Privacy Policy

Introduction

Kwilio Scheduling (“we”, “our”, or “the app”) is a workforce scheduling app with a desktop client, a mobile client, and a secure cloud backend that keeps your team in sync. This Privacy Policy explains what data we store on your behalf, how we protect it, and the choices you have. We treat your employee scheduling data as private business information that belongs to you.

Data We Store on Your Behalf

To provide the service, our cloud backend stores the business data you and your team enter, including:

• Organization, location, and user accounts (names, email addresses, roles)
• Schedules, shifts, recurring shift patterns, and assignments
• Clock-in/out records, including GPS coordinates and optional verification photos
• Time entries, pay rates, and payroll report data
• Notifications and an audit log of changes made in your account

We act as a data processor for this information on your organization's behalf. We do not sell it, and we do not use it for advertising.

How Your Data Is Protected

Your data is stored in a secure, managed PostgreSQL database and is encrypted in transit (TLS) and at rest. Every API request must carry a valid authentication token, and the server derives your organization and permissions from that token — so one organization can never read another's data, and each role is limited to exactly what it needs. Sensitive actions are recorded in an audit log.

On macOS, the desktop app's optional AI shift parsing runs on your deviceusing Apple Intelligence. The text you parse is processed locally and is not sent to our servers or any third party for that feature.

Device Permissions

The mobile app may request the following device permissions:

• Location (When In Use): Used to verify that employees are at the correct workplace when clocking in. The coordinates are saved with the clock-in record.
• Camera: Used optionally for clock-in photo verification. Photos are stored with the associated time entry.
• Notifications: Used to send schedule reminders and alerts to your team.

Analytics

This marketing website uses Google Analytics to understand aggregate, anonymised traffic (e.g. page views and referrers). The Kwilio Scheduling apps themselves do not embed third-party advertising or tracking SDKs.

Third-Party Services

We rely on a small number of trusted service providers to operate Kwilio Scheduling:

• Managed cloud hosting and a managed PostgreSQL database — to run our backend and store your data
• PayPal — to process subscription payments
• Push notification delivery services — to send alerts to your devices

These providers process data only as needed to deliver the service. We do not sell your data or share it with advertising networks.

Subscription & Billing

Subscriptions are processed through PayPal. PayPal handles your payment details — we never receive or store your full card or bank information. We retain only the records needed to manage your subscription (such as its status and renewal dates).

Children's Privacy

Kwilio Scheduling is designed for business use by adults and is not directed at children under 13. We do not knowingly collect information from children.

Your Rights

Your business data belongs to you. You can export your data at any time from within the app, and an account owner can request deletion of an organization and all of its records by contacting us. When you delete your account, we remove your data from our production systems (backups are purged on our standard rotation).

Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the “Last updated” date at the top of this page. Continued use of the app after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy, please contact us at [email protected].