Privacy policy

ZPlanr Scheduling Systems (“ZPlanr”, “we”, “us”) is a product of QuickPlan Scheduling Systems Inc., Canada.
We respect your privacy and are committed to protecting personal information.

This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit our website or use our software services (the “Services”), including workforce scheduling, automated reminders, SMS check-in and check-out, attendance tracking, payroll support, and invoice generation.

Determination of personal information of users

• What is “personal information”?
  Personal information means information about an identifiable individual. It does not include business contact information used solely to communicate with an individual in their business role, where permitted by law.Personal information we may collect includes:
  • Account and profile details: name, email, phone number, role/title, company name, login credentials (stored securely).
  • Workforce and client records (as entered by customers): worker names/contact info, client names/contact info, shift notes, service details, billing rates, and scheduling data.
  • Attendance and verification data: check-in/check-out timestamps, optional location coordinates (if enabled), device/browser metadata, and audit logs.
  • Communication data: SMS or email delivery status, message metadata, and message content where the customer chooses to use SMS-based workflows.
  • Technical data: IP address, device identifiers, browser type, pages viewed, and diagnostic logs for security and performance.
  • Payment and billing data: subscription plan, billing address, invoices, and transaction details (payment processing is typically handled by a third-party provider).
  Information customers upload or input.
  If you use ZPlanr as an organization, you may upload or enter personal information about your clients, workers, or staff. In those cases, your organization is typically the “controller” (or responsible organization) for that data, and ZPlanr acts as a service provider processing it to deliver the Services.

Reasons for collecting and processing user personal information

We collect and use personal information for the following purposes:

• To provide and operate the Services: create schedules, manage occurrences/recurring shifts, track attendance, support approvals, and generate payroll/invoice outputs.
• To support SMS check-in/out and notifications: send reminders, confirmations, and operational messages you request.
• To improve reliability and security: prevent fraud, detect abuse, troubleshoot issues, and maintain audit logs.
• To manage accounts and customer support: verify identity, respond to requests, and provide onboarding/training.
• To meet legal and compliance obligations: maintain records, enforce our Terms of Use, and respond to lawful requests.
• To communicate with you: product updates, security notices, and service-related announcements (you can opt out of non-essential marketing communications).

Sharing and disclosure of personal information

We do not sell personal information.

We may share personal information in limited circumstances:

• With service providers that help us operate ZPlanr (e.g., cloud hosting, SMS/email delivery, analytics, customer support tools, and payment processing).
• For legal reasons if required to comply with law, regulation, or valid legal process.
• To protect rights and safety of ZPlanr, our customers, users, or the public (e.g., preventing fraud or security threats).
• Business transactions if ZPlanr is involved in a merger, acquisition, financing, or sale of assets (with appropriate safeguards).

Third-Party Integrations (Including QuickBooks)

ZPlanr may integrate with third-party services to provide optional features within the Services, such as payroll exports, accounting synchronization, communications delivery, analytics, and customer support. These integrations may include accounting platforms like QuickBooks, as well as other third-party service providers selected by the customer.

When you enable a third-party integration:

• ZPlanr may share limited personal information and service data only as necessary to perform the requested integration (for example, exporting approved time or payroll data to an accounting system).
• Data shared with third-party integrations is subject to the privacy policies and terms of those third parties, not this Privacy Policy.
• ZPlanr does not control how third-party services use or retain data once it is transferred to them.
• You may disable integrations at any time through your account settings, subject to contractual or technical limitations.

ZPlanr does not sell personal information to third parties and does not permit third-party integrations to use personal information for their own marketing purposes unrelated to providing the enabled service.

Customers are responsible for reviewing and agreeing to the privacy practices of any third-party services they choose to connect to ZPlanr.

Data retention

We retain personal information only as long as needed to provide the Services, meet legal/accounting obligations, resolve disputes, and enforce agreements. Retention periods may vary depending on customer settings and contractual requirements.

Security safeguards

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, loss, misuse, or disclosure. No method of transmission or storage is 100% secure, but we work to maintain strong security practices appropriate to the nature of the data.

Your choices and rights

Depending on your relationship with ZPlanr (website visitor, customer admin, worker, or client), you may have rights to:

• request access to personal information,
• request correction of inaccurate information,
• request deletion (where appropriate and lawful),
• withdraw consent for certain processing (where consent is the legal basis).

If your information is managed through a ZPlanr customer (e.g., your employer or service provider), please contact that organization first, as they control the data entered into ZPlanr.

iOS Mobile Application Privacy

This section applies specifically to the ZPlanr iOS mobile application.

• Information Collected
• When using the ZPlanr iOS app, we may collect and process:
• - Account information such as email address and organization (tenant) code
• - Authentication data, including one-time passcodes (OTP) used during sign-in
• - Device identifiers used to maintain secure sessions and trusted devices
• - Location data when required to verify on-site check-in and check-out
• - App usage data strictly necessary to operate, secure, and improve core application functionality

• Use of Information
• The information collected through the iOS app is used solely to:
• Authenticate users and protect account access
• Enable secure scheduling, attendance, and check-in/check-out features
• Verify work location during active shifts
• Maintain application reliability, security, and performance

• Location Data
• ZPlanr uses location data **only while the app is in use** to validate check-in and check-out at assigned work locations.  
• Location data is not tracked in the background and is **never used for advertising, profiling, or unrelated analytics**.

• Data Sharing
• ZPlanr does not sell personal data.  
• We do not use personal data for advertising or cross-app tracking.  
• Data may be shared only with trusted service providers required to operate the platform (such as cloud hosting or messaging services), under strict confidentiality and data protection obligations.

• Security
• ZPlanr applies industry-standard security measures to protect personal and organizational data, including secure communications, access controls, and operational safeguards.

• User Rights
• In accordance with applicable privacy laws, including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), users may request access to, correction of, or deletion of their personal data by contacting us using the information provided in this Privacy Policy.

Cookies and analytics

We may use cookies or similar technologies to operate the website, remember preferences, and analyze usage. You can control cookies through your browser settings; some site features may not work properly if cookies are disabled.

Updates to this policy

We may update this Privacy Policy from time to time. We will post the latest version on our website and update the “Last updated” date.

Contact us

If you have questions about this Privacy Policy or privacy practices, please contact ZPlanr Scheduling Systems using the contact details provided on our website.