Privacy Policy

🔐 Comprehensive Privacy Policy

1. Information We Collect

Employee Information:

• Identity Data: Name, employee ID, phone number, email address, work location
• Timekeeping Data: Clock-in/out times, work hours, attendance records, schedule information
• Communication Records: SMS logs for time clock system, email correspondence, system notifications
• Payroll Data: Hours worked, pay rates, deductions, tax information (processed by authorized payroll systems)

Customer & Business Information:

• Contact Information: Business name, contact person, phone numbers, email addresses, physical addresses
• Transaction Data: Payment processing records, invoice history, service agreements
• Communication Logs: Customer service interactions, technical support requests, business correspondence
• Usage Analytics: Website visit data, system usage patterns, performance metrics (anonymized)

2. How We Use Your Information

Purpose	Legal Basis	Data Types Used
Employee Timekeeping	Legitimate Business Interest	Identity, timekeeping, SMS logs
Payroll Processing	Contractual Obligation	Timekeeping, payroll, tax data
Customer Service	Contractual Performance	Contact info, transaction history
System Security	Legitimate Interest	Usage logs, access records
Legal Compliance	Legal Obligation	All relevant records as required

3. Data Sharing & Third Parties

SMRT Payments does not sell, rent, or trade personal information. We share data only in these limited circumstances:

Authorized Service Providers:

• Payroll Services: Authorized payroll processors for employee compensation
• SMS Provider: Twilio Inc. for time clock messaging (under data processing agreement)
• IT Support: Authorized technical vendors for system maintenance and security
• Legal/Accounting: Professional service providers under confidentiality agreements

Required Disclosures:

• Legal compliance (court orders, subpoenas, regulatory requirements)
• Protection of rights and safety (fraud prevention, security threats)
• Business transfers (mergers, acquisitions, with appropriate safeguards)

4. Data Security Measures

We implement comprehensive security controls to protect personal information:

Technical Safeguards:

• Encryption: All data encrypted in transit (TLS 1.3) and at rest (AES-256)
• Database Security: PostgreSQL with SCRAM-SHA-256 authentication and access controls
• Network Protection: Firewalls, VPN access, intrusion detection systems
• System Monitoring: Continuous monitoring for security events and anomalies

Administrative Controls:

• Access Management: Role-based permissions with principle of least privilege
• Employee Training: Regular privacy and security awareness programs
• Incident Response: Established procedures for security incidents and data breaches
• Regular Audits: Periodic security assessments and compliance reviews

5. Your Privacy Rights

For All Individuals:

• Access: Request information about data we collect and use
• Correction: Update or correct inaccurate personal information
• Deletion: Request deletion of personal data (subject to legal requirements)
• Opt-Out: Discontinue non-essential communications and services

California Residents (CCPA Rights):

• Right to Know: Detailed information about data collection and use
• Right to Delete: Request deletion of personal information
• Right to Opt-Out: Stop sale of personal information (we do not sell data)
• Right to Non-Discrimination: Equal service regardless of privacy choices
• Right to Portability: Receive data in machine-readable format

6. Data Retention

We retain personal information only as long as necessary for legitimate business purposes:

• Employee Records: 7 years after employment termination (legal requirement)
• Timekeeping Data: 4 years per Department of Labor requirements
• Customer Data: Duration of business relationship plus 7 years
• SMS Logs: 2 years for compliance and technical support
• Security Logs: 1 year for incident investigation

7. International Data Transfers

SMRT Payments operates primarily within the United States. Any international data transfers are protected by:

• Standard Contractual Clauses approved by relevant authorities
• Adequacy decisions for jurisdictions with equivalent protection
• Additional safeguards as required by applicable law

8. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors. If we discover such collection, we will delete the information immediately and notify parents/guardians as required by law.

9. Cookies & Website Analytics

Our websites use cookies and similar technologies for:

• Essential Functions: Site navigation, security, user authentication
• Performance Monitoring: Load times, error tracking, system optimization
• User Preferences: Language settings, display preferences (with consent)

You can control cookie settings through your browser preferences. Disabling essential cookies may affect site functionality.

10. Changes to This Policy

We may update this privacy policy to reflect changes in our practices or legal requirements. Significant changes will be communicated through:

• Email notification to employees and active customers
• Prominent notice on our websites
• Direct notification for material changes affecting rights

11. Regulatory Compliance

This privacy policy is designed to comply with:

• California Consumer Privacy Act (CCPA)
• General Data Protection Regulation (GDPR) principles
• Telephone Consumer Protection Act (TCPA)
• Federal Trade Commission (FTC) guidelines
• State privacy laws and sector-specific regulations

Effective Date: January 1, 2025
Last Updated: January 20, 2025
Version: 2.1

← Back to Legal Center

📱 SMS Time Clock System Consent & Disclosure

1. Service Description & Purpose

SMRT Payments provides an SMS-based time clock system exclusively for authorized employees to manage their work schedules. This system allows employees to:

• Clock IN: Text "IN" to start your work shift
• Clock OUT: Text "OUT" to end your work shift
• Check STATUS: Text "STATUS" to view current timekeeping information
• Get HELP: Text "HELP" for system commands and assistance

2. Explicit Consent & Opt-In Requirements

By using this SMS system, you acknowledge and agree that:

• You are providing express written consent to receive automated SMS messages from SMRT Payments
• Messages are sent for legitimate business purposes related to your employment and timekeeping
• You understand that consent is not required as a condition of employment but is necessary to use this convenience service
• Standard message and data rates may apply based on your mobile carrier plan
• You can opt-in to our SMS services at https://sms.smrtpayments.com/

3. Message Frequency & Timing

SMS messages are sent only in direct response to employee-initiated commands. Typical usage patterns include:

• Frequency: 2-8 messages per employee per workday (depending on shift patterns)
• Response Time: Automated responses sent immediately upon command receipt
• Business Hours: System operates 24/7 to accommodate all shift schedules
• No Marketing: This system is used exclusively for timekeeping - no promotional or marketing messages are sent

4. Data Collection & Usage

The SMS time clock system collects and processes the following information:

• Employee phone numbers (for identification and response delivery)
• Clock-in and clock-out timestamps
• Work hours calculations for payroll purposes
• Message logs for system functionality and compliance auditing

5. Opt-Out Procedures

You have the absolute right to discontinue SMS services at any time through any of these methods:

• Text STOP: Send "STOP" to +1 (360) 614-7678 for immediate opt-out
• Text UNSUBSCRIBE: Send "UNSUBSCRIBE" for immediate removal
• Email Request: Contact [email protected]
• Phone Request: Call (360) 614-7678 during business hours
• In-Person: Notify your direct supervisor or HR representative

Important: Opting out will disable SMS timekeeping but does not affect your employment. Alternative timekeeping methods will be provided immediately upon opt-out.

6. Technical Support & Contact Information

For technical issues, billing questions, or privacy concerns regarding the SMS time clock system:

• Support Phone: 888.810.SMRT (7678)
• Support Email: [email protected]
• Privacy Officer: [email protected]
• Business Hours: Monday-Friday, 8:00 AM - 6:00 PM PST

7. Carrier & Network Information

This service is compatible with major US carriers including Verizon, AT&T, T-Mobile, and other participating networks. Message delivery may vary based on network conditions and carrier-specific policies. Carriers are not liable for delayed or undelivered messages.

8. Privacy Rights & CCPA Compliance

California employees have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected and used
• Right to request deletion of personal information
• Right to opt-out of the sale of personal information (we do not sell employee data)
• Right to non-discrimination for exercising privacy rights

See also: SMS Terms – Timekeeping

Effective Date: January 1, 2025
Last Updated: September 23, 2025

← Back to Legal Center