Privacy Policy

Nested Technology Group Pty Ltd (ABN 54 698 422 552), the company behind NestedClock ("we", "us"), operates the NestedClock time and attendance platform. We are an Australian company and comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

2.1 Account Information

• Name, email address, business name (provided during signup)
• Authentication credentials (passwords are securely hashed — never stored in plain text)

2.2 Staff Information

• Staff names, internal login emails, 4-digit PINs (hashed)
• Shop assignments and roles
• This data is entered by the account admin, not collected directly from staff

2.3 Time and Attendance Data

• Clock in/out timestamps, break records, shift durations
• Roster schedules and time adjustments
• Staff messages and time adjustment requests

2.4 Photo Verification

• Photos captured during clock in/out (when enabled by admin)
• Stored securely with automatic expiry (14 days)
• Only accessible to the business admin

2.5 GPS Location

• GPS coordinates captured during clock events (when enabled by admin)
• Only collected with the admin's explicit opt-in per shop
• Staff are informed via the kiosk interface when GPS is active

2.6 Payment Information

• Processed entirely by Stripe — we never see or store full card numbers
• We store only: Stripe customer ID, subscription ID, and plan type

2.7 Technical Data

• Browser type, IP address, device information (standard web logs)
• Used for security, debugging, and service improvement

The NestedClock mobile apps for iOS and Android handle your information the same way as the web app, with the same Australian hosting and protections described in this policy. The apps may request the following device permissions, which you can grant or revoke at any time in your device settings:

• Camera — only when you take a clock-in/out photo (photo verification). We do not access your camera in the background.
• Location / GPS — to attach a location stamp to a clock event when your business has location capture enabled. Location is captured at the moment of clocking, not continuously tracked.
• Notifications — to send push alerts (e.g. published rosters, approved leave, new payslips, swap requests and messages). We store a device push token to deliver these; you can turn notifications off in settings.
• Photo library / files — only if you choose to attach a photo (e.g. to a mileage claim).

Declining a permission simply disables the related feature; the rest of the app keeps working. The app stores (Apple and Google) may also collect their own data when you download or use the app, governed by their respective privacy policies. We do not sell your personal information, and we do not use the camera, microphone or location for advertising.

• Provide and operate the time tracking service
• Process payments and manage subscriptions
• Send transactional emails (roster emails, verification, password resets)
• Detect and prevent fraud or abuse
• Improve the Service and fix bugs
• Comply with legal obligations

We do not use your data for advertising, profiling, or selling to third parties.

Business plan AI features (AI Admin Assistant and Agentic AI) process your business data to generate responses. Here is exactly what happens:

What data the AI accesses:

• Staff names, roles, and shop assignments
• Clock in/out times, break records, and shift durations
• Roster schedules and leave records
• Staff availability and messages
• Pay rates and calculated hours (for pay estimate questions)

How AI data is processed:

• All AI processing occurs on Australian infrastructure — your data never leaves Australia
• Your data is sent to the AI model only for the duration of generating a response — it is not stored by the AI provider
• Your data is not used to train AI models — the AI provider's terms explicitly prohibit using customer data for model training
• AI queries are scoped to your tenant only — the AI cannot access any other business's data

AI audit logging:

• AI queries and responses are logged for audit and debugging purposes
• Agentic AI actions (shift creation) are logged with full details including who requested the action and what was confirmed
• AI audit logs are retained for 90 days, then automatically deleted

You can disable AI features for your account by emailing support@nestedclock.com.au.

• Location: All data is stored in Australia (Sydney)
• Encryption: 256-bit TLS encryption on all connections; data encrypted at rest
• Authentication: Enterprise-grade identity service with secure password hashing
• Access control: Tenant isolation — each business's data is stored in a separate database table
• Infrastructure: AWS managed services with automatic patching and security updates
• Reporting a concern: To report a security vulnerability or a suspected data breach, email security@nestedclock.com.au. Where a breach is likely to result in serious harm, we will notify affected users and the OAIC as required by the Notifiable Data Breaches scheme.

While subscribed: All time and wages records are retained for the duration of your subscription with no automatic deletion, regardless of plan.

After cancellation: Your data is retained for 7 years from the date of cancellation, in compliance with the Australian Fair Work Act (which requires employers to keep time and wages records for 7 years). After the 7-year retention period, time entry records are automatically deleted.

Configuration data (staff profiles, shops, pay rates, rosters) is retained indefinitely and is available if you reactivate your account.

Cancellation vs deletion. Cancelling your subscription is not the same as deleting your account. When you cancel, your data is kept as described above (7 years for time and wages records) and you revert to the Free plan. When the account owner deletes the account, we permanently erase all of your business's data instead of keeping it.

Account deletion. Deletion can only be started by the account owner and begins a 14-day grace period, during which it can be cancelled. After the grace period, we permanently erase your account and all associated data — including staff and manager logins, time entries, rosters, pay data, photos, messages, leave and mileage records — and we complete this erasure or de-identification within 30 days, except for the limited records we are required or permitted to retain for legal compliance, dispute resolution, fraud prevention, security, or accounting purposes.

Your records remain your responsibility. As an employer, the obligation to keep time and wages records for 7 years under the Fair Work Act 2009 (Cth) is yours and continues after deletion. Because deletion permanently removes these records from NestedClock, you should export and securely keep your own copy before deleting. See our Delete Account page.

Under Australian Privacy Principles, you have the right to:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Delete your account and all associated data yourself (account owner, from Settings → Account, with a 14-day grace period), or request deletion by email
• Export: Export your data in a standard format
• Complaint: Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

To exercise these rights, email privacy@nestedclock.com.au.

We use essential cookies and local storage for authentication and session management. We do not use advertising cookies or cross-site tracking. To understand how our public website is used, we may use a privacy-friendly analytics service that measures aggregate usage without tracking cookies.

NestedClock is a business tool and is not intended for use by individuals under 18. We do not knowingly collect data from children.

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service at least 14 days before they take effect.

• Privacy enquiries: privacy@nestedclock.com.au
• General support: support@nestedclock.com.au