Privacy
Last updated 3 November 2026
This explains what personal information ZonoSoft handles, why, and your rights. ZonoSoft is the data controller for the information described here. Contact: ZonoSoft@outlook.com.
Your business's data in the apps
Rotas, staff details, clock times, holidays and payroll hours are stored on your own devices, encrypted, and (if you choose) in your own OneDrive, Google Drive or network folder. ZonoSoft does not receive, store or have access to this data. Your business is the controller of it, and is responsible for telling its staff how it is used.
Fingerprint, face and Windows Hello checks happen inside the device. The apps never receive or store biometric data.
What ZonoSoft's server receives
- Every time an app starts, signs in or signs out: a one-way scrambled code made from the device's own ID (not the ID itself), the app name and version, the type of device (for example Windows or Android), the business name entered in the app, and the device's internet address. We use this to run the free trial fairly and to check licences.
- When you create an account or buy a licence: business name, contact name, contact email, phone number, the username and password you choose (the password is stored only as a secure one-way hash) and, for a licence, your plan and number of team members.
- When you use your account at zonosoft.co.uk/portal: a sign-in cookie that keeps you signed in for up to 12 hours. We don't use advertising or tracking cookies, and this website loads nothing from other companies.
Why we use it (lawful basis)
- To provide and check your licence and account: performance of a contract.
- To run the free trial, prevent misuse and keep the service secure: our legitimate interests.
- To keep records we must keep, such as payments: legal obligation.
How it's protected
The server is in the United Kingdom (IONOS). Contact details, phone numbers and licence keys are encrypted in the database (AES-256), connections use HTTPS, and access is limited to ZonoSoft. Daily backups are kept on the same server for 30 days.
How long we keep it
- Account and licence details: while you're a customer, and up to 6 years after for accounting records.
- Trial records (the scrambled device code and dates): up to 2 years after the device was last seen.
- Server logs and activity records: up to 12 months.
Who we share it with
No one, except our hosting provider (IONOS), which runs the server for us, and where the law requires it. We don't sell personal information.
Your rights
You can ask for a copy of your information, ask us to correct or delete it, object to or restrict how we use it, and ask for it in a portable format. You can update your contact details yourself in your account. To use any of these rights, email ZonoSoft@outlook.com. If you're unhappy with how we handle your information, you can complain to the Information Commissioner's Office at ico.org.uk.