Privacy Policy for Farm TimeCard

Last Updated: 2026-01-24

1. Introduction

Farm TimeCard LLC ("we," "our," or "us") respects your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you use our mobile application and related services.

2. Information We Collect

A. Information You Provide

  • Identity Data: Name, date of birth, employee number.
  • Contact Data: Phone number, email address, emergency contact details.
  • Employment Data: Pay rates, job titles, department assignments, work authorization status.

B. Information We Collect Automatically

  • Location Data: We collect precise geolocation data (GPS latitude/longitude with accuracy radius) specifically when you perform time-tracking actions (Clock In, Clock Out, Start/End Break). This data is used to verify presence at designated work sites.
    • Note: We do not track location while you are clocked out.
    • Location data is considered "precise geolocation" under California law (within 1,850 feet/564 meters).
  • Device Data: Device model, OS version, unique device identifiers to ensure app security and prevent fraud.
  • Usage Data: App interaction patterns, feature usage, error logs for service improvement.

3. How We Use Your Information

We use your data for the following purposes:

  • Timekeeping Verification: To verify that you are physically present at the designated work site during work hours.
  • Payroll Processing: To calculate hours worked, overtime (if applicable), and piece-rate earnings.
  • Communication: To send important work-related notifications via SMS or push notifications (with your consent).
  • Legal Compliance: To maintain records required by labor laws (e.g., FLSA, Oregon BOLI, California Labor Code requirements).
  • Audit Protection: To generate compliance documentation for labor audits.
  • Service Improvement: To analyze usage patterns and improve the Service.

4. Data Sharing

We do not sell your personal data. We may share data with:

  • Your Employer: Your farm manager/employer has access to your time logs, location history (while clocked in), and profile information as necessary for employment purposes.
  • Service Providers: We use third-party providers for:
    • Cloud hosting and database services
    • Email and SMS delivery
    • Analytics and error reporting
    • Payment processing (for employer accounts)
  • Legal Authorities: If required by law, court order, or government regulation.

5. Data Retention

  • Time Records & Payroll Data: Retained for a minimum of 3 years to comply with FLSA record-keeping requirements. Some states require longer retention periods (up to 7 years).
  • Location Data: Retained for the same period as associated time records.
  • Audit Logs: Retained for 3 years to support compliance verification.
  • Account Data: Retained until account deletion is requested, subject to legal retention requirements.

6. Your Rights and Choices

All Users

  • Location Access: You can revoke location permissions in your device settings at any time. However, this may prevent you from using the time-clock features required for your job.
  • Access & Correction: You may request to view or correct your personal information through your employer or by contacting us.
  • Account Deletion: You may request account deletion. Note that employers are legally required to retain payroll records for a specific period, so some data may be retained for legal compliance even after account deletion.

California Residents (CCPA/CPRA Rights)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

  • Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you.
  • Right to Delete: You may request deletion of your personal information, subject to legal retention requirements.
  • Right to Correct: You may request correction of inaccurate personal information.
  • Right to Opt-Out of Sale/Sharing: We do not sell or share your personal information for cross-context behavioral advertising.
  • Right to Limit Use of Sensitive Personal Information: You may limit the use of sensitive personal information (including precise geolocation) to purposes necessary for employment.
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise these rights, contact us at privacy@farmtimecard.com or call 1-800-XXX-XXXX. We will respond within 45 days as required by law.

Oregon Residents

Oregon residents have rights under the Oregon Consumer Privacy Act (OCPA) effective July 1, 2024, including rights to access, delete, and correct personal data, and to opt out of targeted advertising and profiling.

7. GPS Location Tracking Notice

Important: This Service uses GPS location tracking for employment verification purposes.

  • Location is collected only during work-related time-clock actions.
  • Location accuracy is typically within 10-50 meters depending on device and conditions.
  • Your employer has access to your location data collected during work hours.
  • Disabling location services may affect your ability to clock in/out.

If you have concerns about location tracking, please discuss with your employer before using the Service.

8. Data Security

We implement industry-standard security measures to protect your data, including:

  • Encryption of data in transit (TLS 1.3) and at rest (AES-256)
  • Secure access controls and authentication
  • Regular security audits and vulnerability assessments
  • Employee training on data protection

However, no electronic transmission is completely secure. We cannot guarantee absolute security.

9. International Data Transfers

Your data is stored and processed in the United States. If you are accessing the Service from outside the United States, your data will be transferred to and processed in the United States.

10. Children's Privacy

Our Service is not intended for individuals under the age of 14 (or the legal working age in your jurisdiction). We do not knowingly collect data from children under this age.

11. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes through the app or by email. Continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Us

  • General Inquiries: support@farmtimecard.com
  • Privacy Requests: privacy@farmtimecard.com
  • Mailing Address: Farm TimeCard LLC, [Address], Portland, OR [ZIP]

13. Additional Disclosures

Categories of Personal Information Collected (California Disclosure)

| Category | Examples | Collected | |----------|----------|-----------| | Identifiers | Name, email, phone, employee ID | Yes | | Geolocation | GPS coordinates during clock events | Yes | | Professional/Employment Info | Job title, pay rate, department | Yes | | Internet/Electronic Activity | App usage, device info | Yes | | Sensitive Personal Info | Precise geolocation | Yes |

Sources of Personal Information

  • Directly from you (registration, profile updates)
  • From your employer (employment data, pay rates)
  • Automatically from your device (location, device info)

Business Purposes for Collection

  • Performing employment-related services
  • Maintaining and improving the Service
  • Complying with legal obligations
  • Protecting security and preventing fraud