Policies

Terms & Conditions

These terms are a contract between Wendy Love Media (“we”, “us”, TraxStaff) and whoever uses TraxStaff: both the organisation that signs up and each person who signs in. Using the apps or the dashboard means you accept them.

1. This agreement

TraxStaff is sold to organisations, not to individuals. Where an organisation has agreed a separate written contract with us, that contract wins wherever the two disagree; these terms fill in everything it does not cover.

2. What TraxStaff is

TraxStaff records how long people spend working, against the projects and tasks their organisation has set up. It runs as a desktop app for Windows and Linux, a mobile app for Android and iOS, and a web dashboard. What each of those records is set out in the privacy policy below.

3. Accounts and workspaces

• Accounts are created by invitation from an organisation administrator. There is no public sign-up.
• You are responsible for what happens under your account. Keep your password and your devices secure, and tell us at info@traxstaff.com if you think someone else has access.
• Administrators can invite, disable and remove members, and can see the tracked time, screenshots and activity of the people in their organisation.
• We may suspend an account or a whole workspace where we have to: unpaid fees, a security problem, or a use of the service that breaks section 5.

4. If you are the employer

This is the part of these terms that matters most. If you are the organisation deploying TraxStaff, then in data-protection terms you decide what is recorded about your staff and why. We provide the tool and hold the data for you. That makes you responsible for:

• Telling your staff. Clearly, in advance, and in writing. The consent screen in our app is not a substitute for your own notice.
• Having a lawful reason. Monitoring staff is regulated in most countries. Whether you need consent, a legitimate-interests assessment, works-council agreement or something else is a question about your jurisdiction and your employment contracts, not about our software.
• Configuring it proportionately. Screenshot frequency, blurring and what gets tracked are settings you control. Choose the least intrusive configuration that meets your actual purpose.
• Answering your staff. Requests to see, correct or delete tracking data come to you first; see section 20.

You agree to indemnify us against claims brought by your staff arising from your failure to do the above. We cannot advise you on employment or data-protection law in your country; get your own advice before you roll TraxStaff out.

5. Acceptable use

You must not:

• Deploy TraxStaff covertly, or to anyone who has not been told they are being monitored.
• Install it on a device belonging to someone who is not a member of your organisation, or use it to monitor family members, partners or children.
• Tamper with the tracking data, the app, or the record of how time was captured, or attempt to defeat the tamper-evidence that makes those records worth anything.
• Reverse-engineer, resell or rebrand the service, or use it to build a competing product.
• Break the law with it, or use it to break into, overload or probe our systems or anybody else’s.

6. Availability and changes

We work to keep TraxStaff running, but we do not promise it will never be unavailable. We may change, add or withdraw features. If we withdraw something an organisation is materially relying on, we will give reasonable notice where we can.

7. Fees

Where fees apply, they are as agreed with your organisation. Fees are payable in advance and are non-refundable except where the law requires otherwise. We may change pricing with notice, effective from your next billing period.

8. Ownership

We own TraxStaff: the software, the brand and everything in it. You own your data: the time records, screenshots, project names and everything else your organisation puts in or generates. You grant us only the permission we need to host, process and show that data back to you, and to keep backups of it.

9. Ending the agreement

An organisation can stop using TraxStaff at any time. We can end the agreement for a material breach of these terms that is not put right within 30 days of us asking. On termination, access stops and your data is deleted on the schedule in section 18; export anything you need before you go.

10. Disclaimers and liability

TraxStaff is provided as-is. We do not warrant that the tracking data is complete or accurate enough for any particular purpose, including payroll, billing, discipline or dismissal decisions.

To the fullest extent the law allows, we are not liable for indirect or consequential loss, lost profits, lost data, or claims brought by your staff. Our total liability for any claim is capped at what your organisation paid us in the twelve months before it arose. Nothing here excludes liability that cannot legally be excluded, including for death or personal injury caused by negligence, or for fraud.

11. Governing law

These terms are governed by the laws of the Federal Republic of Nigeria, and its courts have exclusive jurisdiction over any dispute. If you are a consumer, this does not take away rights you have under the law of the country you live in.

Privacy Policy

TraxStaff is a monitoring tool, so this is the most important page on this site. It says what the apps record, what they refuse to record, and who can see the result.

12. Who is responsible for your data

If you use TraxStaff because your employer asked you to, then your employer decides what is recorded about you, and we hold it on their behalf. In GDPR terms they are the controller and we are the processor. Questions about why you are being monitored, or requests to delete your tracking history, go to your employer first; we cannot overrule them about their own organisation’s data.

For the marketing site, our newsletter and our support inbox, we are the controller and this policy applies to us directly.

13. What we record

Account information. Your name, email address, your role in the organisation, and a password hash. If you sign in with Google, there is no password at all.

While the desktop tracker is running, and only while it is running:

• Screenshots of all your monitors, at the frequency your organisation sets, blurred if your organisation turns blurring on.
• Activity level: how often the keyboard and mouse are used. Timing and intensity only.
• Apps and sites: the names of the applications you use and the domains of the sites you visit.
• Device: an identifier for the machine, so tracked time is attributed to the right one.
• Time records: when sessions started and stopped, against which project and task, and the integrity information used to detect whether a record was altered afterwards.

On mobile, only the time records. See section 14.

Technical information. Ordinary server logs (IP address, app version, timestamps), kept for security and debugging.

14. What we never record

• What you type. Keystrokes are never captured. We record that input happened, never its content. TraxStaff is not a keylogger.
• Full URLs. The domain of a site, never the page, the path or the query string.
• Anything after you stop. Capture ends the moment you stop the timer or quit the app. There is no background mode.
• Your phone’s screen, activity or location. The mobile apps take no screenshots, calculate no activity percentage and read no location. That is a product boundary, not a feature we have yet to build.
• Anything we sell. We do not sell personal data, and we do not use your tracking data for advertising or to train machine-learning models.

15. Sign in with Google

If you sign in with Google, Google tells us three things: your email address, your name, and an identifier for your Google account. We use them only to match you to the TraxStaff account your organisation already invited.

We ask for no other permission. We cannot read your Gmail, your contacts, your calendar or your files, and we never receive your Google password. Signing in with Google creates nothing on its own; if nobody has invited your address, there is no account for it to reach. You can revoke our access at any time from your Google account’s security settings and go back to using a password.

16. How we use it

• To run the service: showing your organisation the reports, screenshots and activity it configured.
• To send the emails the service depends on: invitations, password resets, and the digests your organisation switched on. Each member can turn the optional ones off.
• To keep the service secure, detect abuse, and debug faults.
• To meet our legal obligations.

17. Who else touches it

We use a small number of infrastructure providers to run TraxStaff. They process data on our instructions and cannot use it for their own purposes:

• Cockroach Labs: the database holding accounts, projects and time records.
• Cloudflare: object storage for screenshots.
• Render and Vercel:hosting for the API and the web dashboard.
• Our email provider: delivery of invitations, resets and digests.
• Google: only if you choose to sign in with Google.

Beyond those, we share data only where the law requires it, or where a business transfer means someone else takes over running the service, in which case this policy travels with it.

These providers run in data centres outside your country, so your data will cross borders. We rely on those providers’ standard contractual clauses and equivalent safeguards for the transfers.

18. How long we keep it

• Screenshots: for the retention period your organisation sets, then deleted. An administrator can delete any screenshot immediately.
• Time records and reports: for as long as your organisation’s account is open, since they are the record of work done.
• Account information: until the account is removed.
• Server logs: a short rolling window, then discarded.

When an organisation closes its account, we delete its data within 90 days, except anything we are legally required to keep. Backups age out on their own cycle shortly after.

19. Security

Traffic is encrypted in transit. Passwords are stored hashed, never in plain text. Sessions expire, and disabling an account revokes access at the next request rather than whenever its session happens to run out. Every ordinary page in the dashboard defaults every role, administrators included, to seeing only their own data; organisation-wide visibility is opt-in and confined to the admin pages that exist for it.

No system is perfectly secure. If you find a vulnerability, please tell us at info@traxstaff.com before telling anyone else.

20. Your rights

Depending on where you live, you may have the right to see the personal data held about you, correct it, delete it, object to how it is used, or receive a copy of it.

We answer within one month. You can also complain to your local data-protection authority.

21. Children

TraxStaff is a workplace tool and is not for anyone under 16. We do not knowingly collect data from children. If you believe a child’s data has reached us, tell us and we will delete it.

22. Changes to these policies

We update this page when the product changes. The date at the top says when it last changed. If a change materially affects what we record or how we use it, we will tell organisation administrators by email before it takes effect.

23. Contact

Questions about either document, or about the data we hold: info@traxstaff.com.