Updated Gearly Privacy Policy

Privacy Policy

Last Updated: February 24, 2025

At Gearly, we value your trust and are committed to protecting your privacy. This Privacy Policy explains how Gearly.io, including our apps UniTime and UniOps (“Services”), collects, uses, discloses, and retains data. Our Services enhance HR productivity for businesses using AI-driven tools, and we handle your information responsibly, including sensitive data like face images, to deliver these benefits.


1. Who We Are

Gearly is a provider of HR productivity solutions, headquartered at [Insert Address or “Contact us at support@gearly.io” if no physical address yet]. Questions about this policy? Reach us at privacy@gearly.io.


2. Data We Collect

We collect data necessary to operate our Services effectively, including:

  • Account Information: When you sign up (e.g., as a business owner or HR admin), we collect your name, email, company name, and login credentials.
  • Usage Data: UniTime and UniOps gather timestamps, geolocation (for clock-ins), device info (e.g., OS version), and user interactions to power time tracking and operational checklists.
  • AI Analytics Data: Our AI processes anonymized patterns (e.g., time logs, workflow trends) for predictive scheduling, anomaly detection, and performance insights.
  • Face Data (UniTime Web Portal): For businesses using UniTime’s reporting features, we collect and store face images of employees (uploaded via the Gearly.io web portal) to enable identity verification and reporting (e.g., confirming clock-ins). This is optional and controlled by the subscribing company. UniOps does not collect face data.
  • Support Data: If you contact us, we collect your messages and contact details to assist you.


3. How We Use Your Data

We use your data to deliver and improve our Services:

  • Service Delivery: Enable time tracking (UniTime), checklist management (UniOps), and AI-driven insights (e.g., predicting staffing needs). Face images are used in UniTime’s web portal for identity verification in reporting (e.g., matching clock-ins to employees).
  • Improvement: Analyze usage patterns (excluding face data) to refine AI algorithms and enhance functionality.
  • Support: Respond to your inquiries and troubleshoot issues.
  • Compliance: Ensure payroll and operational accuracy, including face-based reporting for subscribed businesses.

Face data is not used for advertising or unrelated purposes—only for HR reporting as directed by the subscribing company.


4. Data Sharing and Disclosure

We limit sharing to what’s essential:

  • Service Providers: We use trusted third parties (e.g., cloud hosting like AWS) to store and process data, including face images, securely. They’re bound by strict confidentiality agreements and cannot use face data for their own purposes.
  • Subscribing Companies: Face images are accessible only to the business that uploads them via the Gearly.io web portal for their HR reporting needs.
  • No Third-Party Sharing Beyond This: Face data is not shared with other third parties (e.g., advertisers) unless required by law. Other data (e.g., time logs) isn’t sold or shared beyond operational needs.
  • Legal Obligations: We may disclose data, including face images, if required by law (e.g., a court order), but only after notifying you where possible.


5. Data Storage and Security

  • Where: All data, including face images, is stored on encrypted servers in [Insert Location, e.g., “the United States” or your cloud provider’s region].
  • How: We use industry-standard encryption (e.g., AES-256 for data at rest, TLS for data in transit) and access controls to protect all information, including face data, from unauthorized access or breaches.
  • Retention:
  • Face images are retained for the duration of the company’s subscription, tied to the employee’s record, and deleted 1 year after the subscription ends or upon request from the subscribing company.
  • Other data (e.g., time records) follows the same retention: kept during the subscription plus 1 year post-cancellation, unless deleted sooner at your request.
  • Anonymized AI analytics may be retained longer to improve our Services, but face data is excluded from this.


6. Your Rights and Choices

  • Access: Request a copy of your data, including face images if applicable, by emailing privacy@gearly.io.
  • Delete: Ask us to delete your data (including face images), subject to legal retention needs or the subscribing company’s policies.
  • Opt-Out: Companies can disable face data collection in the web portal settings; employees should contact their HR admin to opt out.
  • Consent: Face data collection requires explicit consent from the subscribing company, and we notify users if this feature is enabled.


7. Third-Party Links

Our Services may link to external sites. We’re not responsible for their privacy practices—review their policies separately.


8. Children’s Privacy

Gearly’s Services are for business users, not kids under 13. We don’t knowingly collect data, including face images, from children.


9. Updates to This Policy

We’ll update this policy as needed, posting changes here with a new “Last Updated” date. Major changes will be emailed to active users.


10. Face Data Collection and Use
UniTime uses Face ID to clock you in and out of work securely. We collect and store face data to verify your identity and provide accurate time-tracking for your employer. Here’s how we handle it: 

  • Why We Store Face Data: We store face data to ensure your employer can reliably track your work hours for payroll, scheduling, and compliance. 
  • How Long We Store It: We keep face data for 12 months to match typical payroll and audit cycles, or until you delete your account, whichever comes first. We don’t store it indefinitely—data beyond this period is securely deleted. 
  • Who We Share It With: We share face data with your employer to confirm your clock-in/out times. We may also use trusted cloud providers (e.g., Microsoft Azure Cloud Services) to store it securely on our behalf. We don’t share it with anyone else unless required by law. 
  • Why We Share It: Sharing with your employer enables the app’s core function—tracking your work hours. Cloud providers help us keep your data safe and accessible. 
  • Third-Party Practices: Your employer may retain face data as part of their employee records, typically for 12 months or per their own policies—check with them for specifics. Our cloud providers store it for the same 12-month period (or until account deletion) under strict security standards, like encryption and access controls.

You can request deletion of your face data anytime by deleting your account or contacting us at [support email]. We use industry-standard encryption to protect your data at all times.


11. Contact Us

Questions or concerns? Email us at privacy@gearly.io. We’ll respond within 30 days.