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What information do we need for account management?

Simon
  • Updated

TimeSite needs to record certain information to help support your account's support and billing arrangements. This article summarises the information we need from you and how to update it in your TimeSite Pro account. 

Subscription Plan & Options

Go to Settings > Subscription > Manage Plan to review your current subscription arrangements, including your subscription plan — Basic, Standard, or Accounting — and subscription options— Shift Management, Rostering and Award Interpretation, and Trust Accounting. You can change these subscription arrangements, and our billing system will adjust immediately. 

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Please contact us via email at sales@timesitepro.com if you'd like to discuss any changes to your subscription plan or options or arrange a demonstration of any features associated with these options. 

Subscription Payment Details

Go to Settings > Subscription > Payment Details to update the email address to receive your subscription invoice and your payment method — credit card or payment via an EFT. We can also update our billing system to include additional email addresses to be copied on the subscription invoice. Email accounts@timesitepro.com to request that other invoice recipients be recorded in our billing system. 

You can also change the Billing model used with your account — per user per month or per weekly timesheet. This will change your subscription charge and our billing system will be updated automatically. You're welcome to let us know that you've made this change via an email to accounts@timesitepro.com and we'll monitor this change to your billing arrangement. 

You can also change your Payment method to update your credit card details or to nominate that you want to pay your subscription via manual invoice and EFT payment. Note that our payment terms are Net-10 days and your subscription may be suspended if payment is not received promptly. Subscriptions not paid within 30 days are liable to be cancelled and your account deleted from our system within 45 days. 

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Send an email to accounts@timesitepro.com if you would like to change the company contact details, including name, address, phone number or ABN included on your invoice. 

When your subscription is established, we will send you an email including a link to the account management page in our billing system so that you can download recent invoices and review your account balance. Let us know if you would like us to reset this link and send it again to your account contact email address. Note that this link is private to your account but is not secured by a password; do not provide this link to any person not authorised to view your billing information. Let us know if your accounts contact leaves your employment and we will reset this link. 

Account and Support Contacts

Our records include both the person to be contacted about your subscription and billing arrangements — Account Contact — and the person who administers your TimeSite Pro configuration and is responsible for the support of your users — Support Contact. Initially, both roles will be recorded as the person who first established your TimeSite Pro trial account, but these contacts can be subsequently changed. You can update our system with a new Account Contact using the email field in the Payment Details screen. If your Support Contact is a different person, let us know who this person is via an email to support@timesitepro.com. Note that we typically don't respond directly to support requests from your users and we will always cc our response to your Support Contact.  

Privacy & GDPR

TimeSite is an Australian company and all our TimeSite Pro systems and data resources are hosted in Sydney. As such, we are compliant with the Australian Privacy Act 1988. Please review our Privacy Policy and our Terms of Service for more information about our commitments to client and data privacy. 

Please ask your GDPR Data Protection Officer to contact us to work through the process of documenting how both TimeSite Pro and your TimeSite Pro account meet your GDPR policy requirements. In general, this discussion covers three topics:
 

Information that TimeSite collects on you, our customers, and your employees in our CRM, marketing, support, and billing systems

This business information (TimeSite as a data controller) commences with events such as a trial request, account subscription, chat sessions, and support requests. Our external website (www.timesitepro.com) does place a couple of cookies directly related to our business (Google, Cloudflare and an IP lookup, for example). We don't use 3rd party tracking cookies.
 
Individuals can unsubscribe from our marketing emails via a link in the email that they receive. However, if this person is identified as an account or support contact, we will request that an alternative person be identified. We don't purchase mailing lists and we don't include users of our customers' TimeSite Pro accounts in our marketing email lists. Your staff are only recorded in our business systems if and when they contact us in this context such as a support request or being identified as an account or support contact. 
 

The information that you manage about your staff and contractors in your TimeSite Pro account (Admin > User)

This personal information (TimeSite Pro as a data processor) is limited to name, address, phone number, email address, date of birth, ABN and employee ID. The only mandatory fields in the User record are first name, user name, and login name. However, none of these fields needs to be personally identifiable. We recommend that our customers record business email addresses in the user record rather than personal email addresses, although we don't distinguish between the two. Note that no mandatory HR or payroll data is stored in the TimeSite Pro account about your staff. TimeSite Pro does not require you to store special category or sensitive information about your users in your account.
 
This leaves the question of information recorded as timesheet records by your staff in TimeSite Pro. Your company policy will determine whether this data is subject to the privacy and compliance provisions of either the Australian Privacy Act or the EU's GDPR provisions. We recommend that your User Guides incorporate information relevant to your privacy or GDPR obligations to your staff if this is necessary. See: 

Can your TimeSite Pro account be hosted in the EU? 

Your TimeSite Pro instance is hosted in the AWS Sydney region data centre. This is appropriate, particularly for latency reasons, if our customer is based in Australia, New Zealand, PNG, or other Asia Pacific countries. However, if it is the case that staff in the EU or another country will be accessing your account, or may want to use TimeSite Pro as a solution in the future, we can hold a detailed discussion about how we can shift your instance to AWS in the EU. 

We've implemented this information management process with our customers to document the information we keep on file about your account and staff. We can send you an email verifying this information via a request to support@timesitepro.com. We can provide complete information on the data we retain about your employees in our business systems, and we can delete this personal information on request to support@timesitepro.com.  

Subscription Cancellation

Finally, there is the question of what happens to TimeSite Pro account information when a subscription is cancelled. We will completely delete the account instance and all associated databases from our systems, including backups, within 30 days of cancelling a subscription. Your account will no longer be accessible nor can it be restored. We will provide a confirmation of this account and data deletion upon request to support@timesitepro.com. We will also delete all account and contact information from our business systems on demand and confirm that this has been done on request to support@timesitepro.com. 
 

Testimonials & Screenshots

Our TimeSite marketing team is always keen to receive comments and testimonials from our customers for us in our marketing materials and on our website. We also encourage our customers to leave reviews of our solution on various software directory sites. 

If you would like to provide a comment about your experience with TimeSite Pro for the testimonial section on our website, please get in touch with us via sales@timesitepro.com, and we'll be delighted to help you with this. Your comment could consist of a couple of sentences through to a paragraph (or two!). Topics you might want to comment on could include software functionality, flexibility, support responsiveness, ease of use, our mobile app, etc.  
 
The second way you can leave a comment would be on a couple of the software review sites that we use. They are:
 
 
Capterra is the software listing and review site that we are working with most closely. If you only have time to submit one review, then Capterra would be the one we'd request from you. But if you could comment on more than one of them, that would be wonderful. 
 
Finally, we appreciate any comment you might like to provide about our mobile app either on the Apple App Store or Google Play pages for our apps. You can provide either or both a rating and a comment; our team would appreciate either. 
 
From time to time, we need to capture screenshots for our website or our Knowledge Base to illustrate various features and capabilities of TimeSite Pro. If we use a screenshot from a customer's account, we will always ensure that it does not display any user or timesheet data. We will blur any identifying information such as company names to anonymise this information. 
 
 

 

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