Privacy Policy

Last updated: 23 September 2026

This Privacy Policy explains how ClientTime ("we", "us", "our") collects, uses, shares, and protects your information when you use the ClientTime Business app, the ClientTime Client app, and our website (together, the "Service"). ClientTime is operated by ClientTime (ABN 69 869 718 168). You can contact us about privacy by email — see "Contact us" below.

ClientTime is a scheduling, attendance, and payments tool for service businesses (such as tutors, coaches, and instructors) and their clients. Business users manage their own clients; client users see their own sessions and balances. This policy covers both.

1. Information we collect

Information you provide

  • Account & identity: your name, email address, and password, handled by our authentication provider. Optionally a phone number and profile photo.

  • Business details (business users): business name, service type, contact details, business logo, booking policies, and — where you choose to enter them — bank account details for displaying payment instructions to clients.

  • Client & session details: clients, bookings, attendance, session history, prices, balances, and notes you enter.

  • Information about people you add: business users add clients, and a parent/guardian may add a child to a household. That means you may provide information about other people; you are responsible for having the right to share it.

Payment information

Card payments between clients and businesses are processed by our payment provider (Stripe). We do not receive or store full card numbers — those are handled directly by the payment provider. We store records of transactions (amount, status, date, and description) to show balances and history.

Information collected automatically

  • Usage & device data: basic app/device information and log data used to operate, secure, and troubleshoot the Service.

  • Notifications: a push notification token for your device, if you enable notifications.

2. How we use your information

  • Provide and operate the Service — scheduling, attendance, balances, and payments.

  • Send reminders and notifications you've enabled (e.g. upcoming sessions, payment reminders).

  • Process payments and keep transaction records.

  • Provide support, secure the Service, prevent fraud, and meet legal obligations.

  • Improve reliability and features.

We do not sell your personal information.

3. How we share information

We share information only as needed to run the Service, with service providers who process data on our behalf:

  • Authentication provider (Clerk): sign-in and account security.

  • Payments (Stripe): processing card payments between clients and businesses.

  • Cloud hosting & file storage: running the Service and storing uploads (e.g. photos, logos).

  • Push notifications (Expo): delivering notifications you enable.

  • SMS provider (Twilio) — optional: only if a business connects it to text its own clients.

  • Calendar sync (Google) — optional: only if you connect calendar syncing.

  • Bank feed (Basiq) — optional: only if a business connects a bank feed for reconciliation.

Between users of the Service: a business user can see the details of their own clients and sessions, and a client can see the businesses they are connected to. In a household, a parent/guardian can see the sessions and balances of the children in that household. We may also disclose information if required by law or to protect rights and safety.

4. Children's information

ClientTime is intended for use by adults. It is not directed to children, and children do not create their own accounts. Where a household or family feature is used, a parent, guardian, or business enters information about a child and is responsible for that information. We handle any such information in line with this policy. If you believe a child's information has been provided without proper authority, contact us and we will remove it.

5. How we protect your information

Data is transmitted over encrypted connections (HTTPS/TLS), and particularly sensitive fields (such as bank details and third-party access tokens) are encrypted at rest. Access is restricted to what is needed to run the Service. No method of transmission or storage is completely secure, but we take reasonable steps to protect your information.

6. How long we keep it

We keep your information for as long as your account is active or as needed to provide the Service. When you delete your account (see below), we remove your personal profile information. Note that a business keeps its own records of past sessions and payments for its accounting and legal obligations; where a client deletes their account, those historical records are retained by the business but are de-identified (contact details removed) so they are no longer linked to you.

7. Your rights and choices

  • Access & export: you can request a copy of your data from within the app ("Email me a copy of my data").

  • Delete your account: you can permanently delete your account and sign-in from within the app (Profile / Settings → Delete account). This deletes your login and personal profile information, subject to the record-retention note above.

  • Correction: you can update your profile details in the app, or contact us.

  • Notifications: you can turn notifications on or off on your device.

Depending on where you live (for example, Australia, the UK/EU, or California), you may have additional rights — such as to access, correct, delete, or restrict processing of your personal information, and to lodge a complaint with your local data protection authority. To exercise any right, contact us using the details below.

8. International transfers

We and our service providers may process and store information in countries other than your own, including the United States. Where we transfer information, we take steps to ensure it remains protected consistent with this policy and applicable law.

9. Changes to this policy

We may update this policy from time to time. When we do, we'll change the "Last updated" date above, and, where appropriate, notify you in the app. Continued use of the Service after an update means you accept the revised policy.

10. Contact us

Questions or requests about your privacy? Contact us at support@clienttime.app.