JobClocked

Privacy Policy

Effective Date: December 2025 | Last Updated: October 4, 2026

Company/Operator: Stonebridge Collective LLC | Contact: support@jobclocked.com

1) Overview

This Privacy Policy explains how JobClocked ("we," "us," or "our") collects, uses, discloses, and safeguards information when you use our web and mobile applications for time tracking, expenses, invoicing, and related services.

This policy reflects JobClocked's current product functionality, integrations, and security architecture. JobClocked is intended for use by adult business users and organizations.

2) Information We Collect

A. Account & Profile Information

When you create or manage an account, we collect:

  • Username, email address, first and last name, phone number
  • Role and permissions, time zone, hourly rate (if provided)
  • Account preferences and notification settings

B. Organization & Member Metadata

If you create or join an organization, we collect:

  • Organization name, address, time zone, currency defaults
  • Billing defaults (invoice prefix, starting number, default rates, payment terms)
  • Membership data (member roles, invitations, organization ownership)

C. Client & Project Information

To support billing and project tracking, we store:

  • Client contact details (name, email, phone, address)
  • Project details (name, description, status, billing type, rates, dates, assignments)

D. Time, Expense, and Adjustment Records

We store:

  • Time entries (descriptions, start/end times, duration, billable status, rates, amounts)
  • Expense records (amounts, categories, receipt details, mileage, dates, billable status)
  • Adjustments (reason, amount, category, date, billable status)

E. Receipt & Document Information

We collect and store:

  • Receipt photographs and uploaded document content you attach to expenses or projects
  • File metadata, identifiers, links, and folder references for items uploaded to connected storage providers

F. Invoicing, Billing & Email Templates

We store:

  • Invoices (numbers, totals, status, payment terms, notes, sent/paid dates)
  • Invoice-related file metadata (PDF information, linked folders)
  • Billing/payment metadata at the organization and invoice level (e.g., payment status, payment method type, processor reference identifiers)
  • Email templates (subject, body, HTML content, default status)

G. Authentication & Security Data

We process:

  • Passwords, stored only as secure one-way hashes
  • Access tokens and refresh tokens used to maintain your session
  • HttpOnly authentication cookies (see Section 4)
  • Multi-factor authentication settings, including TOTP secrets and backup codes (when MFA is enabled)
  • Trusted device records, including device fingerprint context such as user agent and IP-derived metadata

H. Mobile App Local Storage Data

If you use the JobClocked mobile app, the app stores certain data locally on your device:

  • Auth/session artifacts (access and refresh tokens) used to keep you signed in
  • A hashed offline unlock PIN you set for the mobile app
  • A cached copy of your user profile so the app can function briefly without network access
  • Cached copies of your organization's data (such as clients, projects, time entries and expenses) so the app can work offline. This cache is cleared when you sign out.
  • A biometric unlock toggle indicating whether you have opted in to Face ID / fingerprint unlock
  • An offline login timestamp used to enforce offline expiry windows

I. Third-Party Integration Data (Optional)

If you enable integrations, we store:

  • Google Drive: OAuth tokens and selected folder metadata for document storage and backups
  • Gmail: OAuth tokens used to send emails from your Gmail account on your behalf

JobClocked's use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

J. System & Log Data

We collect limited log and usage data such as IP address, device type, timestamps, request paths, and error events to maintain security, diagnose issues, and ensure service reliability. See Section 13 for details on security logging.

3) How We Use Your Information

We use collected information to:

  • Provide time tracking, expense management, invoicing, and project functionality
  • Generate, manage, and process invoices and billing communications
  • Organize and upload receipts and documents to connected services
  • Authenticate users, manage sessions, and secure accounts (including MFA and trusted device evaluation)
  • Enable mobile offline access and biometric unlock on devices where you opt in
  • Provide customer support, monitor reliability, and investigate errors

4) Authentication, Sessions & Cookies

JobClocked uses a token-based authentication model. When you sign in, we issue a short-lived access token and a longer-lived refresh token used to obtain new access tokens without re-prompting for credentials.

On the web, these tokens are delivered and stored in HttpOnly cookies that are not accessible to client-side JavaScript. These cookies exist solely for authentication, session continuity, and security (such as detecting expired or revoked sessions). We do not use cookies for advertising or cross-site tracking.

Sessions persist across page reloads and (where you have chosen to remain signed in) across browser restarts until the refresh token expires or is revoked. Signing out, changing your password, or revoking a trusted device invalidates the associated tokens.

5) Mobile App Local Storage & Offline Unlock

The JobClocked mobile app stores authentication artifacts and offline unlock data on your device so that you can use the app briefly without network connectivity. This includes:

  • Access and refresh tokens used to authenticate API requests
  • A hashed PIN that you set for offline unlock (we do not store the PIN itself)
  • A cached snapshot of your user profile
  • Cached copies of your organization's data (such as clients, projects, time entries and expenses) so the app can work offline. This cache is cleared when you sign out.
  • A biometric unlock preference toggle
  • An offline login timestamp

Offline access is time-limited. After the offline expiry window elapses without successfully reaching our servers, the app will require you to sign in online again before continued use. Uninstalling the app or signing out clears the locally stored unlock data.

6) Biometric Usage

If you enable biometric unlock (such as Face ID or fingerprint) in the mobile app, biometrics are used only for local app unlock on your device. Biometric verification is performed entirely by your device's operating system. JobClocked never receives, stores, or transmits your biometric data, fingerprint templates, or facial recognition data.

Biometrics are not used for server-side authentication. Disabling biometric unlock in the app or in your device settings turns this feature off immediately.

7) Multi-Factor Authentication & Trusted Devices

When you enable multi-factor authentication (MFA), we store:

  • A TOTP shared secret used to verify time-based one-time passwords from your authenticator app
  • One-time backup codes that allow recovery if you lose access to your authenticator
  • Trusted device records that include fingerprint attributes such as user agent and IP-derived context

This data is used solely to verify your identity, reduce repeated MFA prompts on devices you have marked as trusted, and detect suspicious sign-in attempts. You can revoke trusted devices and regenerate backup codes from your account settings.

8) Third-Party Processors & Subprocessors

We use the following third-party processors to operate JobClocked. Each receives only the data necessary to perform its function:

  • Sentry (error monitoring and performance diagnostics). Sentry receives crash reports, error events, stack traces and limited request context. It also receives performance data from a sample of app sessions. Diagnostic events from the mobile app are associated with your user ID, username and role so we can troubleshoot issues on your account. Our event preprocessing strips cookies and other credentials before events are sent.
  • Google (OAuth, Google Drive, Gmail) — token-based integrations you opt into. Google receives the OAuth scopes you authorize, the files we upload or list on your behalf, and the emails we send through Gmail at your request.
  • Stripe and other payment rails — JobClocked's own subscription plans are billed through Stripe. Stripe receives your billing details and payment method directly; we store only the subscription status and Stripe reference identifiers. When payments are processed through Stripe or another configured provider, the provider receives the payment amount, currency, customer/invoice references, and any payer information required to complete the transaction. JobClocked itself does not store full card or bank account numbers; we retain only payment metadata at the organization and invoice level (such as payment status and processor reference identifiers). Manual payment rails (e.g., recording a check or bank transfer outside Stripe) only store the metadata you enter.
  • Database, hosting, and email delivery providers — used to host the service and deliver transactional system emails (e.g., password resets).

Our subprocessor list may change as our infrastructure evolves. Material updates will be reflected by updating the "Last Updated" date and, where required, by additional notice.

9) Document & Receipt Uploads

Receipt and document sharing. When receipts and supporting documents are uploaded through JobClocked to your organization’s connected Google Drive, JobClocked sets their access to “Anyone with the link can view.” Invoice receipt folders are also configured for link-based viewing. Anyone who obtains a file or folder link can view the shared content without signing into JobClocked, and recipients can forward the link to others. These permissions provide viewing access, not editing access. JobClocked does not enable Google Drive’s file-discovery setting for these links.

Access within JobClocked remains subject to the app’s authentication and permissions. Those restrictions do not apply to direct access through a shared Google Drive link. Please avoid uploading information you do not want accessible to anyone who receives the link.

10) Invoice & Estimate Links Shared With Your Clients

When you send an invoice or estimate, your client receives a link that lets them view it and, where enabled, approve the estimate or pay the invoice. When a client opens an invoice link, we record view information (time viewed, IP address, approximate location such as city and country, device, browser and referring page) so you can see when it was viewed.

11) Cross-Org Drive Credential Model

Organization-level uploads (such as receipts and backup files) use the Google Drive connection of the organization owner. When members of your organization upload through JobClocked, the upload is performed on behalf of the organization using the owner's connected Drive credentials, and the resulting files reside in the owner's Drive account in the configured folder.

Owners can disconnect the Drive integration at any time, which will stop new uploads and disable Drive-dependent features for the organization.

12) Backups & Exports

JobClocked supports creating backup archives of organization data. Backups can be created on demand, uploaded to the organization's connected Google Drive, listed within the app, and downloaded. Access to create, list, and download backups is restricted to organization owners.

13) Security Logging

We log operational metadata about requests (such as method, path, status, timing, IP, and user agent) for security monitoring and diagnostics. Logs may still include other operational metadata necessary to diagnose issues. See Section 8 for information about monitoring data.

14) Permissions

Mobile app: The mobile app may request permission to use your device's camera and photo library (to capture or attach receipt images and your business logo), and Face ID / biometric permission for local app unlock. The app's permission prompts describe each use at the time the permission is requested. You can revoke these permissions at any time in your device's system settings.

Web app: The JobClocked web application sends a Permissions-Policy HTTP header that explicitly disables browser camera, microphone, and geolocation access for the application. JobClocked does not request or use these browser capabilities on the web.

15) Data Retention

We retain different categories of data for different periods based on operational need and legal requirements:

  • Account & profile data — Deleted immediately when you delete your account.
  • Organization, client, project, time, and expense records — Retained while the organization is active. Deleted immediately when the organization's sole owner deletes their account. If a team member deletes their account, their work records remain with the organization.
  • Billing & invoice metadata — Retained while the organization is active and deleted with the organization. Payment and subscription records held by Stripe are retained by Stripe as required by tax and accounting laws.
  • Operational and security logs — retained for a limited rolling window sufficient for incident investigation and trend analysis.
  • Uploaded files (receipts, documents, backups) — retained in the connected Google Drive folder until you or your organization owner deletes them.
  • OAuth tokens (Google Drive, Gmail) — retained until you revoke the integration in JobClocked or in your Google account, or until the token is invalidated by the provider.
  • Access & refresh tokens, sessions, and trusted devices — expire automatically based on configured token and session lifetimes; revoked immediately when you sign out or remove a trusted device.

Disconnecting Google Drive stops future integration activity but does not, by itself, delete previously uploaded files or revoke their existing sharing links. Existing files and permissions must be managed in Google Drive.

Deleting your account. You can delete your account at any time in the app (Settings → Delete Account) or in the web app's account settings. If you can't sign in, email support@jobclocked.com and we will verify your identity and process the request within 30 days.

What happens depends on your role:

  • If you are the only owner of your organization: your account, your organization, all of its JobClocked data (clients, projects, time, expenses, invoices, estimates) and all team member accounts are permanently deleted, and your JobClocked subscription is cancelled. If we cannot confirm the subscription was cancelled, deletion will not proceed and you'll be asked to retry or contact support.
  • If you are a team member, administrator, or one of several owners: your login and profile are permanently deleted. Work records you created (such as time entries, expenses, projects and clients) are business records of your organization; they stay with the organization and are reassigned to another member.
  • In all cases: files already stored in Google Drive and emails already sent through Gmail are not deleted by JobClocked. You can remove them in your Google account. Payment records held by Stripe are retained by Stripe under its own policies.

Deletion takes effect immediately and cannot be undone.

16) How We Share Information

We do not sell personal information. We disclose information to the service providers described in Section 8 as needed to operate JobClocked. We also make uploaded receipts, supporting documents, and invoice receipt folders accessible to anyone who obtains their Google Drive sharing links, as described in Section 9. We may additionally disclose information to comply with law or protect the rights and security of JobClocked and its users.

17) Security

We implement industry-standard security measures, including password hashing, HttpOnly authentication cookies, optional multi-factor authentication, trusted device evaluation, and the web Permissions-Policy header described above.

No system is completely secure, and we cannot guarantee absolute security.

18) Your Rights & Choices

Depending on your location, you may have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate or out-of-date personal data (much of which you can update directly in your account settings)
  • Delete your account and associated personal data, subject to the retention exceptions in Section 15
  • Export your data in a portable format
  • Withdraw consent for optional integrations (such as Google Drive or Gmail) at any time by disconnecting them in the app
  • Revoke trusted devices and active sessions from your account settings

To exercise any of these rights, email support@jobclocked.com. We will acknowledge your request within a reasonable period and aim to respond substantively within 30 days, consistent with applicable law. We may need to verify your identity before fulfilling certain requests.

19) Public Link & Document Visibility Caveat

As described in Section 9, files uploaded through JobClocked to Google Drive are currently configured with public-link visibility. Anyone who obtains the resulting Drive link may be able to view the file. Please consider this when uploading receipts, contracts, or other documents.

20) International Use & Cross-Border Processing

JobClocked is operated from the United States. If you access JobClocked from outside the United States, your information may be processed and stored in the United States or in other locations where our service providers (including those listed in Section 8, such as Google, Sentry, and Stripe) operate.

Our subprocessor list may be updated from time to time as our infrastructure changes. The current "Last Updated" date at the top of this policy reflects the most recent revision.

21) Children's Privacy

JobClocked is intended for adult business users and organizations. The service is not directed to, designed for, or intended for use by minors, including children under the age of 13. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us so we can take appropriate action.

22) Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last Updated" date above and, where appropriate, by additional notice within the app.

23) Contact Us

If you have questions or requests regarding this Privacy Policy: