Privacy Policy

1. Who handles your information

Syllable Agency LLC, a Georgia limited liability company, operates MinuteMill. We handle website inquiries, account administration, billing relationships, and service operations. A company using MinuteMill decides which employees to invite and what jobs and work records to keep. We process that workplace information to provide the service for the company.

If you are an employee, your manager is usually the right first contact for questions about recorded hours, corrections, job access, or your company's use of employee information. You can also contact us about privacy questions at track@minutemill.com.

2. Information we collect

• Accounts and company details: names, company names, usernames, email addresses when provided, password hashes, roles, account status, shop codes, timezones, settings, and records of accepting our terms. Employees can use MinuteMill without providing an email address.
• Work records: job numbers, names and descriptions, recorded start and stop times, notes, corrections and their reasons, optional hourly labor costs, and the resulting reports. We also process the spreadsheets and saved column mappings used to import jobs.
• Optional images: company logos uploaded by managers and profile pictures uploaded by employees.
• Billing: billing contact details and addresses, Stripe customer and subscription references, seat counts, payment and subscription status, and information needed to reconcile billing. Payment card details are entered on Stripe's hosted pages; MinuteMill does not collect or store full payment card numbers.
• Messages: contact form inquiries, support messages, replies, and their status, including spam review decisions. Public inquiries include the name, email, optional company name, and message you submit.
• Technical information: IP addresses, browser and device information, session identifiers, request and error logs, and temporary security checks used to operate the site, authenticate users, limit abuse, and prevent duplicate or automated contact submissions.

3. How we use information

We use information to create and secure accounts; record and display job hours; provide company reports and exports; process imports and images; manage subscriptions; deliver requested invitations, password resets, and daily recap emails; answer questions; and maintain, troubleshoot, and protect the service. Managers control whether their company's daily recap is enabled.

Where a legal basis is required, we rely on providing the service under our agreement, legitimate interests in running and securing the service and responding to inquiries, compliance with legal obligations, and consent for optional analytics. The appropriate basis depends on the information and activity.

4. Who can see workplace records

Managers can see and manage their company's jobs, employee accounts, recorded hours, notes, and labor costs. Employees can see their own recorded hours and notes and the jobs made available by their company. Company logos and employee profile pictures can be displayed to authorized users within the workspace.

Authorized MinuteMill administrators can access information as needed to operate the platform, manage billing, investigate problems, and provide support. Managers are responsible for how they use, export, or share their company's reports outside MinuteMill.

5. Necessary cookies and browser storage

MinuteMill uses necessary session and security cookies to keep forms secure, remember a signed-in session, and prevent unauthorized requests. These are used for the service to work, including when optional analytics is declined. Employee sign-ins can last up to 30 days; manager sign-ins expire after 12 hours, and platform administrator sign-ins after 8 hours. Signing out or a manager revoking access can end a session sooner.

We also store your analytics choice in this browser's local storage for up to 180 days so you do not have to choose on every visit. The choice applies to that browser and device. Clearing browser storage removes the saved choice.

6. Optional Google Analytics on public pages

With your permission, we use Google Analytics 4 on MinuteMill's public website to understand which pages are useful and how visitors use them. The Google tag does not load before you accept optional analytics. You can decline and continue using the website and service.

Analytics can measure public page views, a scroll reaching about 90% of a page, outbound link clicks, form interactions, and whether a contact inquiry was successfully submitted. Google receives technical connection information, including your IP address, browser and device details, and analytics identifiers; it may derive an approximate location. The Google tag uses first-party cookies, which we configure to expire after up to 180 days.

Our analytics events use public page addresses without query strings or fragments and limit referral information to the referring site's origin. We do not send entered form values, names, email addresses, account identifiers, job details, or employee time records to Google Analytics. The tag is not installed on sign-in, registration, invitation, password reset, or signed-in workspace pages. Google signals and advertising personalization are disabled in our tag configuration.

Use Analytics choices in the public website footer to change or withdraw your permission. Withdrawal stops further analytics collection from that browser and removes the analytics cookies we set; it does not automatically erase information already received by Google. You can contact us about a request concerning previously collected information.

See how Google uses information from sites that use its services and Google's Privacy Policy for Google's processing and controls.

7. Service providers and other disclosures

We use providers to deliver the service and share information needed for their role:

• Hosting and operations: DigitalOcean infrastructure and Laravel Forge deployment management support the website, application, database, and operational services.
• Transactional email: Resend receives recipient information and email content needed to deliver invitations, password resets, and daily recaps. A recap can include employee names, job details, recorded hours, and notes sent to the company's managers.
• Payments: Stripe processes billing and subscription information, payment details, invoices, and hosted billing management.
• Optional public website analytics: Google receives the analytics information described above only after you accept.

These providers process information under their applicable terms and privacy practices. Their notices are available from DigitalOcean, Resend, Stripe, and Google.

We may also disclose information when reasonably necessary to comply with law or a valid legal request, investigate abuse, protect people's rights or security, or carry out your instructions. If the business or service is transferred, information may be transferred as part of that transaction, subject to applicable protections and notice requirements.

8. Retention and security

We keep account and workplace information as needed to provide the service and keep records available to the company. We keep messages and technical information as needed for support, security, and service operations. Some information may need to be retained to meet legal obligations, maintain financial records, prevent abuse, or resolve disputes.

Canceling a subscription does not itself delete the workspace or its records. Contact us to request account closure or deletion, and export any records you need before closing an account. We will review the request, verify authority where needed, and explain any information that must be retained.

We use access controls, encrypted web connections, hashed passwords, and other measures appropriate to the service. No internet service or storage system can be guaranteed completely secure. Keep passwords and invitation links private and let us know promptly if you suspect unauthorized access.

9. Your choices and privacy requests

You can choose whether to allow analytics, remove optional images, and ask your manager to correct workplace records or change your access. Managers can change company settings, control daily recap emails, manage employees, and export hours.

Depending on where you live and the circumstances, you may have rights to access, correct, delete, or receive a copy of personal information, restrict or object to certain processing, or withdraw consent. Send requests to track@minutemill.com. We may need to verify your identity or authority and coordinate workplace requests with the company that controls those records. We will respond as required by applicable law. You may also have a right to complain to your local data protection authority.

10. International processing and children

Syllable Agency LLC operates from the United States. Our providers may process information in the United States and other countries, whose privacy laws can differ from those where you live. Contact us before providing information that requires particular contractual or data residency arrangements.

MinuteMill is a business workplace tool and is not directed to children under 13. Do not create an account for or knowingly provide personal information about a child under 13. Contact us if you believe such information has been provided.

11. Updates

We may update this policy when the service or our practices change. The effective date appears above. We will provide additional notice of material changes where required and obtain a new analytics choice if the optional analytics purposes materially change.

12. Contact

For privacy questions or requests, contact Syllable Agency LLC at track@minutemill.com or use the contact form. See our Terms of Use for the service agreement and cancellation process.