MinuteDock Privacy Policy

Last updated: 21 September 2025

MinuteDock Ltd (“MinuteDock”, “we”, “us”) is a New Zealand-registered company providing time-tracking and invoicing software to small businesses worldwide.

We comply with applicable privacy laws when we handle your personal data, e.g. for New Zealanders, the New Zealand Privacy Act 2020, for residents of the EU, the General Data Protection Regulation 2016/679 of the European Union (GDPR), and for residents of the UK, the UK Data Protection Act 2018 and UK GDPR as that term is defined in that Act (together, UK Data Protection Laws).

This policy covers personal data we collect about you, including when you or your authorized users access our web app, mobile apps, API, or support channels. It applies to our relationship along with our Terms of Service and, if required by GDPR or UK Data Protection Laws, our Data Processing Addendum (where we act as processor for business data you enter and controller for account, usage, and support data). Nothing here limits your rights under applicable privacy laws. When we refer to personal data, we mean information about an identifiable individual (a natural person), and the phrase includes personal information, personally identifiable information, and equivalent information under applicable privacy laws.

When you provide us with information, including personal data about other persons, you must ensure you have that person’s consent to supply that data to us for the purposes described in this policy.

1. The Data We Collect & How

We collect the following types of personal data through forms and inputs you fill in, cookies and similar technologies (for sessions and analytics), support interactions (like emails or chats), and integrations you choose to connect to (e.g., Xero, which may send or receive relevant data).

‍We do not collect or process highly sensitive personal data (e.g., health or medical information or credit card details), and you must not provide us those kinds of personal data. MinuteDock is for adults; we don’t knowingly collect children’s personal data. Email team@minutedock.com if you believe we have any — we’ll delete it promptly.

2. How We Use Your Personal Data

We use your personal data for these purposes:

• Service delivery. To provide MinuteDock according to our Terms of Service Data used: Account info, Business data, Usage data, Support data
• Billing you. To bill you and collect money that you owe us Data used: Account info, Business data, Usage data, Support data
• Communications. Service updates, feature announcements, alerts, invoices, and support responses via email, phone, chat, or in-app messages Data used: Account info, Usage data, Support data
• Quality & training. Review support interactions for quality assurance and staff training Data used: Account info, Usage data, Support data
• Security. Detect and prevent threats, fraud, and unauthorized access Data used: Account info, Business data, Usage data, Support data
• Compliance. Ensure Terms of Service compliance and internal reporting Data used: Account info, Business data, Usage data, Support data
• Improvement. Analyze usage patterns to enhance features and develop new ones Data used: Account info, Business data, Usage data, Support data
• Marketing. Send opt-in newsletters, marketing campaigns, and personalized offers Data used: Account info, Usage data, Support data
• Legal obligations. Meet regulatory requirements and respond to lawful data requests Data used: Account info, Business data, Usage data, Support data
• Legal protection. Preserve our rights and defend against claims Data used: Account info, Business data, Usage data, Support data
• Other. For any other purpose authorised by you.

We process your data based on lawful reasons as described above.

3. Sharing & Disclosure

We share personal data only when strictly necessary:

• Subprocessors: We work with trusted partners to ensure your personal data is secure and compliant with our policies. We update our Subprocessors List whenever we add or change subprocessors
• User‑initiated integrations: When you connect a third‑party service (e.g., Xero, QuickBooks, Zapier), we transfer the relevant personal data at your direction. That third party’s privacy terms then apply.
• Legal or safety reasons: We may disclose personal data to comply with law, defend our rights, or protect someone’s safety—only to the extent required.
• Business transfers: : If MinuteDock is ever merged, acquired or sold, your personal data will transfer to the successor entity.
• If we need to share your personal data for other reasons, we will get your consent or authorization.

We never sell personal data or share it with advertisers.

4. Cookies & Tracking Technologies

We use third party tools and/or cookies, web beacons and similar storage technologies to collect some personal data, as set out below.

You’re welcome to disable cookies in your browser settings – but this will affect your ability to use our apps and website.

5. Personal Data Storage, Security & Retention

Security is a priority for us when it comes to your personal data. We’re committed to protecting your personal data and have appropriate technical and organisational measures in place to make sure that happens. Please contact us if you want more information on these measures at team@minutedock.com

Where & how we store personal data

Encrypted in transit (TLS) and securely with our service providers and in regular backups. We will take reasonable steps to keep your personal data safe from loss, unauthorised activity, or other misuse.

Retention and deletion

We keep personal data as long as needed for our relationship, business, or as required by law. You may request deletion of your personal data at team@minutedock.com. Where a request is made, we’ll delete this data so long as it doesn’t contravene any applicable law. If we delete your personal data, it may affect your ability to use our apps and website.

International transfers

Your personal data may be processed outside your home country. We’re a New Zealand company and we store personal data with service providers globally. Wherever your personal data goes, we ensure it’s protected to the same standard through contractual safeguards.

6. Your Privacy Rights & How to Exercise Them

Depending on your location and applicable law, you may have other rights that are protected under that law. This policy does not limit those rights.

If you are based in the EU or UK, you have the additional rights set out in the Appendix to this policy.

7. Changes to This Policy

We may update this policy, including to reflect new features, laws, or business changes. We’ll notify you of material changes via email or posting a notice on our website or apps.

8. Contact & Complaints

Email privacy questions or complaints to team@minutedock.com. If we can’t resolve your concern, you can contact your local data protection or privacy authority.