How CivFlo Time handles your information

Who we are

CivFlo Time is run by CivFlo Pty Ltd (ACN 703 260 440). The company you work for uses it to record hours. You can reach us at hello@civflo.com.au.

Where your information comes from

Your office gives us your name, your email and your division. Everything else comes from you, from your phone, or from people at your company who supervise or approve your work.

What we collect

• Your name, email and division, and anything else your company keeps about you in CivFlo, such as your phone number, employee number, job classification and any hourly rate. The app doesn't show those.
• The days you work: start, finish, breaks, the jobs you worked on, any time that isn't on a job, and any note you add.
• Any day you've started but not sent. A draft is private to you, and we delete it once the day you send arrives.
• When you clock on, clock off, take a break or change jobs, if your company uses clocking. We keep the time on your phone and the time we received it.
• What your supervisor records about your day, including days they enter for you.
• Which days you're expected to send your hours, and any dates your office marks you as away, with the reason it gives.
• When your hours are exported in a report: who exported them, when and for which dates. The report itself isn't kept.
• The emails we send you about your hours (a day that hasn't arrived, or something your office asked or changed): when each was sent and whether it got through, kept 120 days. Not what they said.
• Approvals, questions, replies, corrections and any challenge you raise, which cost code your hours go to, and each change to a day, including who made it.
• The invitation your office sent, which phones you've set up, when they were last used, and your sign-in history.
• Whether you're the same person as someone with an office login at your company.

What we don't collect

We don't record where you are. We don't receive your Face ID, fingerprint or phone PIN, which stay on your phone.

Why we collect it

To record the hours you work, let your company check and approve them, work out what each job cost, and keep the records your company must keep. We also use it to keep your account secure and to run and fix the service. We don't use it for advertising and we don't sell it.

If you don't give it to us

We need your email to set you up. If you can't or don't want to use the app, talk to your office. Your supervisor can record your time instead, and you'll get a statement of your hours.

Why the law matters here

Your employer must keep records of your hours under the Fair Work Act 2009 (Cth).

Who can see it

• You can see your own records. Other workers can't.
• Your supervisor and the people who approve your job can see your hours, and the times you clocked on and off. They're told phone times can't be verified.
• If your company uses site clocks, people your company allows can see who is clocked on to a job they can open, when they started, and whether they're working or on a break. Nobody can see where you are.
• Payroll and finance staff at your company can see what they need for your hours.
• CivFlo staff can reach the system to run and repair it. Our support view sees what your company's office sees, read-only, including site clocks, and can't change anything.

Who else handles it

We use service providers to host the system, send email and report faults. The system and database are in Sydney. Your name, email and company name pass through our email provider, which may process them outside Australia.

How long we keep it

Your time records are kept for seven years, because that's how long work records must be kept. Your sign-in history is kept for seven years. Leaving your company doesn't delete them.

What stays on your phone

The app keeps your recent days, unsent entries and job names on your phone so it works without signal. If your phone is removed from your account, the app stops syncing, but we can't wipe what's already on it. If two people share a phone, each may be able to see the other's unsent entries, so we allow two at most.

Seeing or fixing your information

You can see your hours and your phones in the app. To ask for a copy, to correct something, or to raise a privacy concern, talk to your office or email us at hello@civflo.com.au. We'll reply within 30 days. If you're not happy with the answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Changes

If we change this notice, the app will show you the new one.

Version draft-2026-11-05b

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