Privacy Policy

Effective date: April 16, 2026

This Privacy Policy explains how FreelanceTracker.ai ("FreelanceTracker.ai", "we", "our", or "us") collects, uses, discloses, and otherwise processes personal information in connection with our website, applications, APIs, support interactions, and related services (collectively, the "Services").

Because FreelanceTracker.ai is a work-tracking and operations platform, different privacy roles can apply depending on how the Services are used. In some situations we decide why and how personal information is processed. In other situations, especially when a customer uses the Services to manage its own workers, freelancers, contractors, or clients, we process information on that customer's behalf and under its instructions.

1. Scope and roles

This Privacy Policy applies to personal information processed through the FreelanceTracker.ai marketing website, product pages, support interactions, account administration, billing relationships, and the service environment itself.

For the website, direct account relationship, billing, and support operations, FreelanceTracker.ai generally acts as the controller or business that decides the purposes and means of processing.

For customer workspace content, including tracked time, screenshots, activity metadata, project records, or employee and contractor records uploaded or configured by a customer, FreelanceTracker.ai generally acts as a processor or service provider and processes that information on the customer's documented instructions.

2. Information we collect

We may collect the following categories of personal information, depending on how you interact with the Services and how a workspace is configured.

2.1 Information you provide directly

• Name, work email address, username, password or authentication credentials, and account preferences.
• Company name, team name, role, billing contact information, and tax or invoice details where applicable.
• Support requests, onboarding requests, emails you send to us, and any information you choose to include in those communications.
• Content that you enter into the Services, including time-entry notes, project names, task names, approval notes, comments, expense details, or invoice-related information.

2.2 Workspace and service data

• Time entries, start and stop events, manual timesheet edits, project and task selections, notes, approvals, audit events, schedules, attendance records, and time-off records.
• Client, project, budget, bill-rate, pay-rate, invoice, expense, payout, or payroll-related records that a customer creates or enables in the Services.
• Role assignments, permissions, organizational settings, and workspace administration records.

2.3 Device, log, and usage information

• IP address, browser type, device identifiers, operating system, app version, language settings, and general diagnostic information.
• Log files describing service access, authentication events, page views, configuration changes, feature usage, and troubleshooting events.
• Approximate location derived from IP address for security, fraud prevention, regional settings, and service administration.

2.4 Optional tracking and proof-of-work information

Depending on the product settings chosen by a workspace administrator, the Services may collect or generate additional operational records such as:

• Activity levels or engagement signals derived from keyboard and mouse activity counts, without capturing the content of what was typed.
• App and URL metadata associated with tracked sessions.
• Screenshots taken while active tracking is running, where that feature is enabled.
• Idle-time indicators, unusual-activity flags, or other workflow exceptions surfaced for review.
• Location or job-site data when mobile or field-work tracking features are enabled.

2.5 Payment and transaction information

• Subscription records, invoices, payment status, billing address, purchase history, and related transaction metadata.
• Payment information handled by third-party processors. We do not state in this policy that we store full payment card numbers ourselves; those are typically processed by the payment provider selected for billing operations.

2.6 Information from integrations and third parties

• Information imported from project management tools, calendars, payroll platforms, accounting systems, communication tools, or other integrations chosen by a customer or user.
• Information received from identity providers, referral partners, resellers, or service providers involved in authentication, billing, fraud prevention, or infrastructure operations.

3. How we collect information

We collect information in several ways:

• Directly from you when you browse our site, request support, create an account, send us email, configure a workspace, or use the Services.
• Automatically through product use, including service logs, device data, error reports, and usage events.
• From workspace administrators, employers, agencies, or clients that create or manage a workspace and add users or configure tracking settings.
• From integrations and service providers when data is synced into or out of the Services.
• From payment processors, identity providers, fraud-prevention services, or business partners as necessary to operate the Services.

4. How we use information

We use personal information for the following business and commercial purposes:

• To provide, operate, maintain, secure, and improve the Services.
• To create and manage accounts, authenticate users, and administer workspaces.
• To record time, support approvals, generate reports, manage budgets, create invoice-ready records, prepare payout or payroll workflows, and provide operational visibility.
• To communicate with you about the Services, onboarding, support, security notices, maintenance messages, legal updates, and billing matters.
• To detect, prevent, and investigate fraud, abuse, security incidents, suspicious activity, or violations of our Terms and Conditions.
• To analyze usage trends, monitor service performance, troubleshoot technical issues, and develop new or improved features.
• To comply with legal obligations, resolve disputes, enforce agreements, and protect the rights, safety, and property of FreelanceTracker.ai, our customers, users, and others.
• To create aggregated or de-identified analytics that do not identify a specific person, subject to applicable law.

5. Legal bases

If data protection laws such as the GDPR apply, our legal bases for processing may include:

• Performance of a contract when processing is necessary to provide the Services, manage an account, support a subscription, or fulfill our obligations to a customer or user.
• Legitimate interests where processing is reasonably necessary for service administration, support, security, fraud prevention, internal analytics, product improvement, and responsible business operations, provided those interests are not overridden by your rights.
• Consent where applicable law requires it, for example when consent is used for certain optional processing or non-essential technologies.
• Compliance with legal obligations where we must retain or disclose information under applicable law, regulation, court order, or lawful request.

When we process customer workspace content on behalf of a customer, the customer is generally responsible for identifying and documenting its own legal basis for that processing.

6. How we share information

We may disclose personal information in the following circumstances:

• With service providers and subprocessors that help us host, secure, support, monitor, analyze, bill, and maintain the Services.
• Within a customer workspace, including with administrators, managers, reviewers, finance staff, and other authorized users, according to the permissions and settings selected for that workspace.
• With integrations or third-party tools when a customer or user chooses to connect those tools to the Services.
• With payment, accounting, or payroll providers to process transactions or support billing and payout workflows.
• With legal, regulatory, or government authorities when required by law, subpoena, court order, or other lawful process, or when necessary to protect rights, safety, and security.
• With advisors and professional service providers such as auditors, lawyers, accountants, insurers, or financing counterparties under appropriate confidentiality obligations.
• In connection with a corporate transaction such as a merger, acquisition, financing, asset sale, restructuring, or bankruptcy, subject to applicable confidentiality and notice requirements.

FreelanceTracker.ai does not describe itself in this policy as selling personal information to data brokers. We also do not describe the current marketing website as using cross-context behavioral advertising technologies. If that changes, this Privacy Policy will be updated accordingly.

7. Cookies and similar technologies

We may use cookies, local storage, and similar technologies for essential website and service functions such as authentication, session management, security, preferences, and basic analytics.

At the time of this policy's effective date, the marketing site delivered with this project does not include a contact form or ad-tech stack. If non-essential analytics, personalization, or advertising technologies are added later, FreelanceTracker.ai should update this policy and obtain any consent required by law before activating them.

You can often manage cookies through your browser settings, though disabling some technologies may affect how the Services function.

8. Retention

We retain personal information for as long as reasonably necessary to provide the Services, maintain the customer relationship, comply with legal obligations, resolve disputes, enforce agreements, and support legitimate business operations.

Retention periods depend on the category of information, the customer's workspace settings, legal requirements, backup cycles, security needs, and whether information must be preserved for auditing, accounting, or dispute-resolution purposes.

Workspace administrators may control parts of the retention and deletion lifecycle for workspace content. Even after deletion requests, some information may remain in backups or system archives for a limited period where permitted by law and necessary for continuity, security, or disaster recovery.

9. Security

We use administrative, technical, and organizational safeguards designed to protect personal information from unauthorized access, loss, misuse, alteration, and disclosure. These safeguards may include access controls, authentication protections, encryption in transit, environment separation, monitoring, logging, and role-based permissions.

No system can be guaranteed to be completely secure. You are responsible for safeguarding your credentials, using strong authentication practices, and notifying us promptly if you believe your account or workspace has been compromised.

10. International transfers

FreelanceTracker.ai and its service providers may process personal information in countries other than the country where the information was originally collected. Those countries may have data protection rules that differ from those in your jurisdiction.

Where applicable law requires safeguards for cross-border transfers, we will use an appropriate transfer mechanism or another lawful basis for the transfer.

11. Your rights and choices

Depending on your location and the applicable law, you may have rights to request access to, correction of, deletion of, restriction of, objection to, or portability of your personal information. You may also have the right to withdraw consent where processing is based on consent.

If your information is processed in a customer workspace, you should first direct your request to the workspace administrator, employer, agency, or customer that controls that workspace. We may need to refer your request to that customer because it determines the purposes and means of processing for that data.

You may also have the right to opt out of certain non-essential communications. Service, legal, billing, security, and operational notices are not promotional communications and may still be sent as necessary.

12. U.S. state privacy notice

If U.S. state privacy laws apply to you, you may have rights to know, access, delete, correct, and obtain a portable copy of certain personal information, as well as the right not to be discriminated against for exercising your privacy rights.

FreelanceTracker.ai does not state in this policy that it sells personal information or shares personal information for cross-context behavioral advertising on the current marketing site. If the company's practices change, the policy and any required notices should be updated before those practices begin.

To exercise applicable rights, email [email protected]. We may need to verify your identity before processing a request.

13. Children's privacy

The Services are not directed to children, and FreelanceTracker.ai does not knowingly collect personal information from children in a manner that would require parental consent under applicable law. If you believe a child has provided personal information to us inappropriately, please email [email protected].

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to the Services, our processing practices, legal requirements, or operational needs. When we do, we will update the effective date at the top of this page. Material changes may also be communicated through the Services or by other appropriate means.

Your continued use of the Services after an updated Privacy Policy becomes effective means the updated policy will govern future use, to the extent permitted by law.

15. Contact

If you have questions about this Privacy Policy, privacy requests, or data protection matters related to FreelanceTracker.ai, email [email protected].

FreelanceTracker.ai handles support, onboarding, privacy, and purchase requests through email. This website does not provide a contact form.