Last updated: 29/10/2026 · Applies to the quotas.app website and the Quotas apps for iOS and Android.

Privacy policy

Quotas is a working time recording tool. This policy explains which data is processed, why, for how long and what your rights are.

Who is responsible?

For workers' data, the controller is the employer using Quotas; Quotas acts as a processor (Article 28 GDPR) and only processes data on the employer's instructions. For managers' accounts, billing and the website, Quotas is the controller.

Publisher of Quotas: Smart.com, Rue les Allées 12, 5660 Couvin, Belgium — CBE BE 0664.627.568 — info@smartcom.digital.

Data processed

• Account: last name, first name, work email, phone (optional), language, encrypted password.
• Working time: arrival, break and departure times, declared place (office, home, client…), reason for working off-site, corrections and their reason.
• GPS location: only at the moment of clocking in, to check presence at one of the employer's work locations. No background or continuous tracking.
• Scheduling, leave requests and sick leave.
• Medical certificates (health data): only if you choose to send them.
• Device: push notification token, operating system (iOS/Android); technical security logs (IP address).
• Billing (managers): company, company number, subscription history. Card data is processed by Stripe, never by Quotas.

Purposes and legal bases

• Recording working time and managing schedules: the employer's legal obligation and performance of the employment contract.
• Managing leave and sick leave: performance of the contract and legal obligation; the medical certificate is processed to justify the absence (Article 9(2)(b) GDPR).
• Reminding you of your shifts by notification: legitimate interest, can be turned off in your phone settings.
• Providing and billing the service: performance of the contract with the customer company.

App permissions

• Location (while in use): checking the place at the moment of clocking in.
• Camera and photos: take or choose a photo of a medical certificate.
• Notifications: shift start and end reminders, replies to your requests.

Each permission is requested when it is needed and can be revoked at any time in your phone settings.

Security

Encrypted connections (HTTPS), hashed passwords, medical certificates encrypted at rest and only accessible through temporary links for the employee and their managers. Certificates are never sent by email.

Recipients

Your data is visible to your company's managers. Technical processors: OVH (hosting, EU), Resend (email delivery), Expo (push notifications) and Stripe (payments). No data is sold or used for advertising.

Occasional third-party services: ipwho.is receives the IP address of each sign-in to estimate the approximate location (sign-in history and security alerts); photon.komoot.io receives the address a manager types to suggest addresses and place the site on the map; map tiles are loaded from OpenStreetMap (tile.openstreetmap.org), which sees the browser's IP address. These services may be located outside the European Union.

Retention period

Working time data is kept for the period imposed on the employer by social legislation [to be confirmed with your payroll provider], then deleted. Inactive accounts are deleted after 3 years. Technical logs are kept for 12 months.

Sign-in history (IP address, device, approximate location): 12 months. Links sent by email, two-factor codes and app sessions: deleted as soon as they expire. Messages sent to support: 24 months.

Your rights

Access, rectification, erasure, restriction, portability and objection: contact your employer or info@smartcom.digital. You may lodge a complaint with the Data Protection Authority (dataprotectionauthority.be).

How to delete your account →

Cookies

Quotas uses no advertising or analytics cookies. Essential cookies (exempt from consent): sign-in session, CSRF protection, "stay signed in" (if you tick it), trusted device for two-factor authentication (30 days), language and your consent choice (6 months). Functional cookie, only with your consent: referral code kept for 60 days. Manage my cookies

Children

Quotas is a professional tool for employers and their workers; it is not intended for children.