Privacy policy

Who we are

Time Off is provided by Mathies Ltd t/as TimeHR. For anything in this policy, contact us at support@timehr.io or write to Mathies Ltd, Timms Tower, 331 Stroud Road, Gloucester, GL4 0AY.

When your employer uses Time Off, they decide what leave data is recorded and who can see it — they are the data controller for that information, and we process it on their behalf. We are the controller for the account and billing information we hold about them directly.

What we collect

• Your identity at work: name, work email address, start date, role, team membership and your chosen calendar colour.
• Your photo: if you or your organisation’s administrator add a profile photo, we store it so colleagues can recognise you; it is optional, only visible to people in your own organisation, and removing it deletes it from our systems.
• Your leave: the dates you book, whether they were approved, your remaining allowance, and any note you add to a request.
• Sign-in data: passkey credentials, single-use email sign-in links, and (if set) a password, which is stored only as a one-way hash and never in a readable form.
• Technical data: your IP address, used to rate-limit sign-in attempts and prevent abuse, and a device token if you turn on push notifications.

We do not use tracking or advertising cookies. The only cookie we set keeps you signed in, which is why no cookie banner is needed.

Why we can use it

To provide the service your employer has asked us to provide, and — for security measures such as sign-in rate limiting and the audit log — because we have a legitimate interest in keeping accounts safe.

Sickness and other sensitive information

If your employer records sickness absence in Time Off, that may count as health information, which has extra protection in law. Notes on a leave request are free text, so please avoid putting medical detail in them unless your employer has asked you to.

Where your data is held, and who else touches it

Your data is stored on servers in Germany. We use a small number of suppliers who process data strictly on our instructions:

• Hetzner (Germany) — hosting and backups.
• Cloudflare R2 — encrypted offsite backups.
• Resend — sending emails such as sign-in links and leave decisions.
• Stripe — payment processing, where a company subscribes. We never see or store card details.

How long we keep it

For as long as your employer has an account with us. Backups are kept for 14 days. If your employer closes their account, everything belonging to it is deleted.

Your rights

You can ask for a copy of your data, ask us to correct it, or ask us to delete it. Two of these you can do yourself, immediately:

• Delete your account from your profile page. We remove your name, email address and sign-in details. Your booked dates remain on your team’s calendar so their records still add up, but they are no longer linked to you.
• Export your leave using the calendar feed on your profile, or ask your admin for the allowance report.

You can also object to or ask us to restrict how we use your data. Contact us at support@timehr.io. If you are unhappy with our response you can complain to the Information Commissioner’s Office (ico.org.uk).

If you are in the United States

Depending on your state, you may have rights to know what personal information we hold, to have it deleted, to correct it, and not to be discriminated against for exercising those rights. We do not sell personal information and we do not share it for targeted advertising. Contact us at support@timehr.io to exercise any of these rights. Note that your data is stored in Germany, as described above.

Changes

If we change this policy in a way that matters, we will tell account admins by email. The version number is shown at the top of this page.