Privacy Policy

1. Who we are

This Privacy Policy describes how Austin Aquarium ("Austin Aquarium," "we," "us") uses Pulse, a staff scheduling and time tracking application, to collect, use, and share personal information when you use the Service as an employee or manager.

2. Information we collect

We may collect:

• Account data: name, work email, role, organization identifiers, and credentials (passwords are stored using secure hashing).
• Scheduling and workforce data: shifts, departments, locations, time clock events, swap requests, approvals, and similar operational records you or your organization enter.
• Technical data: IP address, device/browser type, timestamps, and logs used for security, reliability, and troubleshooting.
• Communications metadata: if your organization enables notifications, delivery-related information associated with email or SMS alerts.
• Integration data (optional): if an administrator connects third-party services (such as accounting platforms), tokens and identifiers needed to maintain that connection, as described in the integration provider's documentation.

3. How we use information

We use personal information to:

• Provide, operate, and improve the Service.
• Authenticate users and enforce access controls by role.
• Maintain security, prevent abuse, and meet legal obligations.
• Send operational or administrative messages when configured by your organization (for example, schedule or time-clock alerts).
• Analyze aggregated or de-identified usage to improve product quality.

4. Legal bases (EEA/UK users)

Where the GDPR or UK GDPR applies, we rely on appropriate bases such as contract (providing the Service), legitimate interests (security and improvement, balanced against your rights), and consent where required for specific processing (for example, certain non-essential cookies or marketing, if offered).

5. How we share information

We do not sell your personal information.

Mobile phone numbers and SMS opt-in consent are never shared, sold, or provided to third parties or affiliates for marketing or promotional purposes. We may use contracted SMS delivery providers only to transmit messages you opted in to receive; those providers do not receive your number or consent for their own marketing.

Other personal information (excluding mobile numbers and SMS consent for marketing) may be shared with:

• Service providers who host infrastructure or support the Service under contract and confidentiality obligations (not for their own marketing).
• Integration partners when your organization enables a connection; those partners receive information in accordance with their services and your administrator's choices.
• Your employer, as the organization operating or purchasing access to Pulse may access workforce data in the normal course of managing schedules and time.
• Authorities when required by law or to protect rights, safety, and security.

6. Retention

We retain information as long as needed to provide the Service, comply with law, resolve disputes, and enforce agreements. Retention periods may depend on your organization's settings and regulatory requirements.

7. Security

We use administrative, technical, and organizational measures designed to protect personal information. No method of transmission or storage is completely secure.

8. International transfers

If data is processed in countries other than your own, we rely on appropriate safeguards where required (such as standard contractual clauses).

9. SMS and text messaging

We do not share, sell, or otherwise provide your mobile phone number or messaging consent information to any third parties or affiliates for marketing or promotional purposes.

See our public SMS opt-in disclosure for how consent is collected.

If you opt in to text message alerts, we collect your mobile phone number only when you provide it and enable SMS notifications in Profile or Account Settings. We use your number solely to deliver operational workforce alerts you request (such as schedule changes, swap requests, and time-clock notices).

Message frequency varies based on schedule activity and your notification settings; you may receive a few messages per week. We do not send daily marketing texts. Message and data rates may apply.

You may opt out at any time by disabling SMS alerts in Profile or Account Settings, or by replying STOP to a message. See our Terms of Service for SMS program terms.

10. Your choices

Depending on your jurisdiction, you may have rights to access, correct, delete, restrict, or object to certain processing, or to portability. Employees should contact their organization's administrator for many workforce-related requests. You may also contact us as described below.

11. Children

The Service is not directed to children under 16, and we do not knowingly collect their personal information for commercial purposes.

12. Changes

We may update this Policy from time to time. We will post the revised version with an updated effective date and, where appropriate, provide additional notice.

13. Contact

For privacy questions or requests, contact us at the address or email published on your Pulse deployment or your organization's administrator.