How employee information is handled in the GEM Time app and in the GEM Time web service.
Version 1.6 · In effect from 4 October 2026
The short version. GEM Time is workplace software. Your employer decides what goes into it and who may see it; we run the system on their behalf. The app records when you clock in and out, your schedule, your leave, and — where your device allows it — where you were when you clocked. There is no advertising in GEM Time, and no analytics or tracking scripts of any kind.
Two companies are involved, and they do different things:
| Company | What it does |
|---|---|
| GEM IT Solutions Group LLC A limited liability company organised under the laws of the State of Wyoming, United States of America 30 N Gould St, Ste N, Sheridan, WY 82801, United States of America |
Owns and develops GEM Time, supplies the software and holds the hosting agreement under which the service runs. This is the company your employer contracts with, and the processor acting on your employer's instructions. The servers described in section 7 are operated under its hosting agreement. |
| GEM IT Solutions Group B.V. A private limited liability company incorporated under the laws of Curaçao, registered in the Curaçao Commercial Register under number 143036 Mahuma Kaya L 48, Willemstad, Curaçao |
Implements the system for employers, trains their staff and provides day-to-day support across Curaçao, Aruba, Bonaire, Sint Eustatius, Saba, Sint Maarten and Trinidad & Tobago, under licence from and on the instructions of GEM IT Solutions Group LLC. This is the company you and your employer deal with day to day. |
Where this policy says "we", it means both companies. Access to your information is limited to the people in either company who need it to provide those services.
This is the most important thing on this page, because it determines who you talk to.
Your employer is the controller of the information in their GEM Time account: they decide which people are in the system, what is recorded, who may look at it, and how long it is kept. GEM IT Solutions Group LLC is the processor under a written agreement with your employer: it hosts and maintains the system and acts on your employer's instructions. GEM IT Solutions Group B.V. carries out implementation, training and support under that same arrangement.
If you want to see, correct or remove information about yourself, your employer is the first place to ask. We cannot release or change one company's records on our own initiative. You may also contact us at the address below: we will pass your request to the right people and help them answer it.
Depending on what your employer switched on, the system may hold:
| Category | Examples |
|---|---|
| Identity and employment | Name, email address, employee number, hire and end dates, department, team, job title |
| Time and attendance | Clock-in and clock-out times, hours worked, overtime, and the location recorded with a punch (see section 4) |
| Scheduling | Shifts, shift swaps, availability, open-shift requests |
| Absence | Leave requests and balances, sickness absence records |
| Payroll | Pay rates, salary, payslips, deductions, tax and premium figures, bank account details and changes to them |
| Documents | Files and photographs uploaded by an employee or a supervisor, such as a form photo or a doctor's note |
| Biometrics | Fingerprint and face templates, where your employer uses biometric terminals (see section 6) |
| Account and sign-in | Password (stored only as a one-way hash), two-factor settings, and a record of successful sign-ins including the IP address used |
| Notifications | A subscription identifier for your device, where you have turned notifications on |
When you clock in or out from a phone, tablet or computer, GEM Time asks your browser or the app for your location and records it with that punch, along with how accurate the reading was. This is stated plainly because it is easy to get a misleading impression of it:
If you turn notifications on, GEM Time can alert you about a shift, a swap, a leave decision or an open shift.
Notifications never name another employee. A supervisor's phone shows "Someone on your team requested time off", not who, and not on which dates. Who and when is one tap away, behind your login. Some notifications do carry a date — an open shift that nobody has claimed, or a decision about a request of your own. Those name nobody, but a message about your own request plainly concerns you, and it is delivered to a device registered to you.
The content of a notification is encrypted before it leaves our server, using keys that belong to your own device. The service that delivers it to your phone cannot read it.
Where your employer uses biometric terminals, GEM Time stores a mathematical template derived from a fingerprint or a face — not a photograph or an image of your finger. Templates are encrypted where they are stored.
If you withdraw consent, the copy held centrally by GEM Time is deleted immediately. If you leave the company, you stop being sent to any terminal at once, and the central copy is deleted by the daily cleanup once six months have passed since your recorded last day. Your employer can also ask for it to be deleted sooner, and withdrawing consent deletes it straight away.
GEM Time keeps a separate record of which templates each terminal is holding and which deletions are still outstanding. Without that record, a template can remain on a device after the paperwork says it should be gone.
How the deletion reaches the terminal depends on the terminal. Terminals running the GEM Time kiosk software collect the outstanding deletions the next time they contact the server, and GEM Time keeps the request open until the terminal confirms it has erased you; a terminal that is switched off cannot do this until it is back online. Other terminals can be set up to send punches to GEM Time without accepting instructions back from it. For those, GEM Time cannot send a deletion command: it records that the deletion is outstanding, and your employer or a technician carries it out on the device. We can show your employer which deletions are still open; we cannot complete those ourselves. Ask your employer which kind of terminal you clock on.
A separate technical note describing exactly how biometric data is stored, and what a breach would and would not expose, is available on request.
GEM Time runs on servers operated by Hetzner in Ashburn, Virginia, United States, under a hosting agreement held by GEM IT Solutions Group LLC. Information you enter is stored there.
Where your employer is established outside the United States, this means their employees' information is processed in a different country than the one they work in. Employers who need the service in a specific region should raise it with us before the system is set up.
| Category | Kept for |
|---|---|
| Payroll records, payslips, tax and premium filings | At least 10 years, in line with statutory record-keeping obligations |
| Clock times and timesheets | At least 10 years — they are the basis of the payroll records above |
| Uploaded documents and photographs | At least 5 years |
| Sign-in records | The most recent 50 sign-ins per person. Entries older than 12 months are removed at the next daily cleanup, which covers every employer — including employers and accounts that are no longer used. A shorter period may be configured for the server. |
| Saved help-assistant conversations | Conversations saved more than 12 months ago are removed at the next daily cleanup. The 12 months run from the day the conversation was saved. See section 9a. |
| Biometric templates | Deleted immediately when consent is withdrawn. Otherwise kept until six months after your recorded last day, then removed at the next daily cleanup. Removal from an individual terminal depends on the terminal — see section 6. |
| Sign-in sessions — computer | 12 hours |
| Sign-in sessions — phone app | 30 days by default, renewed each day you use the app, so that you are not asked for your password before every shift. Continued daily use can therefore keep you signed in for longer than that period. The operator sets it for the whole server; it is not chosen separately by each employer. Ask your employer which period applies to your service. Expired sessions are removed by the server's hourly cleanup. |
Some of the above is deleted automatically, and some is not. Sign-in records, saved help-assistant conversations and the biometric templates of people who have left are removed by the daily cleanup described in the table; expired sign-in sessions by the hourly one. Everything else is removed when your employer asks us to remove it, or when their agreement with us ends.
The periods in the table do not all mean the same thing. A statutory minimum retention period — how long a record must be kept — is not the same as a maximum, and neither is the same as how long a sign-in session stays valid.
GEM Time contains no advertising, no analytics and no tracking scripts. The screens load nothing from third-party servers. The following parties are involved in running the service:
| Party | Role | When |
|---|---|---|
| Hetzner | Hosting — contracted by GEM IT Solutions Group LLC | Always — this is where the system runs |
| Your device's notification service | Delivers notifications | Only if you turn notifications on. It cannot read their content. |
| Email provider | Sends system email such as password resets and payslip notices | System email is sent through the mail service configured for your employer, and is then handled by the services that carry and receive it — including, where mail goes to a personal address, that provider |
| Payroll integration | Transfers payroll data to an external payroll system | Only where your employer has enabled the integration |
| AI help assistant | Answers questions about how to use GEM Time | Only where your employer has enabled it — see section 9a. |
We do not sell information.
The assistant is powered by Anthropic (United States), using its Claude models. Anthropic is our sub-processor for this feature: it receives what is listed below only in order to answer that request, under our account and our instructions, and not for its own purposes. Anthropic states that, by default, inputs and outputs from its commercial products are not used to train its models.
Where your employer has switched the help assistant on, and you use it, the following is sent to Anthropic:
A resolved conversation is then stored under your own account, so that you can reopen it. In GEM Time itself it is retrievable only by you: the screen that lists saved conversations shows a person their own and nobody else's, and there is no employer screen that lists everybody's. Stored conversations are removed at the next daily cleanup once 12 months have passed since the conversation was saved, as described in section 8.
The assistant does not look up employee records, payroll figures or absence data to answer a question — it is given documentation, not your company's data. But whatever you type is sent. Please do not enter names, salaries, bank details or health information you do not need to include in the question.
You have the right to know what is held about you, to have it corrected if it is wrong, and — where the law allows and no record-keeping obligation applies — to have it removed.
Exercise those rights through your employer, who controls the account. If your employer needs our help to answer you, we will provide it. If you believe your employer is not answering you, you may contact us at the address below and we will take it up with them.
GEM Time is workplace software and is not directed at children. Where a young person is legally employed, their information is handled in the same way as any other employee's, on their employer's instructions.
When this policy changes in a way that affects what is collected or who it is shared with, we update this page. Employers are informed directly.
For any question about this policy, or to exercise the rights in section 11, write to info@gem-itsolutions.com. That address reaches both companies. If your question is about information your employer holds about you, please ask your employer first — section 2 explains why — and we will help them answer it.
| Company | Registered office |
|---|---|
| GEM IT Solutions Group LLC State of Wyoming, United States of America Processor — the company your employer contracts with |
30 N Gould St, Ste N Sheridan, WY 82801 United States of America |
| GEM IT Solutions Group B.V. Curaçao Commercial Register no. 143036 Implementation, training and support |
Mahuma Kaya L 48 Willemstad Curaçao |
