Staff Location Notice: clocking in on your own phone

1. What this is about

Your school lets you clock in and out on your own phone. When your school has switched on location checking, the app records where your phone was at the moment you clocked in or out, and checks whether that was at the school. This notice tells you what is recorded, why, who can see it, how long it is kept, and what your rights are. Your school is the responsible party for this information; MyLittleLink runs the app for the school.

2. What is recorded

At the moment you tap clock in or clock out on your own phone:

• the time, and that you used your phone (not the kiosk, a PIN or a badge);
• your phone's latitude and longitude at that moment;
• how accurate your phone said that fix was, in metres;
• whether that point was inside the school's clock-in area (a circle the school set around the school, with a radius the school chose);
• whether your presence counted as verified.

Nothing else. The app does not track you between clock-ins. It reads your location once, at the tap, and never in the background. Clocking in at the kiosk, with a PIN or with a badge records no location at all.

3. What happens if you are not at the school

A clock-in from outside the area, or with a location fix too inaccurate to trust, or with location switched off on your phone, is still recorded. It is marked "unverified" and appears in a list for the principal to look at. It is never blocked. You will not be refused a clock-in because of where your phone says you are.

The principal may ask you about an unverified clock-in. An unverified mark on its own is not a finding that you were absent; a phone's location can be wrong, and the school knows that.

4. Why the school records this

• To keep a truthful record of your working time, which every employer must keep by law.
• To confirm that a clock-in on a personal phone happened at the school, so that clock-in on your own phone can be offered at all instead of a kiosk only.
• To let the principal look into a clock-in that does not match, fairly and with you.

The school does not use this information for any other purpose. It is not used to see where you go, and it is not shared outside the school.

5. Who can see it

• The principal and the school owner see the list of clock-ins, including the location result and the unverified list.
• You can see your own clock-ins on the Clock-In screen: your clock-in and clock-out times, day by day, under "My attendance", and your recent clock-ins under "Recent activity", where an unverified one is marked "Needs review". Where your phone was is not shown there: ask the principal for it, and the school must give it to you.
• Nobody else. Other staff do not see your clock-ins. Parents never see them. MyLittleLink staff reach the data only to run or support the app.

Every clock-in record is written once and can never be edited or deleted by anyone, including the principal. That protects you as much as the school.

6. Your choices

• You can clock in at the school's kiosk, with your PIN or with your badge instead. No location is recorded then.
• If your phone's location is off, the app still records the clock-in; it is simply marked unverified and the principal may ask about it.
• If your school has NOT switched on location checking, the app records your location only if you have chosen to allow it in your own settings, and you can switch that off at any time.

7. How long it is kept

The time you clocked in and out is part of your working-time record and is kept for 3 years, the minimum the law sets. The location part of the record (latitude, longitude, accuracy) is kept for 90 days and then removed, leaving only the time and the verified or unverified mark. If a clock-in is under query, its location is kept until the query is closed.

8. Your rights

• To see your records (section 5) and to get a copy.
• To have a wrong record corrected. Because a clock-in cannot be edited, a correction is added to the record and the original stays as it was. The principal adds a correction note to the clock-in itself, with the right time or the right direction (in or out), and you see the note under that clock-in on the Clock-In screen.
• To object to location checking. Use the kiosk, your PIN or your badge instead, or raise it with the principal.
• To complain to the school's Information Officer, and then to the Information Regulator (South Africa): POPIAComplaints@inforegulator.org.za, JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001.

9. Contact

Your school's Information Officer: the principal can give you their name and contact details. MyLittleLink: privacy@mylittlelink.com.