Privacy
Last updated November 5, 2026
Clock Clerk is a timesheet, approvals and invoicing service operated by Vayner Systems LLC. This notice explains what we hold about you, why, who it goes to, how long we keep it, and what you can ask of us.
In short:
- What your organization records in Clock Clerk is your organization's. We hold it on its behalf and use it only to run the service.
- We do not sell or share your personal information, and we do not use it for advertising.
- Everything is hosted on Microsoft Azure in the United States.
- When an organization is deleted, its data is removed 30 days later and is gone from our backups within 30 days after that.
- The app uses only the cookies and browser storage it needs to work. The website uses Google Analytics to count visits, which you can turn off at any time; in the European Economic Area, the United Kingdom and Switzerland it asks first.
- You can ask to see, correct, delete or take a copy of your data, or object to how we use it, through our contact form.
1. Who we are
Clock Clerk is provided by Vayner Systems LLC, an Ohio limited liability company, of 35585 Curtis Blvd, Unit B, Eastlake, OH 44094, United States ("Vayner Systems", "we", "us").
To reach us about privacy, use the contact form and choose the privacy reason that fits; your request reaches [email protected] and is given a reference. For anything else, the same form reaches [email protected].
2. Our two roles
For your organization's records we are a processor. Your organization chooses to use Clock Clerk, decides who it lets in, and decides what is recorded: people, clients, projects, hours, expenses, invoices, messages and the rest. For that data your organization is the controller, and we process it on its behalf and on its instructions. Questions about those records are best put to your organization's administrator first; if you write to us, we will pass your request on to them.
For our own records we are the controller. These are:
- the record of who started an organization and accepted our terms;
- billing and subscription records for Clock Clerk's own plans;
- the accounts of client guests, which are not any one organization's (see section 3);
- the newsletter and the news emails people sign up for;
- messages sent to us through the contact form;
- feature suggestions and votes sent to us from inside the app;
- this website, and the logs we keep to run and secure the service.
Businesses that use Clock Clerk can ask for our data processing agreement (DPA), which sets out our duties as their processor, through the contact form.
3. What we hold
What your organization records
- Your account: your name, email address, job title, role, and the sign-in identity your organization's directory gives us. If you sign in with a password, it is stored only as a salted hash.
- Your work: the hours you book, comments on them, submissions and approvals, expenses and their receipts, and the clients, projects, boards and tasks they belong to.
- Money, where your organization records it: billing rates, costs, invoices and payments, contractor profiles and their billing details.
- Conversations: messages between colleagues and comments on tasks, including messages with client guests (people outside your organization whom it invites into a shared thread).
- Your preferences: language, time zone, theme, and which reminders and digests you want.
- Records from services your organization connects: for example people found through its Microsoft directory, people provisioned from its identity provider, tasks imported from tools such as Jira or Azure DevOps, and what it sends to its accounting system.
- Security records: when people sign in or out, and administrative actions such as changes to roles, access and sign-in settings, each with who did it, the network address it came from and the browser used. Your organization's administrators can read and export them.
- Email records: the invitations, reminders, invoices and notices we send for your organization, and whether each was delivered.
What we hold for ourselves
- Starting an organization: the name and work email address given on the sign-up form, and, when the terms are accepted, the versions accepted, the exact sentence shown, its language, the time and the network address it came from. This is our evidence of the agreement.
- Billing: your organization's plan, its Stripe customer and subscription identifiers, the status of its subscription, and how many people entered time in each billing period. Card and bank details are entered on Stripe's own form and held by Stripe. They never reach our servers.
- Client guests: a guest's name and email address are held once, however many organizations invite them, together with each organization's own record of the guest.
- The newsletter and news: your email address, when you agreed, the sentence you agreed to, its language and where you agreed (on the website or as a client guest), and, if you withdraw, when. On the website we add you only after you confirm your address from the email we send.
- The contact form: your name, email address, the organization you name, your reason and message, and our replies. If you were signed in, we also note which organization and account you wrote from.
- Feature suggestions: what you suggest, the features you vote for, and who you are.
- Website visits: through Google Analytics, which pages of the website are read, how visitors arrived at them, and the kind of device and browser, counted by a random identifier in a cookie rather than by name (see section 9).
- Technical logs: requests to the service, with network addresses and browser details, errors, and timings, used to run the service, find faults and stop misuse.
We do not ask for, and ask organizations not to enter, sensitive information such as health data or criminal records.
4. Why we use it
We use your organization's records only to provide the service it asked for: to record, review, report on, invoice and export time and expenses, to send the emails it asks us to send, to support it when it asks, and to keep the service secure. That is on your organization's instructions.
For our own records, these are our purposes, and the legal basis for each where the law asks for one:
| What we do | Why we may |
|---|---|
| Start an organization and record the acceptance of our terms | To enter into and perform our agreement with your organization, and our legitimate interest in being able to prove it. |
| Bill for a plan, collect payment and keep tax and accounting records | To perform our agreement, and to meet our legal obligations. |
| Send the newsletter and news | Your consent, which you can withdraw at any time with the link in every email. |
| Answer the contact form | Our legitimate interest in answering the people who write to us, or, where you ask about a plan, steps you asked for before an agreement. |
| Read feature suggestions and votes | Our legitimate interest in deciding what to build next. |
| Count visits to the website with Google Analytics | Our legitimate interest in knowing which pages people read, so that we can improve them, which you can override by turning it off; in the European Economic Area, the United Kingdom and Switzerland, your consent. |
| Keep logs and security records, and prevent fraud and misuse | Our legitimate interest, and your organization's, in a secure and working service. |
| Tell administrators about changes to these documents, their trial, their subscription and their organization's removal | To perform our agreement. |
We do not make decisions about you by automated means that have legal or similarly significant effects on you.
5. We do not sell or share your personal information
We do not sell your personal information, and we do not share it for advertising. We never have, and the service is not built to. We use no advertising cookies, we do not build profiles of you, and we do not use your organization's records to train artificial intelligence models. That holds in the sense the California Consumer Privacy Act and similar state laws give "sell" and "share" too.
Your data goes to others only as section 6 describes: to the providers who run parts of the service for us, to services your organization chooses to connect, and where the law requires it.
6. Who it goes to
Inside your organization. What you record is seen by the people your organization lets see it, according to their role. A message in a thread shared with a client is seen by that client's guests.
Our providers. These companies run parts of the service for us, under agreements that let them use it only to do so:
| Provider | What it does for us | Where |
|---|---|---|
| Microsoft (Azure) | Hosts the service and its database, and stores its encrypted backups. | United States |
| Resend | Delivers the email the service sends. | United States |
| Stripe | Takes payments and manages subscriptions for Clock Clerk's plans. Stripe acts as an independent controller for some payment data, under its own privacy policy. | United States |
| Google Analytics | Counts visits to the website, unless you turn it off, and in the European Economic Area, the United Kingdom and Switzerland only if you allow it: which pages are read and how people arrived at them. It sets cookies that tell one visit from another, and sees your network address. It is not used in the app, and we have told Google not to use it for advertising. | United States |
| Google Fonts | Serves the typefaces the website and the app display. Your browser fetches them from Google, which sees your network address, but no cookies are set and nothing you enter is sent. | United States |
Our logs and monitoring run on systems we operate ourselves.
Services your organization connects. Your organization may sign in through its own Microsoft Entra ID, Okta or Google account, search its Microsoft directory, or connect accounting systems such as QuickBooks and task sources such as Jira, Azure DevOps, Trello or Notion. Those are your organization's own providers, chosen by it under its own agreements with them; what is sent to them, it sends.
Where the law requires it. We disclose information when we must by law, such as in answer to a valid court order, or where it is needed to protect the rights, property or safety of our customers, the public or us. Where the law lets us, we tell the organization concerned first.
If Vayner Systems changes hands. If our business is sold or merged, the information we hold may pass to the new owner, who would remain bound by this notice for what was collected under it.
7. Where it is held
Vayner Systems is a US company, and everything the service holds is hosted on Microsoft Azure in the United States, including its backups. If you use Clock Clerk from outside the United States, your information is collected by us there and is protected as this notice describes.
8. How long we keep it
While your organization uses Clock Clerk, its records are kept until it removes them. Your organization decides how and when to remove its own people and records. A client guest who wants their messages removed asks the organization that invited them.
| When | What happens |
|---|---|
| An administrator deletes the organization | It becomes read-only at once, and any administrator can undo the deletion for 30 days. At the end of those 30 days it is removed from the live service, with everything it holds. |
| A trial ends, or a subscription ends or goes unpaid | The organization becomes read-only, so its people can still sign in and its administrators can download its data. If nobody chooses a plan or pays, it is removed 90 days after the trial ended or the subscription ended or went unpaid, unless we have to keep it longer, for example for a legal reason. Every administrator is emailed 30 days and 7 days before. |
| After removal | Its data is gone from our backups within 30 days, as they expire. So an organization deleted by its administrator is gone everywhere within 60 days of the request. |
| Security records | Each is kept for one year and then deleted, while the organization goes on using the service. A year lets your organization, and us, find out who signed in or changed something for as long as such questions usually come up, without keeping a lasting record of where everyone signs in from. |
| Technical logs | No longer than two years, so that misuse and security incidents can be investigated after the fact. |
| Contact form messages | One sent while signed in to an organization is kept while that organization uses Clock Clerk and removed with it. Others are kept for as long as we need them to answer you and keep a record of what was asked and agreed. |
| Newsletter and news | Until you withdraw. We then keep the record of your consent and its withdrawal, so that we can show what you agreed to and do not write to you again. |
| A client guest's account | Until no organization uses it any more. Once the last organization that invited a guest has removed them, or been removed, so is the account. |
| Billing, tax and accounting records | As long as US law requires. |
What we keep after an organization is removed is limited to records we must keep for legal, tax, accounting, security and fraud-prevention purposes, such as the record that its terms were accepted and that its email domain has had a trial, and records that belong to someone other than the removed organization, such as a guest account another organization still uses or a person's own newsletter consent. Anything we keep stays protected as this notice describes.
The demo at demo.clockclerk.com holds sample data only, and is reset every hour.
9. Cookies and browser storage
The app uses only the cookies and browser storage it needs to work: none of these can be turned off without breaking the service, and none is used to track you.
- Signing in: a cookie that keeps your sign-in open when you sign in with a password or through your organization's Okta, Google or other identity provider, a short-lived cookie used during that sign-in, and the sign-in tokens Microsoft's sign-in library keeps in your browser's storage.
- Your choices: the language, theme and skin you picked, how you last laid out a report, and which notices you have closed, kept in your browser's storage. The website remembers the language you picked the same way.
- Getting you back: where to return after signing in, and similar steps, kept only until you close the tab.
When an administrator pays for a plan, Stripe's payment form, which loads from Stripe, may set its own cookies to prevent fraud, under Stripe's privacy policy.
Analytics on the website. The website, but not the app, uses Google Analytics, which sets cookies (named _ga) that last up to two years and tell us which pages people read and how they found them, so we can improve them.
- In the European Economic Area, the United Kingdom and Switzerland, the website asks first. Only if you choose Allow does it load Google Analytics; if you choose Decline, nothing is loaded and no cookie is set.
- Everywhere else, it uses Google Analytics unless you turn it off with the button below. If your browser sends the Global Privacy Control signal, we treat it as turning it off, and nothing is loaded.
The website works out which of these applies from the network address your visit comes from, which it compares with public lists of where addresses are held and does not keep. Your choice is kept in your browser's storage so you are not asked again, and it applies wherever you are. You can change it at any time, and turning it off removes the cookies:
We use no advertising or social media cookies.
10. Security
We protect what we hold with measures suited to it, among them:
- each organization's records kept apart from every other's, checked by the app on every request and again by the database underneath;
- every screen and request closed unless a person's role opens it;
- connections encrypted with HTTPS, passwords stored only as salted hashes, an optional second factor an administrator can require, and the credentials of connected services encrypted;
- an audit log of security and administrative actions that nobody, the app included, can edit;
- encrypted, verified backups every night, stored apart from the database they copy;
- access to the systems that run the service limited to the people who run it, and only as far as they need.
No system is perfectly secure. If a breach affects your organization's data, we will tell its administrators without undue delay. To report a security issue, use the contact form.
11. Your rights
Depending on where you live, you may have the right to:
- see what we hold about you and get a copy;
- have it corrected;
- have it deleted;
- take it with you in a format other tools can read;
- object to how we use it, or withdraw a consent, and ask us to restrict its use meanwhile.
Each link opens our contact form with that request chosen. We answer within one month, and may ask you to confirm who you are first. Exercising a right costs nothing, and we will not treat you differently for it.
For your organization's records, ask your organization's administrator, who can correct people's details, remove people and download the organization's data. If you write to us instead, we will pass your request to your organization. A client guest asks the organization that invited them.
You can unsubscribe from reminders, digests and news at any time, from your profile or with the link in each email.
You may also complain to a data protection authority, such as the one where you live or work, or to your state's attorney general. We would rather hear from you first, so that we can try to put it right. This right is not affected by section 17 of our terms, which says where disputes with us are heard.
12. Children
Clock Clerk is a service for businesses and the people who work with them. It is not meant for children under 16, and we do not knowingly hold information about them.
13. Changes to this notice
When this notice changes, we post the new version here with a new date, email every administrator, and show a notice in the app. A change applies to organizations already using Clock Clerk 30 days after it is posted, and at once to an organization started on or after the day it is posted.
14. Contact us
Vayner Systems LLC, 35585 Curtis Blvd, Unit B, Eastlake, OH 44094, United States.
Write to us through the contact form: privacy requests reach [email protected], and everything else [email protected].