Privacy Policy

Africa Procurement Group Ltd (company number 10553435), registered at Devonshire House, One Mayfair Place, London, England, W1J 8AJ, is the controller for the processing described in this policy. Contact us about privacy at privacy@timespan.online.

Account and identity data — name, work email, organisation, and authentication records. Used to create and secure your account and to provide the Service. Lawful basis: performance of a contract.

Billing data — plan, subscription status, and payment records. Card details are entered directly with Stripe and are never held on our systems; we receive only limited identifiers and status. Used to take payment, prevent fraud and meet tax obligations. Lawful basis: contract, and legal obligation for tax records.

Usage and technical data — API keys metadata, solve and Copilot usage counters, log data, IP address, request timestamps and error diagnostics. Used to meter plan allowances, enforce rate limits, investigate faults, and protect the platform against abuse. Lawful basis: contract, and our legitimate interests in securing and improving the Service.

Support and roadmap data — the content of support tickets and feature requests you submit. Used to answer you and prioritise development. Lawful basis: contract and legitimate interests.

Marketing data — where you have asked to hear from us. You can withdraw at any time using the unsubscribe link. Lawful basis: consent, or legitimate interests for existing customers about similar services.

Customer Data — the workforce and job data you load in. We process this only as your processor, under the DPA, on your instructions. It is not used for our own purposes.

The Copilot feature sends your question and the relevant solve context to our AI sub-processor to generate an answer. Neither we nor our AI sub-processor use your data or prompts to train generative models.

The solvers produce proposed schedules by optimisation. These are recommendations for a human to review and are not automated decisions producing legal or similarly significant effects within the meaning of Article 22 — the decision to adopt a schedule is always yours.

We share personal data with the service providers needed to run TimeSpan — hosting and database, deployment, payment processing, AI, mapping, transactional email and error monitoring. Each is bound by contract to protect the data and to process it only on our instructions. The current list, with the purpose and location of each, is published at /legal/subprocessors.

We also disclose data where required by law, regulator or court order, to establish or defend legal claims, or to a buyer in connection with a sale or reorganisation of our business (in which case we will tell you). We do not sell personal data, and we do not share it for cross-context behavioural advertising.

Some providers process data outside the UK or EEA. Where they do, we rely on an adequacy decision where one exists, or otherwise on the UK International Data Transfer Agreement or the EU Standard Contractual Clauses with a transfer risk assessment and supplementary measures such as encryption.

Account data is kept while your account is open and for up to 12 months afterwards, so you can reactivate and so we can resolve disputes. Billing and tax records are kept for 6 years to meet statutory requirements. Security and audit logs are kept for up to 12 months. Support tickets are kept for up to 3 years. Marketing consent records are kept until you withdraw, plus a suppression record so we do not contact you again. Customer Data is deleted on the timetable in the DPA.

Encrypted backups are retained on a rolling schedule and destroyed on rotation, so deleted data may persist in backups for a short period after deletion from the live system.

Measures include row-level security isolating every tenant's data, encryption in transit and at rest, API keys stored only as hashes with instant revocation, per-caller rate limiting, restricted administrative access, error monitoring with alerting, and encrypted off-site backups held with a separate vendor. See our security page for detail. No system is perfectly secure, but we work to a standard appropriate to the risk and will notify you of a breach affecting your data as required by law.

Subject to conditions, you have the right to access your personal data; to have inaccurate data corrected; to erasure; to restrict or object to processing (including objecting to processing based on legitimate interests, and to direct marketing at any time); to data portability; and to withdraw consent where consent is the basis, without affecting prior processing.

You can do the two biggest ones yourself, immediately. From Account & data you can download everything we hold for your account, and permanently erase your account and data. No request or waiting period.

For anything else, email privacy@timespan.online. We respond within one month. If your request concerns workforce data held in a customer's TimeSpan account, we will refer you to that customer, who is the controller.

You can complain to the Information Commissioner's Office (ico.org.uk, helpline 0303 123 1113), or to your local supervisory authority in the EEA. We would appreciate the chance to address your concern first.

We use only the cookies necessary to keep you signed in and to keep the Service secure. Detail is in our Cookie Policy.

We may update this policy. For material changes affecting how we use your personal data we will give notice by email or in-product before they take effect. The date at the top shows the current version.