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Privacy Policy

Last Updated: March 09, 2025

1. Introduction

Welcome to Fluxical ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our timesheet and project management service ("Service").

We are based in the United Kingdom and our Service is hosted in the UK. We are subject to UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By accessing or using our Service, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

  • Account Information: Name, email address, password, profile picture, and other information you provide when creating an account.
  • Employment Information: Job title, department, manager information, and employee ID.
  • Contact Information: Phone number, address, and emergency contact details.
  • Time Entry Data: Work hours, project assignments, tasks, and activities.
  • Payment Information: If applicable, billing address and payment method details (we do not store complete credit card information).

2.2 Usage Data

We automatically collect certain information when you access or use our Service:

  • Device Information: IP address, browser type, operating system, device type, and unique device identifiers.
  • Log Data: Pages visited, features used, time spent on the Service, and other usage patterns.
  • Location Information: General location based on IP address.
  • Cookies and Similar Technologies: Information collected through cookies, web beacons, and similar technologies as described in our Cookie Policy.

3. How We Use Your Information

We use your information for the following purposes:

  • Provide, maintain, and improve our Service
  • Process and manage your account, time entries, and projects
  • Generate reports and analytics for you and your organization
  • Communicate with you about the Service, updates, and support
  • Respond to your inquiries and provide customer support
  • Send you technical notices, updates, security alerts, and administrative messages
  • Prevent fraud, protect the security of our Service, and address technical issues
  • Comply with legal obligations and enforce our terms of service

4. How We Share Your Information

We may share your information in the following circumstances:

4.1 With Your Organization

If you use our Service through your employer or organization, your time entries, project data, and usage information may be shared with authorized administrators within your organization.

4.2 Service Providers

We may share your information with third-party vendors, service providers, and contractors who perform services on our behalf, such as hosting, data analysis, payment processing, customer service, and marketing assistance.

4.3 Business Transfers

If we are involved in a merger, acquisition, financing, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.

4.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

4.5 With Your Consent

We may share your information with third parties when you have given us your consent to do so.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When determining how long to retain information, we consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use or disclosure, and the purposes for which we process the information.

6. Data Security

We implement appropriate technical and organizational measures to protect the security of your personal information. However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

  • Access: You may request access to your personal information.
  • Correction: You may request that we correct inaccurate or incomplete information.
  • Deletion: You may request that we delete your personal information.
  • Restriction: You may request that we restrict the processing of your information.
  • Data Portability: You may request a copy of your information in a structured, commonly used, and machine-readable format.
  • Objection: You may object to our processing of your information.

To exercise these rights, please contact us using the information provided in the "Contact Us" section below.

8. Children's Privacy

Our Service is not directed to children under the age of 16, and we do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete such information as soon as possible.

9. International Data Transfers

While our Service is hosted in the United Kingdom, your information may be transferred to, and maintained on, computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction.

If you are located outside of the United Kingdom and choose to provide information to us, please note that we transfer the information to the UK and process it there. The UK has been recognized by the European Commission as providing adequate protection for personal data.

For transfers from the UK to other countries, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the UK Information Commissioner's Office (ICO).

10. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

11. Cookie Policy

Our Service uses cookies and similar tracking technologies to track activity on our Service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

12. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

13. California Privacy Rights

If you are a California resident, you have specific rights regarding your personal information under the California Consumer Privacy Act (CCPA). For more information about your California privacy rights, please contact us using the information provided in the "Contact Us" section.

14. UK and European Economic Area (EEA) Users

As our Service is based in the UK, we comply with UK data protection laws, including the UK GDPR and the Data Protection Act 2018. If you are in the UK or EEA, you have certain rights and protections regarding the processing of your personal information:

  • We process your personal information either with your consent or as needed to provide you with the Service
  • You have the right to access, correct, or delete your personal data
  • You have the right to restrict or object to our processing of your data
  • You have the right to data portability
  • You have the right not to be subject to automated decision-making, including profiling, which produces legal or similarly significant effects

If you are in the UK, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk. If you are in the EEA, you have the right to lodge a complaint with your local data protection authority if you believe our processing of your personal information violates applicable law.

15. Data Protection Officer

As required by UK data protection laws, we have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions regarding this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our DPO using the details provided in the "Contact Us" section.