Privacy Policy

DRAFT: not in effect and not legal advice. Written from how the Burkindy Timecard app actually works, for review by a Minnesota attorney before it is published. Text in [brackets] needs a decision or a fact. Effective date: [set when published].

Who we are and what this covers

Burkindy Cleaning LLC ("Burkindy Cleaning," "we," "us") provides professional residential, commercial, and janitorial cleaning services across Minnesota. This policy explains what information we collect through the Burkindy Timecard app and our website, and how we use it.

The Burkindy Timecard app (app.burkindycleaning.com): the punch clock, timesheets, and manager tools. It is a workplace tool for our employees and managers, not a public service. [Confirm whether independent contractors also use it.]
Our website (www.burkindycleaning.com): public pages anyone can visit.

Most of this policy is about the app. The "Website visitors" part applies to everyone.

Information we collect

We collect only what the app needs to record work time and run payroll.

Account details: name, phone number (used to sign in), email, home address, role, job title, and start and end dates. Your password is stored only as a one-way hash; no one, including us, can read it.
Emergency contacts you or your manager add: their name, relationship to you, and contact details.
Work records: scheduled shifts, punch-in and punch-out times, the worksite, notes you add, timesheet hours and overtime, approvals and rejections with the reasons given, and change requests with their reasons.
Location when you punch: see "Location" below.
Your phone: when you sign in to the punch clock, we record a name for the phone (for example "James's phone") and when it was last used. The phone keeps a sign-in code; we store only a scrambled (hashed) copy of it.
Sign-in and activity records: successful and failed sign-ins (including the phone number typed), sign-outs, password changes, and manager actions such as editing a person's details or approving hours. Each record has the date, time, and the network (IP) address it came from.
Website visitors: when a page loads, our servers receive standard technical information: IP address, browser type, and the page requested. The website does not ask for personal information today. [Update when contact or quote-request forms are added.]

How we use information

We use it to run time keeping and payroll, and for nothing unrelated to your work with us.

Record when and where work happens, and calculate hours and overtime.
Let managers review, approve, and correct timesheets, and send hours to payroll.
Check punches against schedules and worksites where your position requires it.
Plan shifts and contact your emergency contacts in an emergency.
Keep accounts secure: limit repeated sign-in attempts, detect misuse, and investigate problems.
Help you when something goes wrong, and keep the records Minnesota and federal wage laws require.

We do not use your information for advertising. The punch clock refuses a punch automatically when a required rule isn't met (for example, being too far from the worksite). Every refused punch is saved, and you can ask your manager to correct your hours through a change request.

Location

We record your location only at the moment you punch in or out, never in the background.

When: while the punch clock page is open, the app asks your phone for your location to show how far you are from the worksite. It is saved only with a punch, including a punch the app refuses.
What is saved: the coordinates, how accurate your phone says they are, the distance from the worksite, and a street address looked up from the coordinates.
What we don't do: we don't track you between punches, after you close the page, or outside work.
Your choice: your phone asks your permission first, and you can turn it off in your phone's settings. If your position requires location to punch, the punch clock can't accept punches without it; talk to your manager about alternatives.
Who sees it: managers and admins, on timesheets and on the punch map.

We do not sell or rent personal information, and we never share it for advertising.

Inside Burkindy Cleaning, managers and admins see what they need to run schedules and payroll. Employees see only their own hours and requests.

Outside the company, we share only with:

Service providers that run the app for us, under our instructions:
- Our hosting provider [name], which stores the app's data.
- Google (Geocoding API), which receives punch coordinates and returns a street address.
- [OpenStreetMap or a map provider], whose map images your browser loads directly, so it sees your IP address.
- [Sentry, if error monitoring is turned on], set up not to receive personal information.
- [Off-site backup storage provider].
- Dounia.net, which developed the app [and provides technical support: confirm].
Our payroll provider [name], which receives hours to pay you.
Authorities and others when the law requires it, such as a court order or a wage claim, or to protect someone's safety or our legal rights.
A buyer or successor if Burkindy Cleaning is sold or merged, under the same protections.

Cookies and browser storage

The app uses only what it needs to work: no advertising or tracking cookies.

Name	What it does	How long
`sessionid` cookie	Keeps a manager signed in	14 days, or until you sign out
`csrftoken` cookie	Protects against forged requests from other sites	1 year
Punch clock sign-in (browser storage)	Remembers which person is signed in on this phone	Until "Not you?" sign-out, or until you clear the browser's data

[Update this table if analytics are added to the website.]

How long we keep information

We keep time records at least as long as wage laws require, and other information only as long as it's needed.

Information	How long
Punches (with location), timesheets, schedules, change requests	At least 3 years, as payroll records [confirm the period], then [deleted or anonymized]
Account details and emergency contacts	While you work with us, then [period]
Sign-in and activity records	[Period, for example 3 years]
Expired sign-in sessions	Removed daily
Database backups	14 days, rolling [plus off-site copies: period]

Today the app deletes only expired sessions and old backups automatically. [Decide whether to add automatic deletion for the other rows.]

Security

We protect your information with standard safeguards, though no system is perfectly secure.

Every connection is encrypted (HTTPS only).
Passwords and phone sign-in codes are stored only as one-way hashes.
People see only what their role allows; employees see only their own records.
Repeated sign-in attempts are limited, and sign-ins and manager actions are recorded.
The database is backed up nightly.

If a breach affects your personal information, we will notify you as Minnesota law requires.

Your choices and rights

You can see your own records, ask us to fix them, and ask what we hold about you.

See your hours: open "My hours" in the punch clock.
Fix your hours: send a change request from "My hours"; your manager reviews it.
Correct other details: ask your manager or an admin.
Location: control it in your phone's settings (this may affect punching if your position requires location).
A lost or shared phone: tap "Not you?" on that phone, or ask your manager to sign it out.
A copy, or deletion: contact us (below). We may need to keep records that wage laws require.

[Add any rights that apply under Minnesota law once the attorney confirms which ones do.]

Children, changes, and contact

The website is not directed to children under 13, and we don't knowingly collect their information. [Confirm the minimum age of employees who use the app.]

When we change this policy, we will post the new version here with a new effective date, and tell app users about important changes [in the app or by email].

Questions or requests about your information:

Burkindy Cleaning LLC
44 28th Ave N, Suite W-1, Saint Cloud, MN 56303
Phone: 320-292-0060
Email: burkindy@burkindycleaning.com
Website: www.burkindycleaning.com