.
- With service providers: We engage third-party providers (e.g., cloud hosting, payment processing, email delivery) who process data on our behalf under contractual data protection obligations.
- With payroll integrations: If enabled by a client, relevant time and attendance data is shared with connected payroll platforms such as Ceridian Dayforce.
- For legal compliance: We may disclose information when required by law, court order, or governmental authority.
- In a business transfer: In the event of a merger, acquisition, or sale of assets, personal data may be transferred to the successor entity.
5. Data Retention
We retain personal data in accordance with our Data Retention Policy. Key retention periods include:
| Data Type | Retention Period |
|---|---|
| Punch App images | 90 days from capture |
| Inactive instance data | 90 days after last activity |
| Deleted employee records | 7 days after deletion |
| Archived messages | 2 years from archiving |
| Time & attendance records | Minimum 3 years |
| Payroll-supporting records | Minimum 7 years |
For full details, refer to our Data Retention Policy at timewellscheduled.com/data-retention-policy.
6. Your Rights
Depending on your location, you may have the following rights regarding your personal information:
- Right of access: Request a copy of the personal data we hold about you.
- Right to correction: Request that inaccurate or incomplete data be corrected.
- Right to erasure: Request deletion of your personal data, subject to legal retention requirements.
- Right to data portability: Request your data in a structured, machine-readable format.
- Right to object: Object to certain processing activities.
- Right to withdraw consent: Where processing is based on consent, you may withdraw at any time.
Canadian residents: These rights are supported under PIPEDA and applicable provincial privacy legislation.
US residents: Rights vary by state. We support applicable rights under US state privacy laws including those in California (CCPA), Virginia, Colorado, and others as they apply.
To exercise any of these rights, contact us at privacy@timewellscheduled.com.
7. Security
We implement industry-standard technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. These include encryption in transit, access controls, and regular security reviews. However, no system is completely immune to risk, and we cannot guarantee absolute security.
8. Cookies
We use cookies and similar technologies to maintain sessions, remember preferences, and analyze platform usage. You may control cookies through your browser settings. Disabling certain cookies may affect platform functionality.
9. Third-Party Links
Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties and encourage you to review their privacy policies independently.
10. Children’s Privacy
Our Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from minors. If we become aware that a minor has provided personal data, we will take steps to delete it promptly.
11. International Data Transfers
TimeWellScheduled hosts client data in either Canada or the United States, based on the region selected by the client at account setup. We do not transfer your data outside your selected hosting region without your instruction. Clients with Canadian hosting benefit from data residency within Canada in accordance with PIPEDA and applicable provincial legislation. Clients with US hosting benefit from data residency within the United States.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated to account owners via email or in-app notification.The “Effective Date” at the top of this document indicates when the policy was last revised. Continued use of the Service following notification constitutes acceptance of the updated policy.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
- Web: timewellscheduled.com/contact
- Mailing address: TimeWellScheduled, London, Ontario, Canada
Effective Date: May 15, 2026
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