Privacy Notice

This Privacy Notice explains how Zoiko Tech Inc. collects, uses, discloses, retains, protects, and otherwise processes personal information in connection with ZoikoTime.

ZoikoTime is a workforce assurance and performance intelligence platform. Depending on deployment configuration, it may process information relating to employees, contractors, and other workers. This notice is intended for visitors, prospects, customers, administrators, authorized users, and workers.

1. Purpose and Scope

This Privacy Notice describes how Zoiko Tech Inc. collects, uses, discloses, retains, protects, and otherwise processes personal information in connection with ZoikoTime, including the ZoikoTime websites, applications, platform, APIs, support channels, marketing activities, and related services.

ZoikoTime is a workforce assurance and performance intelligence platform. Depending on how a customer configures and deploys the platform, ZoikoTime may process information relating to employees, contractors, and other workers. This Privacy Notice is intended to explain ZoikoTime privacy practices at a platform and website level.

Where Zoiko Tech Inc. processes personal information on behalf of a customer organization, the customer is generally the controller or business responsible for that processing. The Data Processing Addendum governs that relationship. This Notice covers Zoiko Tech Inc.'s independent controller activities.

2. Who We Are and How to Contact Us

ZoikoTime is a platform provided by Zoiko Tech Inc. US Headquarters: 1401 21st Street, Suite R, Sacramento, CA 95811, USA. European Headquarters: 67-69 Great Portland Street, 5th Floor, London W1W 5PF, UK. Email: sales@zoikotime.com.

Privacy inquiries, data protection requests, or questions about this Privacy Notice may be submitted using the contact details above. Where a request relates to workforce data controlled by a ZoikoTime Customer, the request should generally be directed to the Customer organization.

3. Roles: Controller, Processor, Business, Service Provider, and Third Party

ZoikoTime may act in different legal roles depending on the context of processing. As an independent controller or business, Zoiko Tech Inc. determines the purposes and means of processing for its own website, marketing, account management, support, billing, security, and compliance activities.

As a processor, service provider, or data processor on behalf of customers, Zoiko Tech Inc. processes Customer Data only in accordance with customer instructions and the Data Processing Addendum. In this role, customer organizations are generally the controller or business, and workers must exercise their rights primarily with their employer or engaging organization.

This role distinction matters because some privacy rights must be exercised directly with the customer that controls the data, while other requests may be handled directly by ZoikoTime.

4. Personal Information We Collect

The personal information collected by ZoikoTime depends on the relationship, configuration, device, jurisdiction, and services used. Categories include:

Identity and contact data: names, email addresses, phone numbers, job titles, company names
Account and authentication data: usernames, credentials, authentication events, access logs
Transaction and billing data: payment method details, billing address, subscription history, invoices
Usage and technical data: IP addresses, browser/device information, session logs, feature usage
Communications data: support interactions, email correspondence, chat history
Worker and workforce data: time records, activity signals, work-state classifications, screenshots where enabled (see Section 5)
Marketing data: engagement data, preference signals, communication responses

We do not intentionally collect more personal information than is reasonably necessary for the purposes described in this Notice.

5. Workforce, Monitoring, and Platform Data

Because ZoikoTime supports workforce assurance and time verification, the platform may process work-related data that can be sensitive in an employment context. This is governed primarily by the customer organization's deployment configuration and the Data Processing Addendum.

Depending on customer configuration, workforce and monitoring-related data may include: time activity records, idle time events, application and website context, screenshots (where enabled with appropriate notices), task and project metadata, work-state classifications, AI-assisted insights, anomaly flags, confidence scores, policy events, payroll support data, and audit records.

ZoikoTime is not designed to replace customer obligations under employment law, labor law, workplace monitoring rules, works council requirements, collective bargaining arrangements, or employee consultation duties. Those obligations remain with the deploying organization.

7. Purposes for Processing

Zoiko Tech Inc. processes personal information for the following purposes, subject to applicable lawful basis:

Providing, operating, maintaining, securing, and improving the ZoikoTime platform
Creating and managing customer accounts, subscriptions, and billing
Delivering customer support, professional services, and onboarding
Detecting and preventing abuse, fraud, security incidents, and misuse
Complying with legal, regulatory, accounting, tax, and contractual obligations
Communicating with customers, administrators, and users about the Services
Conducting analytics and product improvement using aggregated or de-identified data
Marketing ZoikoTime products and services where permitted

9. Artificial Intelligence, Automated Insights, and Human Review

ZoikoTime may use rules-based systems, statistical methods, machine learning, or AI to support workforce assurance, anomaly detection, operational reporting, and time verification. Where AI or automated insights are enabled by customer configuration, they are designed as decision-support tools for human review — not as autonomous decision-makers.

ZoikoTime's AI and automated insights are designed around explainability, auditability, proportionality, and customer governance. Customers remain responsible for notices, consultations, impact assessments, lawful basis, and decisions based on AI outputs. ZoikoTime does not use identifiable Customer Data to train general AI models for other customers.

13. International Transfers

ZoikoTime operates from the United States and may use personnel, infrastructure, affiliates, and service providers in the United States, United Kingdom, European Economic Area, and other jurisdictions. Personal information may be transferred internationally where necessary to provide the Services.

Where required, ZoikoTime uses appropriate transfer safeguards including the European Commission Standard Contractual Clauses, the UK International Data Transfer Addendum, the UK International Data Transfer Agreement, adequacy decisions, or other lawful mechanisms. Customers should review the Data Processing Addendum for transfer mechanisms applicable to Customer Data.

14. Data Retention

ZoikoTime retains personal information only as long as necessary for the purposes described in this Notice, applicable contractual commitments, legal obligations, dispute resolution, accounting, security, and legitimate business needs. Detailed retention schedules for Customer Data are governed by the Data Retention, Deletion and Legal Hold Policy and customer configuration.

When personal information is no longer required, ZoikoTime uses controlled deletion, anonymization, or archiving procedures consistent with its Security Measures Schedule and legal obligations.

16. Your Privacy Rights

Depending on your location and applicable law, you may have rights regarding your personal information. These may include:

Right of access: to obtain a copy of your personal information we hold
Right to rectification: to correct inaccurate or incomplete personal information
Right to erasure: to request deletion where no longer lawfully required
Right to restriction: to limit processing in certain circumstances
Right to portability: to receive your personal information in a structured, machine-readable format
Right to object: to processing based on legitimate interests or for direct marketing
Rights related to automated decision-making: to not be subject to solely automated decisions with legal effects

To exercise your rights, please contact ZoikoTime using the details in Section 25. For workforce data controlled by a Customer organization, please contact that organization directly.

17. U.S. State Privacy Notice

This section applies to residents of California, Colorado, Connecticut, Virginia, Utah, and other states with applicable privacy laws, to the extent Zoiko Tech Inc. acts as a business or controller with respect to your personal information.

We do not sell personal information as that term is commonly understood. We do not use or disclose sensitive personal information for purposes beyond those necessary to provide the Services or as permitted by applicable law. You may have rights to know, delete, correct, opt out of certain disclosures, and in some states, appeal our decisions. We will not discriminate against you for exercising your privacy rights.

19. UK, EEA, and Swiss Privacy Rights

For individuals in the United Kingdom, European Economic Area, or Switzerland, we rely on the following legal bases for processing: contractual necessity, legitimate interests, legal obligation, and in some contexts, consent. You have rights under the UK GDPR, EU GDPR, and applicable local data protection law.

Where Zoiko Tech Inc. acts as a processor for Customer Data, the applicable rights must be exercised primarily with the Customer organization. Where Zoiko Tech Inc. acts as an independent controller, requests may be submitted directly to ZoikoTime. We aim to respond to verifiable requests within the timeframes required by applicable law.

24. Changes to this Privacy Notice

ZoikoTime may update this Privacy Notice to reflect changes in the platform, law, security practices, or business operations. Material changes will be communicated through website notice, in-app notification, or email where required. Continued use after the effective date of an updated Notice constitutes acceptance.

Contact ZoikoTime

For questions about this document or your legal rights:

1401 21st Street, Suite R, Sacramento, CA 95811, USA

European HQ: 67-69 Great Portland Street, 5th Floor, London W1W 5PF, UK