Data Retention Policy for Farm TimeCard

Last Updated: 2026-01-24

1. Purpose

This Data Retention Policy explains how long Farm TimeCard LLC retains different types of data and the legal basis for these retention periods.

2. Retention Periods

Employment Records

| Data Type | Retention Period | Legal Basis | |-----------|------------------|-------------| | Time records (clock in/out events) | 3 years minimum | FLSA 29 CFR 516.5 | | Payroll calculations | 3 years minimum | FLSA 29 CFR 516.5 | | Wage rate history | 3 years minimum | FLSA 29 CFR 516.6 | | Break attestations | 3 years minimum | State labor laws (OR, CA) | | Piece-rate records | 3 years minimum | FLSA 29 CFR 516.5 |

Location Data

| Data Type | Retention Period | Purpose | |-----------|------------------|---------| | Clock event GPS coordinates | 3 years (tied to time record) | Work site verification | | Location accuracy data | 3 years (tied to time record) | Audit documentation | | Geofence verification flags | 3 years (tied to time record) | Compliance evidence |

Audit & Compliance Data

| Data Type | Retention Period | Purpose | |-----------|------------------|---------| | Audit logs | 3 years | Tamper-evident record keeping | | Compliance violation records | 3 years | DOL/state audit support | | Pay rate change history | 3 years | Classification audit support | | Exported audit packages | Generated on-demand | Not stored long-term |

Account Data

| Data Type | Retention Period | Notes | |-----------|------------------|-------| | User profiles | Duration of employment + 3 years | Required for payroll record context | | Authentication credentials | Until account deletion | Hashed, not stored in plain text | | Farm/organization settings | Duration of subscription + 3 years | Required for record context |

3. State-Specific Requirements

Some states require longer retention periods:

• California: 4 years for wage claims (Labor Code § 226)
• New York: 6 years for payroll records
• Washington: 3 years minimum

We retain records for the longest applicable period based on your organization's state.

4. Data Deletion

Automatic Deletion

• Session tokens: Deleted after 7 days of inactivity
• Failed sync queue items: Deleted after 30 days
• Temporary files: Deleted within 24 hours

Upon Request

Employees may request data deletion by contacting their employer or privacy@farmtimecard.com. Deletion requests are subject to:

• Verification of identity
• Legal retention requirements (payroll data cannot be deleted before retention period expires)
• Employer authorization (for employment records)

Account Termination

When an employer terminates their subscription:

• A data export is offered
• Data is retained for the legal retention period
• Access is suspended but data is preserved for compliance

5. Data Export

Employers may export their data at any time through:

• The Audit Protection feature (comprehensive audit package)
• Individual employee time reports
• Payroll period exports

Exports are provided in standard formats (CSV, JSON) for portability.

6. Secure Disposal

When data reaches the end of its retention period:

• Digital records are securely deleted using industry-standard methods
• Backups are purged on a rolling basis
• Deletion is logged for compliance verification

7. Contact

For questions about data retention, contact:

• Email: privacy@farmtimecard.com
• Subject Line: "Data Retention Inquiry"