Privacy Policy

Information We Collect

Personal Information

When you create an account or use our service, we may collect:

• Account Information: Name, email address, username, and password
• Profile Information: Job title, department, and other professional details you choose to provide
• Contact Information: Phone number and business address (if provided)

Usage Information

We automatically collect information about how you use our service:

• Time Tracking Data: Time entries, project assignments, task descriptions, and work patterns
• Application Usage: Features used, login times, and interaction patterns
• Technical Information: IP address, browser type, device information, and operating system
• Cookies and Local Storage: Session data, preferences, and authentication tokens

How We Use Your Information

We use the collected information for the following purposes:

• Service Provision: Provide time tracking functionality, generate reports, and manage your account
• Analytics and Insights: Create productivity reports, time analysis, and project profitability insights
• Communication: Send important updates, notifications, and respond to your inquiries
• Security: Protect against unauthorized access, fraud, and ensure data integrity
• Improvement: Enhance our service features, user experience, and performance
• Compliance: Meet legal obligations and enforce our terms of service

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• Within Your Organization: Authorized administrators and managers can access time tracking data for team members
• Service Providers: Trusted third-party services that help us operate our platform (hosting, analytics, support)
• Legal Requirements: When required by law, court order, or regulatory authority
• Business Transfers: In case of merger, acquisition, or sale of business assets
• Consent: When you explicitly consent to sharing your information

Data Security

We implement comprehensive security measures to protect your information:

• Encryption: Data transmission is secured using TLS/SSL encryption
• Access Controls: Role-based access with strong authentication requirements
• Data Storage: Secure cloud infrastructure with regular backups
• Monitoring: Continuous security monitoring and logging
• Updates: Regular security patches and system updates
• Employee Training: Staff trained on data protection and security best practices

Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Active Accounts: Data is retained while your account remains active
• Account Deletion: Most data is deleted within 30 days of account closure
• Legal Requirements: Some data may be retained longer for legal or regulatory compliance
• Backups: Data in backups is automatically purged according to our retention schedule

Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we have about you
• Correction: Update or correct inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Portability: Receive your data in a structured, machine-readable format
• Opt-out: Unsubscribe from marketing communications
• Account Deactivation: Deactivate or delete your account at any time

Cookies and Tracking

We use cookies and similar technologies to enhance your experience:

• Essential Cookies: Required for basic functionality and security
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Help us understand how you use our service
• Local Storage: Store temporary data like theme preferences

You can control cookie settings through your browser, though this may affect functionality.

Children's Privacy

HourOwl is designed for business use and is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we discover that we have collected information from a child under 13, we will delete it immediately.

International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data during international transfers, including:

• Standard contractual clauses approved by regulatory authorities
• Adequacy decisions recognizing equivalent data protection
• Binding corporate rules for intra-group transfers

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will:

• Notify you of any material changes via email or in-app notification
• Update the "Last updated" date at the top of this policy
• Provide reasonable notice before changes take effect
• Obtain consent for significant changes that affect how we use your data

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: