This Privacy Policy describes how Track Your Hours, LLC (“Track Your Hours,” “we,” “us,” or “our”) collects, uses and discloses your (“customer”, “you”, or “your”) Personal Information (as defined below) when you access and use the services provided through trackyourhours.com, trackyourceus.com, and any other website, mobile application, or service that we operate and that links to this Privacy Policy (the “Services”). Before using the Services or providing Personal Information to us, please review this Privacy Policy carefully.

Track Your Hours is owned and operated by SimplePractice, LLC (“SimplePractice”, “we”, “us”, or “our”). Certain services provided by SimplePractice may have their own separate privacy policies that explain how we collect and use your Personal Information specifically for those services. If we provide or refer to a different privacy policy for a particular service, that policy will govern the collection and use of your Personal Information for that specific service, rather than this Privacy Policy.

This Privacy Policy is not a contract and does not create any legal rights or obligations.

1. Personal Information We Collect

“Personal Information” is information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with you or your household, such as your name, email address, IP address, telephone number, and broader categories of information such as your professional, educational or health information, commercial information and internet activity. Personal information does not include aggregated or de-identified information that is maintained in a form that is not reasonably capable of being associated with or linked to a person.

In the course of our business and while providing our Services to you, we may collect Personal Information directly from you and automatically through our use of cookies and other data collection technologies. We may also collect your Personal Information from third-party sources, such as our business partners, affiliates and social media platforms (if you interact with us through your social media account). We will treat Personal Information collected from third-party sources in accordance with this Privacy Policy. However, we are not responsible for the accuracy of information provided by third parties or for their policies or practices. 

When you register for and use our Services, we may collect your:

• Identifiers and contact information, such as your name, address, phone number, email address, account login credentials. We collect this information directly from you when you use our Services. We use this information to allow you to create an account and in order to provide our Services to you.
• Billing information, such as billing name and address, and credit card number. We collect this information directly from you so that we can process payments from you if you are on a paid account.
• Education and training information, such as your graduate school information, date your degree was awarded, associate registration number, supervisor name and license information, and site name, address, and phone number. We collect this information directly from you if you choose to enter it while building your account profile and to enable you to track your required hours to achieve licensure.
• Internet, device, and other electronic network activity information, such as your browser type, browser version, IP address, session information, certain information about your use of our Services such as the pages on our website that you visit, unique device identifiers and other diagnostic data. We collect this information through our cookies and other data collection technologies to conduct business analytics in order to improve our product functionality and Services offered to you. Please review the “Data Collection Technologies and Cookies” section below to learn more about our use of cookies and data collection technologies.
• Sensitive Personal Information, such as account login credentials, credit or debit card numbers, and driver’s license or subsequent form of identification. This information is collected directly from you when you create an account, so that we can provide Services to you, process payments from you if you are on a paid account, and verify your identity.

2. How We Use Personal Information

In addition to the purposes for collection described above, we collect and use your Personal Information for the following general purposes:

1. To establish and manage customer relationships and provide notifications to you;
2. To establish and maintain our relationship with you to fulfill our contractual obligations;
3. To understand and respond to your needs and preferences, including to contact and communicate with you regarding surveys, research and evaluations; you have the ability to opt-out of product research communications as described in the “Access and Choice” section of this Privacy Policy;
4. To develop, enhance, market, sell or otherwise provide our products and services; you have the ability to opt-out of our marketing and promotional communications as described in the “Access and Choice” section of this Privacy Policy;
5. To develop and manage our databases, business and operations;
6. To deliver advertisements to you, including advertisements that are tailored to your interests and online behaviors;
7. To detect and protect you, us, and other third parties against error, negligence, breach of contract, fraud, theft and other illegal activity, and to audit compliance with our policies and contractual obligations;
8. To engage in business transactions, such as providing products and services in collaboration with third parties we have established relationships with;
9. To comply with our legal, regulatory and risk management obligations, including establishing, exercising and/or defending legal claims;
10. Any other purpose with your consent.

3. How We Share and Disclose Personal Information

We may share your Personal Information in the following circumstances:

• To Service Providers: We may share your Personal Information with companies that provide services to us, such as for hosting, marketing and communication services, professional advising services, analytics services, and payment processing (“Service Providers”). Our policy is to authorize these Service Providers to use your Personal Information only as necessary to provide services for us, and we require that the appropriate contracts are in place to ensure they do not use or disclose your Personal Information for any other purpose. Below, we outline the types of Services Providers your Personal Information may be shared with and their processing activities:
  • Payment Processors: Processes payments and financial transactions
    • Processing activities: Facilitates transactions and handles the processing of payments, including credit card, debit card, and other forms of electronic payment
  • Cloud Service Providers: Provides cloud-based storage or computing services
    • Processing Activities: Stores, processes, or transfers Personal Information through cloud infrastructure for hosting and data management purposes
  • Analytics and Advertising Partners: Provides analytics tools or assists in advertising efforts
    • Processing Activities: Assists with the collection and analysis of user behavior data, preferences, and interaction patterns to optimize services and advertising
  • Marketing and Communication Platforms: Provides services used for marketing and email communication
    • Processing Activities: Assists with managing customer communication preferences, marketing campaigns, customer outreach, and customer relationship management
  • Customer Support Providers: Provides customer support services, including chat support, helpdesk services, or call center operations
    • Processing Activities: Addresses customer inquiries, troubleshoots customer issues, and provides support services
• To parties outside of SimplePractice:
  • We may share your Personal Information with our parent and affiliate companies in order for them to provide analytics across the entire corporate family and for other internal business purposes. 
  • From time to time, we may be required to provide Personal Information to a third party in order to comply with a subpoena, court order, government investigation, or similar legal process.
  • We may also share your Personal Information with third parties, such as law enforcement agencies, when we, in good faith, believe that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
  • To any other third party for whom you have given your consent for us to share your Personal Information.
• In a corporate transaction: If SimplePractice is involved in a corporate transaction, such as a bankruptcy, merger, acquisition, reorganization, or sale of all or a portion of its assets, we may share or transfer your Personal Information as part of that transaction.

4. Access and Choice

Marketing Opt-out Preferences: Occasionally, we may send marketing or promotional email communications to you with information that we think may be useful to you, including information about our Services or other third party products or services that we think may interest you. You can opt out of receiving marketing emails by using the unsubscribe link contained in the email. If you are a Track Your Hours customer, you can also opt out of receiving marketing emails by submitting a request to our support team through the contact form on this page. If you are a Track Your CEs customer, you can do the same on this page. We may still send you emails about your relationship with us and your transactions, including account information and alerts, purchase confirmations, and updates to our products, services and policies.

Product Research Opt-out Preferences: Occasionally, we may contact you regarding opportunities to participate in product research, surveys, or other product testing. We will give you clear and simple instructions, specific to the method of communication we use, on how to opt out of these research-related messages.

Account Deletion: Customers (excluding Track Your CEs) may cancel and delete their accounts at any time. Before canceling and deleting your account, please export your forms or any other applicable data using a private internet connection that is password protected. Track Your Hours is not responsible for any lost or stolen data resulting from a customer’s lack of diligence or failure to follow reasonable security protocols during or after the data export process. Please note, if you do not export your forms before deleting your account, there may be no way to retrieve the data.

If you are a customer using Track Your CEs, you can delete your account and the associated data by exercising your right to delete as described in the “Data Privacy Statement” Section of this Privacy Policy. 

5. Data Collection Technologies and Cookies

When you visit or interact with our Services, we and our third-party partners may automatically gather certain information from your device. This includes:

• Log Data, such as internet protocol (IP) address, operating system, device type and version, browser type and version, browser ID, the URL visited and the referring page or campaign, date and time of visit, other user agent string data, the time spent on our Services, and any errors that may occur during the visit to our Services. Log data may overlap with the other categories of data below.
• Analytics Data, such as the electronic path you take to our Services, through them, and how you leave. This also includes information like UTM source, time zone, activity information (such as first and last active date and time), usage history (such as emails opened, total log-ins), and the pages and links you view, click, or interact with.
• Location Data, such as general geographic location which can be inferred based on your IP address.

We and our third-party Service Providers may use (i) cookies or small data files that are sent to your browser from a web server and stored on your computer’s hard drive and (ii) other related technologies, such as web beacons, pixels, SDKs, embedded scripts, and data collection technologies (“cookies”) to automatically collect this information. We may use this information to monitor and analyze how you use and interact with our Services.

We use information gathered from these technologies so that we can analyze trends, administer the Services, and track users’ movements around the Services.

If you would prefer not to accept cookies, most browsers will allow you to change the setting of cookies by adjusting the settings on your browser to: (i) notify you when you receive a cookie, which lets you choose whether or not to accept it; (ii) disable existing cookies; or (iii) set your browser to automatically reject cookies.  Be aware that disabling cookies may negatively affect the functionality of this and many other websites that you visit.  Disabling cookies may also result in disabling certain functionalities and features of the Services.

Depending on your device and operating system, you may not be able to delete or block all cookies. In addition, if you want to reject cookies across all your browsers and devices, you will need to do so on each browser on each device you actively use. You may also set your email options to prevent the automatic downloading of images that may contain technologies that would provide us with information about your access to and engagement with the email and its contents.

Do Not Track: Please note that our Services are not presently configured to respond to “do not track” or “DNT” signals from web browsers or mobile devices. As such, we do not recognize or respond to Do Not Track requests. We do, however, recognize and respond to Global Privacy Control or “GPC” browser signals, which allow you to control your online privacy by communicating your personal tracking preferences to participating websites.

6. Retention and Security

We will retain your Personal Information for as long as you have an active account, as needed to provide you Services, and as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. If we anonymize your Personal Information (so that it can no longer be associated with you), we may use this information for any purpose indefinitely without further notice to you.

To help protect the confidentiality of your Personal Information, we employ administrative and technological safeguards appropriate to the sensitivity of your Personal Information. For instance, we operate secure data networks protected by industry standard firewall and password protection systems. However, because we cannot guarantee the security of the information you transmit to us online, we recommend that you use caution when transmitting sensitive Personal Information to us.

7. Data Privacy Statement

Residents of certain states have specific rights under their state’s privacy laws. The disclosures and privacy rights below apply to individual residents of the state of California, Colorado, Connecticut, Nevada, Utah, Virginia, Texas, Florida, and Oregon.

Personal Information Disclosures: In general, within the preceding 12 months:

• We have collected the categories of Personal Information listed in Section 1 above.
• We have collected these categories of Personal Information directly from you, when you use our Services, automatically through data collection technologies, and from third parties for the purposes described in Sections 1 and 2 above.
• We have disclosed the following categories of Personal Information for business purposes: financial and billing information; internet, device, and other electronic network activity information. Please see Section 3 above for additional information.
• We have not sold your Personal Information.

Data Privacy Rights: Customers who wish to exercise the rights listed below should send an email to privacy@simplepractice.com or fill out this form.

• The right to know. You have the right to request to know (i) the specific pieces of Personal Information we have about you; (ii) the categories of Personal Information we have collected about you in a designated time period; (iii) the categories of sources from which that Personal Information was collected; (iv) the categories of your Personal Information that we sold or disclosed in a designated time period; (v) the categories of third parties to whom your Personal Information was sold or disclosed in a designated time period; and (vi) the purpose for collecting and selling your Personal Information.
• The right to deletion. You have the right to request that we delete the Personal Information that we, including our third-party Service Providers, have collected or maintain about you. We may deny your request under certain circumstances, such as if we need to comply with our legal obligations or complete a transaction for which your Personal Information was collected. If we deny your request for deletion, we will let you know the reason why.
• The right to correct. You have the right to request correction of any inaccurate Personal Information we have about you. Customers of the Services can update or remove their Personal Information at any time by logging into the Service and editing your Personal Information within your account. You can view your updated profile to confirm that your edits have been made.
• The right to obtain a copy of Personal Information. You have the right to obtain a copy of the Personal Information we have collected or maintain about you. When you exercise your “right to know”, we will provide this information to you.
• The right to access and data portability. You have the right to easy and portable access to all pieces of Personal Information that we have collected or maintain about you in a transferable format. When you exercise your “right to know”, we will provide your information in this manner.
• The right to opt-in and opt-out of selling of your Personal Information. We do not sell your Personal Information.
• The right to opt-in and opt-out of sharing of your Personal Information for cross-contextual behavioral advertising, otherwise referred to as targeted advertising. We do not use your Personal Information for targeted advertising. We may use your Personal Information, however, to provide updates to you about our product and Services and other necessary communications in the course of providing our Services to you.
• The right to limit use and disclosure of sensitive personal information. You have the right to restrict the ways in which we use and disclose your sensitive personal information. We do not use, share, or disclose your sensitive personal information in any way, except as outlined in this privacy policy for the purposes of providing our Services to you. We do not exchange this information for cross-contextual behavioral advertising nor for any commercial or monetary purposes.
• The right to opt-out of profiling based upon personal data. You have the right to opt-out of any processing of personal data for the purposes of profiling for decisions that produce legal effects or similarly significant effects on you. We do not use your Personal Information for this purpose.
• The right to equal service. If you choose to exercise any of these rights, we will not discriminate or retaliate against you in any way. If you exercise certain rights, understand that you may be unable to use or access certain features of our Services.

We will take steps to verify your identity before processing your privacy rights requests. We will not fulfill your request unless you have provided sufficient information for us to verify you are the individual about whom we collected Personal Information. If you have an account and use our Services, we will use our existing authentication practices to verify your identity. If you do not have an account, we may request additional information about you to verify your identity. We will only use the Personal Information provided in the verification process to verify your identity or authority to make a request and to track and document request responses, unless you initially provided the information for another purpose.

You may use an authorized agent to submit a privacy rights request. When we verify your agent’s request, we may verify both your and your agent’s identity and request a signed document from you that authorizes your agent to make the request on your behalf. To protect your Personal Information, we reserve the right to deny a request from an agent that does not submit proof that they have been authorized by you to act on their behalf.

Appealing Privacy Rights Decisions: You may appeal a decision we have made in connection with your privacy rights request. All appeal requests should be submitted by emailing us at privacy@simplepractice.com with the subject line “Privacy Request Appeal.”

Shine the Light: Our California customers are also entitled to request and obtain from SimplePractice once per calendar year information about any of your Personal Information shared with third parties for their own direct marketing purposes, including the categories of Personal Information and the names and addresses of those businesses with which we have shared such Personal Information. However, we do not share your information with third parties for their own direct marketing purposes.

8. Additional Information

Information for Visitors from Outside of the United States: We are committed to complying with this Privacy Policy and the data protection laws that apply to our collection and use of your Personal Information. We are located in the United States, where the laws may be different and, in some cases, less protective than the laws of other countries. By providing us with your Personal Information and using the Services, you acknowledge that your Personal Information will be transferred to and processed in the United States and other countries where we and our Service Providers operate.

Links to Other Sites: The Services may contain links to other sites that are not owned or controlled by Track Your Hours. Please be aware that we are not responsible for the privacy practices of other sites. We encourage you to be aware when you leave our site and to read the privacy statements of each and every website that collects Personal Information. This Privacy Policy applies only to information collected or stored in or by our Services.

Children’s Privacy: Our Services are not directed towards, nor do we knowingly collect any Personal Information from children under 13. If we learn that we have received any Personal Information directly from a child under the age of 13 without first receiving the child’s parent’s verified consent, we will use that Personal Information only to respond directly to that child (or the parent or legal guardian) to inform the child that he or she cannot use the Services. We will then subsequently delete that child’s Personal Information. If you believe that a child under 13 may have provided us with Personal Information, please contact us at privacy@simplepractice.com.

Changes to This Policy: We may update this Privacy Policy to reflect changes to our information practices. If we make any material changes, we will notify you by email (sent to the email address specified in your account) or by notice through our Services prior to or upon the change becoming effective. We encourage you to review this page periodically for the latest information on our privacy practices.

9. Contact Us

Any questions not related to exercising your rights under the aforementioned privacy laws should be submitted via our contact form.