Privacy Policy

Last updated: September 5, 2026 · Version 2026-09-05

1. Who We Are

TimeTracer is a voice-first time-tracking application operated by Foundry01 LLC ("we," "us," or "our"), an Indiana limited liability company. This Privacy Policy explains what personal information TimeTracer collects, how we use and protect it, who we share it with, how long we keep it, and your rights.

TimeTracer runs in two modes:

Personal accounts. You track your own time. Foundry01 LLC is the data controller of your information.
Organization accounts. An employer's members track time and administrators view entries and reports. The organization is the data controller of its members' data, and Foundry01 LLC acts as a data processor under our Data Processing Addendum, which is incorporated into our Terms of Service for organization customers acting as controllers. A counter-signed copy is available on request at admin@foundry01.com.

We are a small company and have not appointed a Data Protection Officer, which is not required at our scale. Privacy questions go to admin@foundry01.com.

2. Information We Collect

We minimize what we collect.

Account information. Your email address and authentication credentials (managed by our authentication provider), account preferences, and — in organization mode — your organization membership and role.

Time-tracking data. Time entries, project/client and brand names, hourly rates, and free-text notes. Notes and descriptions are length-limited.

Voice and transcript data. If you use voice input, your narration audio is streamed to our AI provider for transcription and is never stored by us — there is no audio storage. The resulting text ("raw transcript") is retained and is automatically cleared after 90 days (see Section 10). Voice input requires your explicit, revocable recording consent.

Uploaded and generated files. If you use structured reporting, you may upload report templates (for example, a PDF or image) that we process to extract their layout, and we store the reports you generate. These files are held in our storage provider and are included in our encrypted backups.

Calendar data. If you connect a calendar (such as Outlook), with read-only access you explicitly authorize we import and store your event titles, descriptions, times, and locations so they can be turned into time entries. Third-party attendee data is minimized to the email domain only at rest — we do not persist attendee names or full email addresses, and that attendee data is cleared after 90 days. Calendar events you do not convert into a time entry are deleted after 90 days; event titles and descriptions you convert into a time entry are retained for the life of that entry and removed when you delete the entry, disconnect the calendar, or delete your account. OAuth tokens are encrypted before storage.

Payment information. Standard and team subscriptions are processed by our payment provider, Stripe; we do not receive or store card numbers. Enterprise plans may instead be billed by invoice or another agreed method. For any plan, we store subscription identifiers, status, and billing events.

Security and operational data. We automatically collect IP addresses and browser/user-agent identifiers in authentication and consent logs, authentication events, consent records, and audit logs, as needed for security and compliance. Error telemetry is sent to our error-monitoring provider with personal data scrubbed before transmission.

What we do not collect. We do not collect date of birth, gender, or demographic categories. We do not create voiceprints or perform speaker identification — audio is transcribed to text only, so we do not process biometric identifiers. We do not process special-category data by design, and we do not make automated decisions that produce legal or similarly significant effects about you.

3. Sources

We collect information directly from you (account, narration, notes) and from accounts you connect (calendar events, including incidental third-party attendee data).

4. How We Use Your Information

We use your information to:

Provide, maintain, and improve the service
Process voice input and AI-assisted features you request
Sync calendar events when you connect a calendar
Enable employer time and project management in organization mode
Process payments and manage subscriptions
Send transactional emails (authentication, invitations, billing)
Monitor for errors, prevent abuse, and enforce rate limits
Maintain audit trails for security and compliance
Comply with legal obligations

We use your data only to provide, support, secure, and improve TimeTracer. We do not sell your personal information, use it for behavioral advertising or ad-targeting, or build marketing profiles. We have no analytics SDKs, tracking pixels, or advertising cookies. All emails are transactional; any future marketing communication will include an unsubscribe option.

5. Lawful Bases

Where data-protection law requires a lawful basis, we rely on: contract (processing needed to provide the service — account, time tracking, payments, and core AI features); legitimate interests (security, fraud prevention, audit logging, error monitoring, imported-calendar processing, and, in organization mode, an employer's monitoring of its own workforce); and consent (voice recording, and non-essential cookies where applicable). Consent-based processing can be withdrawn at any time.

6. AI Data Processing

TimeTracer uses OpenAI for five features: voice transcription, parsing your narration into structured time entries, analyzing report template documents you upload, generating narrative reports, and translating entry summaries between languages. Processing is request-and-response inference only.

Your narration audio is streamed to OpenAI for transcription and is not persisted by OpenAI or by us; only the resulting text is retained.
OpenAI does not use content submitted through its API to train its models, and we do not train any models on your data.
If you upload a report template, the whole document is sent to OpenAI so its layout and writing style can be analyzed. This includes any letterhead, postal address, or phone number printed on it.
When you name colleagues in a recording ("Alex and Sam framed the west wall"), those names, any team or crew name, and any working role you state are extracted and used to attribute the time. The people you name do not need to be TimeTracer users.
In an organization, viewing a colleague's summary in a different language sends that colleague's summary text to OpenAI to be translated.
We do not perform automated redaction of what you say — you control the content of your narration.
AI transcription and parsing are not 100% accurate. Entries are AI-derived, clearly editable, and you are responsible for reviewing them. See Section 17 for how this bears on employment and wage-hour records.

7. Organization Accounts and Employer Visibility

If you use TimeTracer through an employer:

Your organization's administrators and managers can view your time entries, notes, analytics, and AI-generated team reports, and include them in exports.
The raw voice transcript is not shown in any manager view and is automatically cleared after 90 days. Managers see the entries and notes derived from your input, not your raw narration.
Access is governed by member-visibility controls and database-level Row-Level Security.
Your organization is the controller of its data and is responsible for providing any workplace-monitoring notices required in your jurisdiction.
Personal data from a prior personal account may be migrated or deleted when you join an organization. Export first if you wish to retain it. Data created within an organization belongs to the organization; if you leave, that data remains with the organization.

8. Cookies and Local Storage

We use only essential cookies (authentication session cookies and short-lived OAuth state cookies) and browser local storage for functional preferences like theme. We do not use advertising, analytics, or third-party tracking cookies, and we do not load non-essential scripts before any required consent.

We do not sell, rent, or trade your personal information. We share data only with sub-processors that process it on our behalf under a Data Processing Agreement. Our current list is maintained at /subprocessors and today includes: Supabase (database, authentication, storage), Vercel (hosting), Stripe (billing), OpenAI (AI features), Resend (email), Backblaze B2 (audit-log archive and file backup), Sentry (error monitoring), and Upstash (rate limiting). Calendar providers you choose to connect (such as Outlook) are services you retrieve data from, not sub-processors we send your content to.

We will provide 30 days' advance notice before adding or replacing a material sub-processor.

Foundry01 LLC personnel with administrative access may access account information, audit logs, and consent records for support, security, and compliance, on a least-privilege basis; such access is logged.

We do not disclose personal data to law enforcement or government without valid legal process, we disclose only the minimum legally required, and we notify the affected customer or individual unless legally prohibited. We may disclose information in connection with a merger, acquisition, or sale of assets, with notice to you.

10. Data Retention

Active data (time entries, projects, settings, generated files): retained while your account is active.
Raw transcripts, imported calendar attendee data, and unconverted calendar events: automatically cleared after 90 days. Event titles and descriptions converted into a time entry are retained for the life of that entry (removed on entry deletion, calendar disconnect, or account deletion).
Voice audio: never stored — discarded after transcription.
Security, audit, and consent logs: retained for 2 years in an immutable, write-once archive with pseudonymized identifiers.
Database backups: 7-day point-in-time recovery; stored files are separately backed up for the same period.
Rate-limit counters: minutes (they contain no content). Error telemetry: the provider's default window, with personal data scrubbed.
Billing records: billing-event audit records are retained 90 days in our live database and 2 years in the immutable archive; current subscription records are kept for the life of your account and deleted when you delete your account. Financial and tax records (such as invoices) are retained as required by applicable tax and accounting law, and our payment processor retains its own transaction records under its policies.

When you delete your account, your personal data is hard-deleted within 30 days, cascading across database records and stored files, and any subscription is canceled. Audit and consent records are de-identified (pseudonymized) but retained to preserve the security trail, on a legitimate-interest basis.

11. Data Security

We implement industry-standard measures including: encryption in transit (TLS 1.2+) and at rest (AES-256); AES-256-GCM encryption of sensitive OAuth tokens before storage; Row-Level Security and least-privilege access controls; multi-factor authentication for privileged administrative access; append-only, tamper-evident audit logs; automated scrubbing of personal data in error monitoring; and rate limiting that fails closed. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

12. Your Rights

You can:

Access and export your data from account settings
Correct your data within the app
Delete your account and associated data (irreversible)
Revoke calendar access or voice recording consent at any time from settings

In organization mode these actions are scoped to protect employer-controlled records: account deletion is limited to a sole organization owner, and data export is limited to a personal user (own data) or an organization owner/admin. Members are offboarded by an organization owner or admin.

For any request, contact admin@foundry01.com. We respond within 30 days.

13. Voice Recording, Wiretap, and Biometrics

Before any transcription, TimeTracer requires a current, versioned recording consent, enforced in code and revocable at any time. Because you initiate the recording, capture is on a one-party-consent basis; you are responsible for not recording conversations you are not a party to, and for obtaining any consent required in all-party-consent jurisdictions. Recordings are used only to produce a transcript — we create no voiceprint and perform no speaker identification — and the underlying audio is deleted immediately after transcription.

14. California and U.S. State Privacy Rights

We do not sell or share personal information for cross-context behavioral advertising, and we will not discriminate against you for exercising your rights. We maintain reasonable security safeguards and breach-notification practices in line with applicable U.S. state laws (including the New York SHIELD Act).

California residents have the right to know what personal information we collect, and to request deletion and correction. Voice recordings may be treated as sensitive personal information; you can limit their use by disabling voice input. To exercise these rights, use account settings or email admin@foundry01.com.

If you are a Washington State resident and use TimeTracer for a sensitive purpose, contact us — additional consumer-health-data protections may apply.

15. International Users

TimeTracer is hosted and processed in the United States, and our sub-processors are U.S.-based. If you access TimeTracer from outside the U.S., your data will be transferred to and processed in the U.S. We are not certified under the EU-U.S. Data Privacy Framework; where we transfer personal data of EEA, UK, or Swiss users, we rely on Standard Contractual Clauses. EEA/UK/Swiss users seeking to exercise GDPR rights or to receive our transfer safeguards should contact admin@foundry01.com.

16. Data Breach Notification

We handle privacy breaches as security incidents under our incident-response plan. If a breach affects your personal information, we notify affected customers without undue delay and within 72 hours of confirming a reportable breach, and we notify individuals and regulators as required by applicable law.

17. Compliance Considerations and Product Limitations

TimeTracer is a time-tracking aid, and its records and AI outputs should be verified before you rely on them for legal or employment purposes. In particular, TimeTracer:

does not capture meal-and-rest-break boundaries (for example, under California law) — use a complementary system where your jurisdiction requires break records;
does not produce certified payrolls (for example, WH-347 for Davis-Bacon / prevailing-wage work) — use a complementary certified-payroll tool;
produces transcription and AI output that is not 100% accurate — employers must verify records before relying on them for wage-hour or personnel decisions;
applies no time rounding by default.

AI-generated reports are an aid, not a decision. See our Terms of Service for the terms governing use of AI outputs.

18. What We Do Not Do

TimeTracer is a time-tracking tool, not a surveillance tool. We do not take screenshots, log keystrokes, track location, use behavioral tracking SDKs, or share data with advertisers.

19. Children's Privacy

TimeTracer is not intended for anyone under 18. We do not knowingly collect information from anyone under 18 and will delete such data if discovered. Contact admin@foundry01.com if you believe a minor has provided us information.

20. Changes to This Policy

We review this policy at least annually and on material change to our data processing, products, or applicable law. Material changes will be communicated by email or in-app notification and may require re-acceptance.

21. Contact Us

Foundry01 LLC
642 N Madison Ave, Bloomington, IN 47404
Email: admin@foundry01.com
Website: https://timetracer.net