Employee Clock-In Terms

These terms are between you (the employee), the shop that employs you (the shop), and Gearboxly. Gearboxly is software. It is run by Bigstar Studio LLC.

Your shop chooses to use Gearboxly. The shop decides how the clock works and who sees the information. Gearboxly provides the software and stores the information for the shop. We act for the shop, not for ourselves. Your job, your pay and your schedule are between you and your shop. Gearboxly is not your employer.

When you tick the box and choose an answer, we save that answer. If you do not agree, tell your shop owner. Some parts of the clock work whether or not you agree, as explained below.

The time clock lets you clock in, take an unpaid break, end the break and clock out. The clock keeps your shift times. Your shop can use them to review your hours and work out pay.

Your shop can also turn on clock-in rules. A rule can check the day and time, the network you are on, and where you are. These checks happen only when you press clock in or clock out. The server makes the decision. Your phone only sends the information.

If a check fails, the shop has chosen one of two things. Either your punch is saved with the real time and waits for a manager to approve it, or the punch is refused and you are told why.

There is also a Clock-in map. It shows the owner and managers where people are while they are clocked in, and the route of each shift. It only has information from people who agreed to share their location.

Here is everything the clock keeps, and when.

Every time you clock in or out:

• Who you are (your signed-in account) and the time, taken from the server clock.
• Your unpaid break times.

Only if your shop turned on clock-in rules:

• The internet address (IP address) your connection shows to the world. This is saved with each punch.
• A short device label, such as "iPhone - Safari". We do not keep the full browser text.
• The result of each check, and the reason if a check failed. Examples are outside allowed hours, not on the shop network, too far from the shop, or location unavailable.
• Whether you were on the shop network, if the shop turned on the network check.
• If a location rule applies to you: the place your phone reported when you pressed the button, rounded to about 11 meters. We also keep how precise the reading was, how far you were from the shop, and a scrambled code (a hash) made from the reading. The code is used only to spot copied or faked locations.
• If a manager approves or rejects a punch: who did it, when, and any note.

A location rule may not apply to you. The shop can exempt people or roles. It can let managers clock in from anywhere. It can accept the shop network instead of a location. If a rule does not apply to you, any location your phone sends is thrown away.

Only while you are clocked in, if you agreed to share your location:

• While Gearboxly is open on your phone, it reports your location about every 90 seconds. Each point has the place (rounded to about 11 meters), the accuracy and the time.
• The server throws away readings that are too rough to use, readings that arrive too fast, and jumps that no person could make. It keeps at most 1,500 points for one shift.

The record of your answer: when you accept or decline these terms, we save your account, the version of the terms, your answer, where you answered (invite link, clock-in menu or terms page), your IP address and the time. This record has no location in it.

The clock does not collect:

• Anything while you are clocked out. Nothing is shared before you clock in or after you clock out.
• Location during an unpaid break.
• Location when Gearboxly is closed, or when your phone is locked. This is a web app. It can only read your location while it is open on your screen. There is no tracking in the background.
• Your contacts, photos, files or messages.
• Your camera or microphone. The clock never turns them on.
• Biometric data. That means no fingerprints, face scans or voice prints.

Your phone or browser asks you before it shares your location. The question comes from your phone, not from us. You can choose to allow it or not. You can allow it once, or every time you use the site.

If your shop uses a location check, the prompt appears when you press clock in or clock out. For live sharing, the prompt appears after you agree to these terms and clock in.

Your phone can place you in different ways. It may use GPS, nearby Wi-Fi or cell towers. Turning on precise location in your phone settings gives better results.

There are two different things here. Please read both.

Live location sharing while you are clocked in. This is optional.

• You can choose "Clock in without sharing" or "Do not share my location". You can still clock in.
• If you turn location off for the site during a shift, sharing stops. The owner and managers will see "Location off" next to your name. You can still clock out.
• If you decline, they will see "Location not shared".
• Nothing is saved from your phone's location in these cases, except points that were already saved before you said no.
• If your phone cannot read its location for a while (for example, no signal), no points are saved for that time. Clocking in and out still works.

The clock-in location check. This is a shop rule, and it is separate from live sharing. Saying no to live sharing does not turn it off.

• If your shop turned it on and you do not allow location, the shop has chosen what happens. In "flag" mode, your punch is saved with the real time and waits for a manager. Those hours do not count until the manager approves. In "block" mode, the punch is refused until you allow location or connect to the shop network.
• If the shop network check passes and the shop only needs one of the two checks, your phone is not asked for location at all.
• You can ask your manager to approve a punch or fix your time.

Your shop decides these rules. If you are not sure what applies to you, open "What is checked" in the clock menu. It shows when your shop has turned on a rule.

• The owner and managers can see your punches, break times and shift hours. They can see the reason a check failed, the distance from the shop, the accuracy, your network address and your device label.
• The owner and managers can see the Clock-in map: live points and shift routes. By default only the owner and managers can open it. The owner can change this for a role. Ask your owner who has this permission.
• You can see your own hours and your own punch status.
• Other employees cannot see your location.
• Gearboxly staff do not browse shop data. Gearboxly support looks at a shop's records only to fix a problem, and only when the shop asks. We may also look when we must to protect security or to follow the law.
• We do not sell your information. We do not use it for ads. We do not share it with advertisers.
• The payroll export (timesheet CSV) has review status and reasons. It does not have map coordinates.

• Live location points: deleted automatically after 30 days. Their tracking-state notes are deleted with them.
• Location saved with a punch check: cleared after 180 days. This covers the place, the accuracy, the distance and the scrambled code. The time, the result, the reasons, the network address, the device label and the approval record stay as the shop's audit trail.
• If a manager deletes a shift: the live location points for that shift are deleted with it.
• Shift and punch records: these are the shop's time and payroll records. The shop decides how long to keep them. Payroll record rules vary, so the shop should check what applies to it. Gearboxly does not delete them on a timer.
• Your answer to these terms: kept as the consent record, with no location in it.
• If the shop closes its Gearboxly account: Gearboxly deletes the shop's records within 90 days, unless the law says we must keep something longer. This matches the Gearboxly privacy policy and data retention policy.
• If you stop working at the shop: the shop may remove your sign-in. Your shift records stay with the shop's records. Live location points still delete on the 30-day schedule.
• If you say no later: this stops new sharing. It does not erase points already saved. They are deleted on the 30-day schedule.

The shop and Gearboxly may use this information for:

• Timekeeping, and checking your hours.
• Payroll review.
• Checking that a punch was made at the shop or on the shop network.
• Safety, for example knowing who is on site.
• Dispatch, for example seeing who is nearby for a job.
• Finding and fixing mistakes, missed punches and fake punches.
• Running and securing the software.

It is not used to:

• Track you when you are clocked out.
• Sell or share your data with advertisers.
• Make a decision about you without a person looking at it. A flagged punch always waits for a manager. The software does not discipline anyone.

What a shop does with the information is the shop's decision. Gearboxly does not decide pay or discipline.

GPS and network checks are not perfect.

• Indoors, or near tall buildings, your phone may place you far from where you are.
• A shared or changing internet address can look like the wrong network.
• Phone settings, battery savers and weak signal can stop readings.
• Someone can also fool a check, for example with a fake location app or a VPN. Gearboxly cannot make a check in a web browser unfoolable.

Because of this, a failed check is only a flag. It does not prove that you did something wrong. If a punch or an hour is wrong, tell your manager. A manager can approve a flagged punch or correct your time. Every correction is saved with who made it and why.

Gearboxly is software. It is not the legal timekeeping record by itself. The shop is responsible for keeping correct records and for following wage and hour laws.

• Clock in and out honestly, at the time you really start and stop.
• Clock in only for yourself. Do not let someone punch for you, and do not punch for anyone else (this is sometimes called "buddy punching").
• Do not use fake location apps, VPNs or other tricks to hide where you are.
• Keep your password private and sign out on shared devices.
• Tell your manager if you forget to clock in or out, or if the clock is wrong.

If you break these rules, what happens next is the shop's decision. It depends on the shop's own policies and the law. Gearboxly does not decide it.

The shop agrees to:

• Give you notice in the way the law requires before it monitors you.
• Follow the laws where it operates, including laws on employee monitoring and on pay records.
• Ask for your consent when the law requires it.
• Use the clock and the map for work purposes and never to track you when you are off the clock.
• Limit who can see your information to people who need it.
• Answer your questions and fix mistakes in your time.
• Keep your records for the time the law requires.

• Ask what is collected. Ask your shop owner or a manager. They can show you your punches and what the shop's rules check.
• Ask for a copy or a correction. The shop holds your time records. Ask them first.
• Take back your agreement to live location sharing. Open the clock menu and choose the link to the clock-in terms. Then choose "Do not share my location". You can also turn location off for the site in your phone or browser settings. You can still clock in and out. See section 6 for what happens with the shop's location check.
• Say yes later. You can change your mind and agree again on the same page.
• Contact the shop first. If you still have a question, you can contact Gearboxly support.

Your rights depend on where you live. Some places give you more rights, such as access or deletion. Your shop must follow those laws.

• Information travels between your device and Gearboxly over an encrypted connection (HTTPS).
• Each shop's records are kept in their own separate database. One shop cannot see another shop's records.
• Access is limited by role. Only people with the right permission can open the map and punch details.
• Every correction and approval is logged with who made it.
• No system is perfectly secure. If a breach affects your information, we will tell the shop as the law requires.

These terms have a version number and a date at the top. If we make a change that matters, we change the version. Everyone then sees the new terms and is asked again at their next clock-in. Until you answer, live location sharing stays off. The record of your answer keeps the version you saw.

Small fixes, such as spelling, may not need a new version.

Laws on employee monitoring are different in every state and country. Some states, for example New York, Connecticut and Delaware, have rules that require a written notice when an employer monitors electronic activity. Other places have rules on consent, pay records or work hours. Rules for workers outside the United States can be stricter.

Each shop must check what applies to it with its own lawyer or state labor department. These terms are a plain-language description of what the software does. They are not legal advice, and no lawyer has reviewed them for your shop.

Start with your shop owner or manager. They run your shop's clock.

If you need more help, contact Gearboxly support. Gearboxly is operated by Bigstar Studio LLC.

• Email: support@gearboxly.com
• Phone: (360) 358-5456