What we collect, why, and who can see it.

Last updated 9 November 2026.

Who this covers

This policy applies to the TDS Workforce Management web portal, its phone app and its emails and notifications (together, the service). It covers the people whose details the service holds: staff, managers and administrators of the organisations that use it, and the client contacts those organisations choose to email.

Your organisation decides what goes into the service and who may see it. Tech Direct Support operates the service on your organisation's behalf. Where this policy says we, it means Tech Direct Support.

What the service collects

Your account

Your name, email address, phone number, role, who your manager is, whether your account is active, your pay type and rate or salary, your employee code in your organisation's payroll system, and whether your leave accrues. Pay details are visible to administrators only. If your organisation uses a site kiosk, your kiosk PIN is stored only as a one-way hash, like a password.

Rostering and attendance

• Shifts you are given, whether you accepted or declined them and any note you gave.
• The time you clock in and out, and the phone's location at those two moments, which is compared with the site's radius. While a shift you can clock in to or out of is open on screen, the app also uses the location on the phone itself to show how far you are from the site; that reading is not sent or stored.
• Leaving-site alerts: while you are clocked in, and only if you allow background location, the phone watches the site's area. If the phone leaves it, the app sends its location at that moment, and again when it comes back; your organisation's control room and your manager are told, and it shows on the shift's history. Your route is not tracked, and the watch stops when you clock out. The app does not use location at any other time.
• Clock-ins and clock-outs made on a site's kiosk tablet: the time, an optional photo taken by the tablet, and which kiosk it was. The kiosk records the site's position, not yours. Its screen shows anyone at the tablet the first name and last initial, shift times and whether they're on site of the people rostered there that day.
• The times you start and end breaks during a shift.
• A photo at clock-in or clock-out when your organisation asks for one, a signature at clock-out when asked, and the duty checklist you tick off.
• Open shifts you claim, shifts you offer to a colleague or are offered by one, any note with them, and what was decided.
• Timesheet entries, approvals and notes, and your pay statements.

Licences and compliance

The licences, checks and certificates recorded for you: the type, number, issuing state or body, class and expiry, a scan or photo of the document, who verified it and when, and the history of changes.

Leave and availability

Leave you ask for or are given, with the kind, dates, hours, your note and the decision; your annual and sick leave balances, with each accrual, leave taken and adjustment and its reason; and the days and hours you say you are usually available.

Announcements

Announcements your managers or administrators send you, and when you mark each one as read. The sender can see who has read it.

Marks and history

Notes managers add about how a shift went, positive or negative, and the record of what happened to each shift.

Your device

A push notification token for the phone app, the app build you are on, and the usual server logs (such as the address a request came from and when), kept briefly for security and troubleshooting.

Demo requests from the website

If you ask for a demo, we keep the name, organisation, email address, phone number, country, team size and message you give us, in order to reply and set it up. They are emailed to Tech Direct Support and kept only as long as the conversation is live.

The assistant

If your organisation turns on TDS Copilot, the text you type or the audio you record is sent to Google's Gemini API to be understood and answered, together with the information the assistant looks up to answer you (such as names, shifts, hours or licences you are allowed to see). We do not store the audio. The conversation stays in your browser for that session. Nothing changes in the service unless you confirm it.

Tess, on our website

If you chat with Tess on our home page, the text you type or the audio you record is sent to Google's Gemini API to be understood and answered, with the earlier messages of that chat. Tess only knows what our website says and sees no organisation's data. We do not store the chat or the audio; it stays in your browser until you leave the page. Replies read aloud use your browser's own voice. Please don't share personal details with her.

Why we collect it

• To plan and publish rosters, and to tell you about your shifts.
• To confirm that clock-ins happen at the right site, and to give your organisation and its clients proof of service.
• To work out hours and pay, and to keep the records employers must keep.
• To check that the people rostered at a site hold the licences it requires, and to warn before those run out.
• To handle leave and availability, and to send the notifications you would expect: new shifts, changes, reminders and decisions.
• To keep the service secure and working.

Who can see it

• You see your own shifts, hours, pay statements, licences, leave and availability in the app and the portal.
• Your manager sees and rosters the people who report to them, including their licences, leave and balances, marks, timesheets, shift claims and swaps, and who has read their announcements.
• Your teammates (people with the same manager) see your name in the list when one of them offers a shift you could take, and a teammate you offer a shift to sees the shift and any note you add.
• Administrators of your organisation see everything in it, including pay.
• Clients of your organisation may be emailed the roster for their sites when it is published and a daily attendance summary, if your organisation turns that on. Those emails carry names, times and sites, not pay or licence details.
• Tech Direct Support staff who operate the service may access data to support your organisation, fix problems or keep the service secure.

We do not sell personal information, and we do not use it for advertising.

Services we rely on

The service runs on providers that process data for us under their own terms:

• Vercel hosts the web portal and its functions in the Sydney region.
• Supabase hosts the database in Sydney, including backups.
• Expo delivers push notifications to the phone app, through Apple and Google.
• An email delivery provider sends the service's emails.
• Meta, through the WhatsApp Business Platform, delivers WhatsApp notifications to staff who opt in: their mobile number and the notification's text are sent to it.
• Google, through the Gemini API, when your organisation turns on the assistant and you use it, and when you chat with Tess on our website.
• OpenStreetMap tiles are loaded for the dashboard map, which sends your browser's address to the tile server.

Apart from the Gemini API, push delivery, WhatsApp notifications and map tiles, data stays in Australia. Staff who work in other countries have their data stored in Australia too.

Cookies

The portal sets one cookie, which keeps you signed in and expires after seven days. The public site sets none. We use no analytics, advertising or tracking cookies, and no third-party scripts that would set them, so there is nothing to opt out of.

How long we keep it

Your organisation keeps records for as long as it uses the service, and for the time employment and payroll laws require afterwards. Deleted shifts are kept in a report so the roster can be audited. When an account is deactivated it can no longer sign in, but its records stay with the organisation. An organisation that leaves the service can ask for an export and for its data to be deleted.

How we protect it

• Everything travels over HTTPS.
• Passwords and kiosk PINs are stored as scrypt hashes, never in clear text. Accounts are created by invitation, and deactivating one signs it out on every device.
• A kiosk works only through its own link, which administrators can revoke at any time, and five wrong PINs in a row lock that person's PIN for fifteen minutes.
• Every request is checked against the signed-in person's role and team, so managers cannot reach people outside their team.
• Photos, signatures and licence scans are stored in the database and served only to the people allowed to see them.

Your choices and rights

• You can see and update your availability, see your leave balances and ask for leave from the app, and send in licences yourself.
• To correct your details or see what is held about you, ask your organisation's administrator, who controls the records.
• You can decline the location permission, but then you cannot clock in from the app; tell your manager so hours can be recorded another way.
• You can decline background location ("Allow all the time"); clocking in still works, but leaving the site is not reported.
• Managers can turn missed clock-in alerts off from the app's Profile tab.

Tech Direct Support handles personal information in line with the Australian Privacy Principles under the Privacy Act 1988 (Cth). If you have a concern we have not resolved, you can contact the Office of the Australian Information Commissioner.

Organisations in the EU and the UK

For an organisation in the European Economic Area or the United Kingdom, the organisation is the controller of its people's personal data and Tech Direct Support is its processor, acting on its instructions under the customer agreement. The data is stored in Australia, which is a transfer outside the EEA and the UK; the customer agreement provides the safeguards the GDPR and UK GDPR require for that transfer, and you can ask your organisation for a copy.

People in the EU and the UK have the right to access, correct, erase, restrict and port their personal data, to object to its processing, and to complain to their supervisory authority. Your organisation's administrator handles these requests, since they control the records; Tech Direct Support supports them in doing so and does not use the data for anything of its own. The legal bases are the contract with your organisation and its legitimate interest in running its workforce, and, for location at clock-in, leaving-site alerts and photos, the information your organisation gives you under the laws that apply to it.

Children

The service is for people of working age and is not directed at children.

Changes

We update this policy when the service changes. The date at the top says when. Significant changes are announced to administrators.

Contact

For anything about this policy, contact your organisation's administrator, or Tech Direct Support through techdirectsupport.com.au. See also the terms of use.