Privacy Policy
Last updated July 26, 2026
This policy explains what DealerTimeClock collects, why, and who decides. It covers the web application, the mobile app and this website.
If you are an employee using this at work: your employer chose this software, decides what is recorded and how long it is kept, and is who to ask about your own records. We hold the data on their behalf and act on their instructions. Section 9 explains how to make a request.
1. Who is who
DealerTimeClock is workforce management software licensed to automotive dealerships. Two different relationships run through it, and they carry different responsibilities:
- Your employer — the dealership. They decide that time will be recorded, which departments exist, whether the mobile app is used, and what the rules are. In data-protection terms they are the controller.
- DealerTimeClock — us. We provide and operate the software and store the data on the dealership's behalf. We do not decide what is collected about you, and we do not use it for our own purposes. In data-protection terms we are the processor.
This site itself is the exception: when you fill in the demo-request form on our home page, we are the controller of what you send us.
2. What is collected
From employees using the system
- Time and attendance — clock-in, clock-out and lunch timestamps, the department worked, and any hours added or corrected through a request.
- Identity and employment details — name, employee record, department, hire date, employment type, and the leave balances your employer configures.
- Location, at the moment of a punch only — see section 6.
- Device and session information — device type and model, IP address and a session token, recorded at sign-in for security and for the audit trail.
- Push notification token — if you use the mobile app and allow notifications, so work notices such as timecard reminders and overtime alerts can reach you.
- Requests and their history — time-off requests, timecard change requests, attestations you sign, and the approvals or denials attached to them.
From visitors to this website
- Only what you type into the demo-request form: your name, dealership, email, and anything else you choose to include.
3. What it is used for
- Recording hours worked, so your employer can pay you correctly.
- Calculating overtime, vacation, sick leave and holiday pay under the rules your employer sets.
- Meeting labour-law obligations your employer is subject to, including meal-break records.
- Keeping the system secure and providing an audit trail of who changed what.
- Sending you work-related notifications about your own time and requests.
We do not sell personal information. We do not use it to advertise to you, and we do not use one dealership's data to build anything offered to another.
4. Who it is shared with
Within your dealership, according to the role your employer assigns:
- Managers see their own departments' staff.
- Administrators and HR see their store, and group administrators see every store in the group.
Outside your dealership: nobody, except the service providers needed to run the software — the hosting provider, the email service that delivers notifications, and Apple's and Google's push services if you use the mobile app. Each store's data lives in its company's own separate database, so another dealership's staff cannot reach it.
We disclose data if legally required to, and will tell your employer unless we are prohibited from doing so.
5. Storage and security
- Separate databases per customer. Each dealership group's data is held in its own database rather than a shared table distinguished by a column, so one customer's records are not reachable from another's session.
- Encrypted in transit. All traffic uses HTTPS, and the application refuses to serve over plain HTTP.
- Passwords are hashed, never stored in readable form, and never stored on your device by the mobile app.
- Two-factor authentication is required for administrator accounts.
- Access is logged. Account changes, administrative actions and record edits are recorded with who did them and when.
No system is perfectly secure, and we do not claim otherwise. If a breach affects your data, we notify the dealership so they can meet their own obligations to you.
6. Location data
If your employer enables the mobile app with location verification, the app reads your GPS position at the moment you clock in or out, and only then, to confirm you are at the dealership. It is not read while the app is in the background, and there is no continuous tracking, route history or location trail. What is stored is whether the punch was inside an authorised location.
Your device will ask your permission before this can happen, and you can withdraw it in your device settings — though your employer may then require you to clock in at a terminal instead.
7. Push notifications
Used only for work matters relating to you: timecard reminders, overtime alerts, and updates on requests you made or must act on. No marketing. Turn them off in your device settings at any time; the system keeps working without them.
8. How long it is kept
Time and payroll records are kept for as long as your employer requires, which is usually set by the record-keeping laws they are subject to. Your employer decides this, not us.
When a dealership stops using DealerTimeClock, their data is retained so it can be returned to them, and is then deleted on their instruction. Sessions and login tokens expire on their own and are not kept.
9. Your rights
Depending on where you live, you may have the right to see the personal information held about you, correct it, or ask for it to be deleted. California residents have specific rights under the CCPA and CPRA.
Start with your employer. They control your employment records and can act on your request directly. We cannot release or change an employee's records without the dealership's instruction — doing so on request from someone we cannot verify would itself be a security failure.
If you have raised it with your employer and need to reach us, use the address in section 12 and we will work with them.
10. Children
This is workplace software and is not directed at children. We do not knowingly collect information from anyone under 16 other than as an employment record created by an employer for a lawfully employed minor.
11. Changes
If this policy changes, the date at the top changes with it, and material changes are communicated to the dealerships using the service. Continuing to use the software after a change means the updated policy applies.
12. Contact
Questions about this policy: bryan@dealertimeclock.com
Questions about your own records: your employer's HR or payroll contact.