Last updated 8 November 2026
Data Processing Addendum
For organisations that schedule their staff with eTime: how we process personal data on your behalf, as required by Article 28 of the GDPR and the UK GDPR.
1. Roles
When you (the customer) use eTime to schedule and manage your staff, clients or guests, you are the controller of that personal data ("customer personal data") and Sansa Group AB is your processor. For eTime accounts, people's personal calendars and linked calendars, billing and security logs, Sansa Group AB is a controller under our Privacy Policy.
2. Details of the processing
| Item | Details |
|---|---|
| Subject matter and purpose | Providing eTime to you: scheduling, rule checks, sick calls and open shifts, leave, meetings and booking links, time tracking, cost estimates, exports, home visits and AI features when your users ask for them. |
| Duration | For as long as you use eTime, then until deletion under section 8. |
| Data subjects | Your staff and other people you schedule (employees, contractors, temps), your users, clients you visit (home visits mode) and guests who book meetings. |
| Categories of data | Alias; outside ID mode, name and contact details; roles, qualifications, units, availability and preferences; shifts and assignments; absences and leave (type and dates); time entries, and whether a clock-in was inside the work area; pay rates and cost estimates; meetings; guests' name and email; clients' contact details and visit plans. |
| Special categories | Absence type sick or parental leave can be data concerning health. eTime stores only the type and dates, never a diagnosis. You are responsible for your legal basis for this data under Article 9 GDPR. |
| Nature of the processing | Storage, organisation, rule checks, optimisation, display to authorised users, notifications, export and deletion. |
3. Instructions
We process customer personal data only to provide eTime as described in the Terms and your settings, or as required by law. Your settings (ID mode, transparency, modes, location checks, automatic picking) are part of your instructions. We'll tell you if we believe an instruction breaks data protection law.
4. Confidentiality and security
Everyone with access is bound by confidentiality. Our staff access customer personal data only when you ask us to for support, or when needed to keep the service running or to meet a legal duty. We apply the measures described on our Security page, including encryption in transit and at rest, field-level encryption of names and contact details with a key per workplace, ID mode, role-based access checked on the server, an audit log, and sending only aliased data to AI models.
5. Subprocessors
You authorise the subprocessors listed on our Subprocessors page. We'll give at least 30 days' notice of new subprocessors that handle customer personal data, and you may object on reasonable grounds; if we can't resolve it, you may end the affected service. We impose equivalent data protection obligations on each subprocessor and remain responsible for them.
6. Assistance
eTime's tools let you view, correct, export and delete the data you hold about people. If we receive a request from one of your data subjects, we'll pass it to you and help you respond. We'll also give you reasonable help with data protection impact assessments and with informing or consulting employee representatives, using the information on these pages.
7. Personal data breaches
We'll notify you without undue delay, and where feasible within 24 hours, after confirming a breach affecting customer personal data, with the facts known so far and the information you need for your own notifications, and we'll update you as we learn more.
8. Deletion and return
You can export your data at any time with the export tools. When you ask us to delete your workplace, we delete customer personal data within 30 days, and backup copies expire within a further 30 days, except where the law requires us to keep it.
9. Audits
We'll make available the information needed to demonstrate compliance with this addendum, including answers to reasonable security questionnaires, and allow reasonable audits once a year with 30 days' notice.
10. International transfers
eTime's database is held in the EU. Where customer personal data leaves the EU/EEA, Switzerland or the UK (for example, aliased AI requests or push notification tokens), the EU standard contractual clauses (module two or three, as applicable) and the UK addendum are incorporated by reference, unless the recipient is certified under the EU–US Data Privacy Framework.
11. Governing law
This addendum is governed by Swedish law, and disputes are decided by the Swedish courts, with Gothenburg District Court (Göteborgs tingsrätt) as the first instance. The standard contractual clauses incorporated in section 10 are governed by the law of Sweden as well, where the clauses allow it. Our lead supervisory authority is the Swedish Authority for Privacy Protection (IMY).
12. Accepting this addendum
This addendum forms part of the Terms for organisations that use eTime and is entered into with Sansavision, a division of Sansa Group AB, a limited company registered in Sweden (organisation number 559111-9507). If you need a countersigned copy, email support@etime.my.