Privacy Policy
Last updated: February 18, 2026
This Privacy Policy explains how Time Prof (“we”, “us”, “our”) collects, uses, stores, and protects your personal information when you use our website, staff portal, customer dashboard, mobile views, or any of our workforce and rota management services (collectively, the “Service”).
1. Who We Are
Time Prof is a workforce intelligence and rota management platform. We process personal data as a “Data Controller” under the UK GDPR and Data Protection Act 2018.
Contact Details:
Time Prof
Email: info@timeprof.com
Website: www.timeprof.com
2. What Personal Data We Collect
We may collect the following categories of personal information depending on your use of the Service:
- Identity Data: Full name, username, staff ID, profile photograph.
- Contact Data: Email address, phone number, postal address.
- Authentication Data: Password (hashed), 2FA settings, recovery codes.
- Employment Data: Skills, training records, assigned sites, roles.
- Rota & Shift Data: Availability, leave requests, shift responses, preferences.
- Geolocation Data: When clocking in/out (if geofencing is enabled).
- Device Data: Browser type, IP address, device ID, log files.
- Financial Data: (Customers only) Business billing information.
- Communication Data: Messages, chat logs, notification preferences.
- AI Data: Fatigue risk scoring, skill gap analysis, predictive rota insights.
3. How We Use Your Data
- To create and manage staff and customer accounts.
- To generate rotas, allocate shifts, and process shift responses.
- To calculate skill suitability, fatigue prediction or AI-driven risk scores.
- To manage leave, holiday and sickness requests.
- To maintain accurate timekeeping and geofence validation (where enabled).
- To send notifications about shift changes, approvals, updates or alerts.
- To improve our services through analytics and system optimisation.
- To ensure security, fraud prevention and compliance with legal requirements.
4. Legal Basis for Processing
- Contract: To provide staff scheduling and portal access.
- Legitimate Interest: System improvement, security monitoring, shift optimisation.
- Legal Obligation: Employment legislation and record keeping.
- Consent: For optional features such as marketing emails.
5. How Long We Keep Your Data
- Account data: retained while the account is active.
- Rota, shift and scheduling data: usually 6 years.
- Chat messages: up to 24 months unless required longer for audit.
- Audit logs: 6 years for compliance purposes.
6. Sharing Your Data
- Service providers (hosting, secure backups, email delivery).
- Employers, managers or administrators managing your rota.
- Legal authorities where required by law.
- Analytics providers for performance and system improvement.
7. International Transfers
If your data is transferred outside the UK, we ensure appropriate safeguards such as Standard Contractual Clauses (SCCs) or equivalent protections.
8. Your Rights Under UK GDPR
- Access your personal data.
- Request correction of inaccurate data.
- Request erasure.
- Restrict or object to processing.
- Request data portability.
- Withdraw consent where applicable.
To exercise these rights, contact us at: privacy@timeprof.com
9. Cookies & Tracking Technologies
- Authentication and keeping you logged in.
- Security and fraud prevention.
- Load balancing and performance optimisation.
- Analytics and traffic insights.
- Live chat support widgets.
10. Automated Decision Making & AI Features
- Fatigue prediction models.
- Risk scoring for rotas.
- Shift suitability and skills matching.
- Workforce optimisation.
These decisions are never solely automated — managers retain full control.
11. Data Security
We use encryption, multi-factor authentication, firewalls, audit logs, and strict access controls to protect your data.
12. Third-Party Links
Our website may contain links to external sites. We are not responsible for their privacy practices.
13. Children’s Privacy
Our service is not intended for individuals under 16. We do not knowingly collect children’s data.
14. Changes to This Policy
We may update this Privacy Policy from time to time. When changes occur, we will update the “Last Updated” date.
If you have any concerns about your privacy or personal data, please contact us at privacy@timeprof.com.