Privacy Policy

Effective date: May 3, 2026

TableNBox, Inc. ("TableNBox," "we," "us," or "our") operates scheduling, time tracking, payroll, employee document, and team communication services for employers and their workers. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the choices available to employees, employers, and other users.

1. Information We Collect

Identity and contact information, including legal name, preferred name, email address, phone number, mailing address, job title, role, location, and employment status.
Payroll and tax information, including SSN or TIN, date of birth, filing status, withholding elections, pay rate, pay stubs, tax documents, direct deposit details, and payroll run records.
Employee operations information, including schedules, availability, time entries, breaks, PTO, expenses, certifications, onboarding records, employee documents, signatures, team messages, and announcements.
Clock verification data, including GPS coordinates at clock-in or clock-out where enabled, device metadata, and verification photos where an employer enables photo capture.
Usage, device, and diagnostic data, including IP address, browser or device type, operating system, feature usage, timestamps, logs, and error diagnostics.

2. How We Use Information

Operate scheduling, time tracking, payroll preparation, payroll submission, employee onboarding, employee documents, team communications, expenses, PTO, and compliance workflows.
Verify clock events, calculate hours and wages, produce timesheets, prepare pay stubs, support tax and employment recordkeeping, and maintain audit trails.
Authenticate users, enforce role-based and organization-scoped access controls, secure accounts, prevent fraud, troubleshoot issues, and improve reliability.
Respond to support requests, legal obligations, customer instructions, provider requirements, and security or privacy incidents.

3. Payroll, Banking, And Tax Data

Payroll, banking, and tax data is used only to provide payroll, tax, onboarding, employment, accounting, and related compliance services.
Bank account linking may be supported through Plaid. TableNBox does not store online banking credentials. Subscription billing, where configured, is processed by Stripe.
Payroll provider integrations, including Gusto where enabled, receive only the payroll, company, employee mapping, pay-period, and pay-stub data needed to prepare or submit payroll.

4. Location, Photos, And Employee Documents

Location data is collected at clock events only where location-based time clock controls are enabled. TableNBox does not use continuous background location tracking for time clock verification.
Camera and photo access may be used for punch verification photos, profile pictures, or employee document uploads. Photos and documents are stored for payroll, compliance, employee operations, and audit purposes.
Employee documents may include onboarding documents, tax forms, certificates, identification records, acknowledgments, and signatures.

5. Sharing And Subprocessors

TableNBox shares data with service providers only as needed to operate the platform, including authentication, hosting, database, storage, email, monitoring, mobile notifications, bank linking, billing, and payroll providers.
Subprocessors may include Clerk for authentication, Vercel for web hosting, Railway for API hosting, Neon for database hosting, AWS S3 for file storage, Sentry for diagnostics, Resend for transactional email, Expo/EAS for mobile infrastructure, Plaid for bank linking, Stripe for billing, Gusto for payroll integration where enabled, and other configured payroll providers.
Subprocessor use depends on customer configuration, enabled integrations, and production environment settings. TableNBox maintains internal subprocessor and DPA or contract-status records for vendor review.
Employers control employee access and may direct TableNBox to process employee data as part of payroll and employee operations.

6. Security

TableNBox uses TLS for production web and API traffic, managed infrastructure providers, authentication through Clerk, organization-scoped authorization, audit logs for key workflows, and application-level encryption for sensitive values where implemented.
Sensitive values such as SSN, TIN, bank account, Plaid token, and payroll integration credential fields are protected through encryption or provider-managed controls where applicable.
No method of transmission or storage is completely secure. Suspected security issues should be reported to security@tablenbox.com.

7. Retention And Deletion

TableNBox retains payroll, tax, time, document, employee operations, and audit records for as long as needed to provide the service, meet legal obligations, resolve disputes, maintain business records, and comply with payroll and employment recordkeeping requirements.
Payroll, tax, employment, and wage/hour records may be retained longer than ordinary diagnostic logs because employers may have federal, state, and local recordkeeping obligations.
Operational logs and diagnostic records are retained for reliability, security, fraud prevention, troubleshooting, and incident investigation according to provider retention settings and internal access controls.
Backups may retain deleted data until backup retention periods expire. Deletion from active systems does not immediately remove data from immutable backups or provider-managed recovery snapshots.
Deletion requests are handled subject to customer instructions, legal retention requirements, backup retention, and audit obligations.

8. Employee And Customer Rights Requests

Depending on your location and relationship to the employer, you may request access, correction, deletion, or export of personal information.
Some employment, payroll, tax, and audit records may need to be retained even after an account is closed or a deletion request is submitted.
Employees should also contact their employer for employment-record questions because the employer controls many payroll and employee records.
Privacy requests may be sent to security@tablenbox.com. TableNBox may verify identity, route employee-record requests to the employer customer, and respond subject to applicable law and customer instructions.
TableNBox does not sell personal information. TableNBox does not use payroll, banking, tax, or employee document data for cross-context behavioral advertising.

9. Processor And Controller Roles

For customer-controlled employee and payroll data, the employer or customer generally determines what data is entered, retained, corrected, exported, or deleted. TableNBox generally acts as a service provider or processor for that customer data.
TableNBox may act as a controller for limited business operations data such as account administration, billing, security monitoring, product analytics, legal compliance, and direct support communications.
Where a customer requires a data processing agreement or similar contractual terms, TableNBox handles those requests through the customer contracting and vendor review process.

10. Biometric, Photo, GPS, And Minor Worker Data

TableNBox may process clock verification photos and GPS coordinates only for features enabled by an employer. TableNBox does not use continuous background location tracking for time clock verification.
Photo verification data is used for identity, timekeeping, compliance, audit, fraud prevention, and dispute-resolution workflows where configured by the employer.
TableNBox is not directed to children under 13. If an employer uses TableNBox for minor workers, the employer is responsible for obtaining any required employment, parental, school, or legal authorizations and for configuring use consistent with applicable law.

11. Contact

Privacy and security requests: security@tablenbox.com
Security reports: security@tablenbox.com

TableNBox may update this Privacy Policy as services, providers, or legal requirements change. Material updates will be reflected by the effective date above.