Privacy Policy
Effective Date: February 17, 2026
Last Updated: February 17, 2026
1. Introduction & Scope
This Privacy Policy describes how 8713251 Canada Inc., operating as NumaTrack ("we," "us," or "our"), collects, uses, discloses, and protects your personal information when you use our mobile application, web platform, and marketing website (collectively, the "Services").
NumaTrack is a workforce management platform that provides time tracking, scheduling, payroll, and human resources services to employers and their employees. This policy applies to all users of our Services, including company administrators, managers, and employees.
By using our Services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy, in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
2. Information We Collect
A. Personal Information You Provide Directly
We collect the following information when you create an account, complete your employee profile, or use our Services:
- Account information: Full name, email address, phone number
- Employee profile: Preferred name, date of birth, hire date, job title, department
- Government identifiers: Social Insurance Number (SIN) for payroll and tax processing
- Financial information: Bank account details (financial institution number, transit number, account number) and Pre-Authorized Debit (PAD) agreements for direct deposit payroll
- Tax information: Federal and provincial TD1 form data, including personal tax credit claim amounts
- Emergency contacts: Contact name, relationship, phone number, email address
- Employment address: Street address, city, province, postal code, country
- Profile photos: Images captured via your device camera or selected from your photo library
B. Information Collected Automatically
When you use our Services, we automatically collect:
- Device information: Device identifier (IDFV on iOS, Android ID on Android), operating system version, app version, platform type
- Location data: GPS coordinates and reverse-geocoded street address, collected only in the foreground when you explicitly perform a clock-in or clock-out action
- Timezone: IANA timezone name and UTC offset, transmitted with each API request to ensure accurate time tracking
- Session data: IP address, user agent string, session duration
- Push notification tokens: Expo Push Notification tokens for delivering notifications to your device
C. Information from Third Parties
We may receive information about you from third-party authentication providers:
- Google Sign-In: Name and email address associated with your Google account
- Apple Sign-In: Name and email address associated with your Apple ID
3. How We Use Your Information
We use the personal information we collect to:
- Provide workforce management services, including time and attendance tracking, employee scheduling, payroll processing, and paid time off management
- Process payroll and generate tax documents, including T4 slips and Records of Employment
- Verify clock-in and clock-out locations to support employer compliance and attendance policies
- Send transactional communications via email, SMS, and push notifications, such as shift reminders, schedule updates, and payroll notifications
- Authenticate your identity and secure your account through password-based login, one-time passcodes (OTP), Google Sign-In, or Apple Sign-In
- Monitor and resolve application errors through our error tracking service to maintain service reliability
- Process subscription payments for employer accounts
4. How We Share Your Information
We do not sell your personal information. We share your information only in the following circumstances:
Service Providers (Data Processors)
We use the following third-party service providers to operate our Services:
| Provider | Purpose | Data Shared |
|---|---|---|
| Nmbr | Payroll processing | Employee records, banking details, compensation data |
| Stripe | Subscription billing | Employer payment method (last 4 digits, card type) |
| Mailgun | Email delivery | Email address, notification content |
| Vonage | SMS and OTP delivery | Phone number, one-time passcode |
| Sentry | Error monitoring | Device information, user ID (personally identifiable information is disabled by default) |
| Authentication and Maps | Email address (OAuth), location queries (Google Maps API) | |
| Apple | Authentication | Email address, name (Apple Sign-In) |
| Laravel Cloud | Application hosting and file storage | Uploaded documents, profile photos, application data |
Each service provider is contractually obligated to use your data only for the purposes of providing their services to us.
With Your Employer
If you use NumaTrack as an employee, your personal information — including time records, schedules, availability, and profile data — is visible to authorized company administrators and managers within your organization, in accordance with their role-based access permissions.
Legal Requirements
We may disclose your personal information when required to do so by Canadian law, regulation, court order, or other legal process, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
5. Location Data
We understand that location data is sensitive. Here is how we handle it:
- Location data is collected only in the foreground when you explicitly tap the clock-in or clock-out button
- We do not perform background location tracking at any time
- We collect high-accuracy GPS coordinates along with a reverse-geocoded street address
- Location data is shared with your employer as part of your time tracking records to verify attendance
- You can deny location permission on your device at any time; however, your employer may require location verification for clock-in and clock-out, and this functionality may be restricted without location access
6. Data Security
We implement appropriate technical and organizational measures to protect your personal information:
- Encryption at rest: Sensitive data, including Social Insurance Numbers and bank account details, is encrypted at rest
- Secure device storage: Authentication tokens are stored using platform-native secure storage (iOS Keychain and Android Keystore)
- Encryption in transit: All data transmitted between your device and our servers is encrypted using HTTPS/TLS
- Log protection: Authorization headers and sensitive credentials are automatically stripped from error logs
- Access controls: Role-based access control ensures that users can only view data they are authorized to access
- Session management: Sessions are authenticated with configurable expiry to limit exposure
While we strive to protect your personal information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.
7. Data Retention
We retain your personal information for the following periods:
| Data Type | Retention Period | Reason |
|---|---|---|
| Payroll and tax records | 7 years | Canadian tax compliance (CRA requirements) |
| Employment records | 3 years after termination | Employment standards compliance |
| Activity and audit logs | 1 year | Automatically deleted after expiry |
| Authentication sessions | 120 minutes | Automatically expired |
| Temporary file URLs | 30 minutes | Automatically expired |
When personal information is no longer required for the purposes for which it was collected, or when the applicable retention period expires, we securely delete or anonymize the data.
8. Your Rights Under PIPEDA
As a user in Canada, you have the following rights under PIPEDA:
- Right of access: You may request a copy of the personal information we hold about you
- Right of correction: You may request that we correct any inaccurate or incomplete personal information
- Right to withdraw consent: You may withdraw your consent for non-essential data processing at any time, subject to legal or contractual restrictions
- Right to deletion: You may request the deletion of your account and associated personal data by emailing [email protected]
- Right to complain: If you are not satisfied with our response to your privacy concerns, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada
To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.
9. Cookies & Session Technologies
Our Services use the following session technologies:
- Essential session cookies: Used for authentication and maintaining your logged-in state. These cookies are HTTP-only and configured with SameSite: Lax for security.
- No advertising or tracking cookies: We do not use any advertising cookies, retargeting pixels, or similar tracking technologies.
- No third-party analytics cookies: We do not use Google Analytics or any other third-party analytics services that place cookies on your device.
10. Children's Privacy
NumaTrack is a business-to-business (B2B) workforce management platform. Our Services are not directed at and are not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have collected personal information from a person under 18, we will take steps to delete that information promptly.
11. Third-Party Links
Our Services may contain links to third-party websites, employer systems, or external services. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any third-party services you access through our platform.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by:
- Sending a notification to the email address associated with your account, or
- Displaying a prominent notice within the app
Your continued use of the Services after the effective date of a revised Privacy Policy constitutes your acceptance of the changes. We encourage you to review this policy periodically.
13. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Email: [email protected]
Mail:
8713251 Canada Inc.7191 Yonge St, Unit 509
Markham, ON L3T 0C4
Canada