Privacy Policy

PRACTICAL SOFTWARE

Effective Date: September 20, 2026

This Privacy Policy explains how Practical Software collects, uses, discloses, and protects personal information through Clockwork, CareForms AI, CareForms Hub, associated websites, and related services (collectively, the "Services").

"Practical Software," "we," "us," and "our" refer to the provider of the Services.

1. Scope

This Privacy Policy applies to personal information that Practical Software processes through its Services.

When an organization uses Clockwork to manage employees, applicants, contractors, or other workers, that organization determines why and how workforce information is used. In that situation:

• The organization generally acts as the business or data controller
• Practical Software generally processes the information on the organization's behalf
• Workforce members should direct employment-record or workplace-privacy questions to their employer or organization

Gumroad separately processes information associated with purchases, billing, subscription administration, refunds, and payment transactions under Gumroad's privacy policy.

2. Information We Collect

Account and Contact Information

We may collect:

• Name
• Email address
• Telephone number
• Company name
• Job title
• Account credentials
• Customer-support communications

Subscription and Purchase Information

We may receive limited information from Gumroad concerning:

• Product purchased
• Subscription status
• Billing interval
• Transaction date
• Customer identity and contact information
• Refund or cancellation status

We do not normally receive or store complete payment-card numbers. Payment information is processed by Gumroad and its payment providers.

Clockwork Workforce Information

Depending on the customer's configuration, Clockwork may process:

• Employee names and contact details
• Employee roles and locations
• Schedules and shift assignments
• Clock-in and clock-out timestamps
• GPS verification associated with attendance events
• Break records
• Timesheets
• Wage rates and calculated wage information
• Overtime calculations
• Digital signatures
• Availability preferences
• Time-off requests
• Shift-trade requests
• Manager approvals
• Payroll-export records

Applicant and Hiring Information

Clockwork may process:

• Applicant names and contact information
• Resumes and application materials
• Positions applied for
• Interview and hiring status
• Hiring notes
• Offer and onboarding status

Customers are responsible for determining what applicant information they collect and for using it lawfully.

HR Documents

Clockwork may process:

• Employee handbooks
• Workplace policies
• Training materials
• HR documents
• Employee acknowledgment records

CareForms AI Information

CareForms AI may process:

• Prompts
• Instructions
• Uploaded text
• Document content
• Generated documents
• User corrections and feedback
• Usage information associated with document generation

Users should not submit highly sensitive or regulated information unless expressly authorized under an appropriate written agreement.

CareForms Hub Information

CareForms Hub may collect information related to:

• Template purchases
• Downloads
• Customer-support requests
• Product updates

Documents customized and stored entirely on a user's own device are not collected by Practical Software unless the user uploads or sends them to us.

Technical and Usage Information

We may collect:

• IP address
• Browser type
• Device type
• Operating system
• Login activity
• Feature usage
• Error reports
• Security events
• Approximate location inferred from IP address
• Cookies or similar technologies

3. GPS Information

Clockwork may collect GPS information when a user activates a location-dependent attendance feature, such as clocking in or clocking out.

GPS information may be used to:

• Verify that an attendance event occurred at an approved location
• Create a record associated with a scheduled shift
• Detect attendance discrepancies
• Support timesheet review

Clockwork should not be used for continuous employee tracking unless that capability is expressly provided, lawfully configured, and properly disclosed.

Organizations using GPS features are responsible for:

• Providing legally required workforce notices
• Obtaining required consent
• Establishing lawful workplace-monitoring policies
• Configuring approved locations
• Limiting access to GPS records
• Complying with employment and privacy laws

4. How We Use Information

We may use personal information to:

• Provide and operate the Services
• Authenticate users
• Manage customer accounts
• Process subscriptions
• Deliver purchased products
• Provide customer support
• Generate requested AI-assisted content
• Create schedules, timesheets, and workforce records
• Support payroll preparation
• Operate hiring and HR-document features
• Monitor security and prevent misuse
• Diagnose errors and improve performance
• Develop and improve features
• Send operational notices
• Comply with legal obligations
• Enforce contracts and policies

We will not use Customer Data for materially unrelated purposes without an appropriate legal basis or permission.

5. Artificial-Intelligence Processing

When a user requests an AI-assisted function, relevant input may be transmitted to an artificial-intelligence service provider acting on our behalf.

Depending on the feature, transmitted information may include:

• Prompts
• Document text
• User instructions
• Context needed to generate the requested output

Users should remove information that is unnecessary for the requested task and should not submit protected health information, Social Security numbers, complete financial-account information, passwords, or other highly sensitive information unless expressly authorized in writing.

We do not guarantee that AI-generated outputs are accurate. Users must review outputs before use.

6. How We Disclose Information

Service Providers

Vendors that help provide:

• Hosting and data storage
• Authentication
• Artificial-intelligence processing
• Email delivery
• Security monitoring
• Analytics
• Customer support
• Software maintenance

Service providers may process information only for authorized purposes and subject to appropriate contractual restrictions.

Gumroad and Payment Providers

Gumroad and its payment providers process purchases, recurring billing, taxes, refunds, chargebacks, and payment-related communications.

Customer Organizations

When an employee, applicant, or workforce member uses Clockwork, relevant information may be available to authorized managers and administrators of the customer organization.

Legal and Safety Purposes

We may disclose information when reasonably necessary to:

• Comply with law, regulation, subpoena, or legal process
• Protect rights, safety, and security
• Investigate fraud or misuse
• Enforce agreements
• Respond to lawful government requests

Business Transactions

Information may be transferred as part of a merger, financing, acquisition, reorganization, or sale of business assets, subject to appropriate protections.

We do not sell personal information for money.

We do not use personal information for cross-context behavioral advertising unless this Policy is updated and legally required choices are provided.

7. Data Retention

We retain information only for as long as reasonably necessary to:

• Provide the Services
• Maintain customer accounts
• Fulfill contractual obligations
• Resolve disputes
• Enforce agreements
• Meet legal, tax, accounting, employment-record, and security requirements

Retention periods may depend on the product, customer configuration, subscription status, legal obligations, and the type of information involved.

Customers should export needed records before canceling a subscription.

Following account closure, information may remain temporarily in backups or be retained when required by law.

8. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information.

No system can guarantee absolute security. Customers and users are responsible for:

• Protecting account credentials
• Using appropriate access permissions
• Removing access when a user leaves the organization
• Maintaining secure devices and networks
• Promptly reporting suspected unauthorized access

9. Customer Responsibilities

Organizations using the Services are responsible for:

• Providing required privacy notices
• Obtaining required permissions and consent
• Establishing a lawful basis for processing
• Responding to employee and applicant privacy requests
• Configuring appropriate access controls
• Determining appropriate retention periods
• Complying with employment, wage-and-hour, privacy, and monitoring laws

10. Your Privacy Choices and Rights

Depending on where you live, you may have rights to:

• Request access to personal information
• Request correction
• Request deletion
• Request a copy of information
• Restrict or object to certain processing
• Withdraw consent
• Appeal a denied privacy request

These rights may be subject to legal exceptions.

If information was submitted by your employer or another customer organization, direct your request to that organization first. We will assist customer organizations with valid requests when required.

To submit a request directly to Practical Software, contact us using the information below. We may need to verify your identity before completing a request.

11. Cookies and Similar Technologies

Our websites and Services may use cookies or similar technologies for:

• Authentication
• Security
• Remembering preferences
• Measuring site performance
• Understanding feature usage
• Maintaining user sessions

Browser settings may allow you to block certain cookies. Blocking essential cookies may prevent parts of the Services from functioning.

12. Children's Privacy

The Services are intended for businesses and adults. They are not directed to children under 13, and we do not knowingly collect personal information directly from children under 13.

If you believe a child has provided personal information, contact us so we can investigate and take appropriate action.

13. Health and Other Sensitive Information

The Services are not authorized to receive protected health information regulated by HIPAA unless Practical Software has entered into an appropriate written agreement permitting that processing.

Do not submit protected health information or other regulated information based only on the fact that a product may be useful in a healthcare environment.

We may delete or restrict information that appears to violate this Policy or our Terms.

14. International Use

Information may be processed in the United States or other countries where our service providers operate.

Organizations using the Services internationally are responsible for determining whether their use satisfies applicable international privacy and data-transfer requirements.

15. Third-Party Links and Services

The Services may contain links to Gumroad, payroll providers, or other third-party services.

We are not responsible for third-party privacy practices. Review the privacy policy of each third party before providing information.

16. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our Services, business practices, or legal obligations.

The updated Policy will display a revised effective date. When legally required, we will provide additional notice.

17. Contact Us

Questions, privacy requests, or concerns may be sent to:

Practical Software
Privacy email: info@phh-workflow.com
Mailing address: 700 Bryden Rd, Columbus, Ohio 43215
Website: www.clockworkcenter.com

If you are contacting us about information maintained by your employer or another Clockwork customer, identify that organization in your request.