Legal information

FunkyTime Privacy Policy.

Last updated: 31 July 2026

1. Who we are

FunkyTime is a cloud service for tracking time and expenses, managing clients and projects, collaborating with other users, preparing reports, and supporting invoicing and related business administration.

The service is operated by:

FunkyTime NV
Ninovesteenweg 198 bus 29
9300 Aalst
Belgium

For privacy-related questions or requests, please use our contact page.

FunkyTime NV is the data controller for personal data that we process for our own purposes, such as account administration, billing, security and support.

For data entered into FunkyTime by an organisation or another user, that organisation or user may be the data controller, while FunkyTime acts as a processor on their behalf.

2. Scope of this policy

This privacy policy applies to the FunkyTime service, including:

the public website at www.funkytime.com,
the web application at app.funkytime.com,
the API and MCP server at api.funkytime.com,
the FunkyTime mobile applications, and
integrations that connect to FunkyTime through our API or MCP server.

We may update this policy when the service, our providers or applicable laws change. The current version and its last-updated date will be published on this page.

3. Personal data we process

Account information

This may include your name, email address, language, account preferences, authentication and account identifiers, organisation memberships, and user roles.

Passwords are stored using secure password-hashing methods. We do not store passwords in readable form.

Business and project data

This may include information that you or other authorised users enter into FunkyTime, such as:

clients and contact persons,
projects and activities,
time entries and descriptions,
expenses, distances and uploaded receipts,
hourly rates, budgets and billing information, and
reports, invoices and related administrative records.

Some of this information may contain personal data about employees, contractors, customers or other persons.

Payment and subscription information

We process information necessary to administer subscriptions and payments, such as your subscription plan, billing name and address, VAT or company information, payment status and transaction references.

Payment information is processed through Stripe. FunkyTime receives the information needed to administer subscriptions and payments, but does not store complete payment-card credentials.

Technical and usage information

When you use FunkyTime, we may process technical information such as your IP address, browser, app and device information, access times, application requests, authentication and security events, and diagnostic or error information.

Support communications

When you contact us, we process the information contained in your message and any related account or technical information required to assist you.

4. How we obtain your data

We may receive personal data:

directly from you,
from an organisation or user who invites you to FunkyTime,
from other authorised users working in a shared environment,
from payment, authentication, support or infrastructure providers, and
automatically through your use of the website, web application, mobile applications or integrations.

5. Why we process personal data

We process personal data for purposes including:

creating and managing user accounts,
providing the FunkyTime service,
storing and displaying time, expense, project and client information,
enabling collaboration between authorised users,
generating reports and supporting invoicing,
administering subscriptions and payments,
providing customer support,
maintaining security and preventing misuse,
diagnosing technical problems,
complying with legal, tax and accounting obligations,
improving the reliability and usability of the service,
sending service-related communications, and
sending marketing communications where permitted.

6. Legal bases

Under the General Data Protection Regulation, we rely on one or more of the following legal bases.

Performance of a contract

We process data where necessary to provide FunkyTime and administer your account or subscription.

Legitimate interests

We may process data where necessary for legitimate interests such as securing the service, preventing fraud or abuse, diagnosing errors, improving the product, communicating with customers, and protecting or enforcing our legal rights. We balance these interests against the rights and interests of affected individuals.

Legal obligations

We process and retain certain data where required under accounting, tax, company or other applicable law.

Consent

Where required, we rely on consent, for example for certain marketing communications or optional cookies. Consent can be withdrawn at any time.

7. Organisations, teams and shared data

FunkyTime allows users to collaborate within organisations and projects.

When you use FunkyTime through an organisation:

organisation administrators may manage your access,
authorised users may see information that you enter into shared projects,
time entries, expenses or other records created for an organisation may remain part of that organisation’s records after your personal account is deactivated or deleted, and
the organisation is responsible for deciding who may access its environment and how it uses personal data entered there.

Users should only enter personal data into FunkyTime when they are authorised to do so.

8. Service providers

We use selected service providers to operate FunkyTime. These providers may process limited personal data on our behalf only where necessary to provide their services.

Our current principal providers include:

Tilaa, for hosting the FunkyTime application, databases, API and MCP server within the European Union,
Amazon Web Services, using the Ireland region for storing uploaded files, including profile avatars and expense images, and for sending transactional email through Amazon SES,
Stripe, for subscription and payment processing,
Sentry, for application error and crash reporting; configured to use Sentry’s European region,
Intercom, for customer support and communication, and
Apple and Google, for mobile application distribution and related platform services.

These providers process data under their own contractual and legal safeguards. We require service providers acting as our processors to protect personal data and to process it only according to our instructions and applicable law.

9. Where data is stored

FunkyTime’s primary application data, databases, API and MCP services are hosted within the European Union. Uploaded files and transactional email services are hosted through Amazon Web Services in the Ireland region.

We aim to keep the normal storage and processing of FunkyTime account data within the European Union. Some support, payment, mobile platform, error-reporting or optional integration providers may process limited information outside the European Economic Area under the safeguards described below.

10. AI agents and third-party integrations

FunkyTime may be connected to third-party services and AI agents, such as ChatGPT, Claude or other compatible tools.

When you enable and use such an integration:

the external service may send instructions to FunkyTime,
FunkyTime may return information from your account that is needed to fulfil your request,
the integration may retrieve, create, update or delete records within the permissions of your FunkyTime account,
information may be processed by the external provider under its own terms and privacy policy, and
data may be transferred or processed outside the European Economic Area, depending on the provider and your account configuration.

FunkyTime does not automatically send your account data to AI providers merely because an integration is available. Data is exchanged when an authorised user connects and uses the integration.

FunkyTime does not maintain a separate history of prompts, tool instructions or responses exchanged through an AI-agent integration. The information is processed only as needed to fulfil the user’s request. Ordinary infrastructure and error reporting may still record limited technical information when an error occurs.

Users should avoid submitting confidential or personal information to an external agent unless it is necessary for the requested task and permitted by their organisation.

Access can currently be revoked through the connected external service. Disconnecting an integration does not remove records that it previously created or changed in FunkyTime.

11. International transfers

Where personal data is transferred outside the European Economic Area, we use an appropriate legal mechanism where required, such as:

an adequacy decision,
Standard Contractual Clauses, or
another transfer mechanism permitted under data-protection law.

For optional integrations initiated by the user, the third-party provider’s own privacy policy and international-transfer arrangements also apply.

12. Error and crash reporting

We use Sentry to identify and diagnose application errors and crashes. Error reports may contain technical identifiers and limited contextual information associated with the affected request or device.

We seek to limit error reporting to information that is reasonably necessary for diagnosis and security. Users should nevertheless be aware that diagnostic information can sometimes contain personal data depending on the circumstances of an error.

13. How long we retain data

We keep personal data only for as long as reasonably necessary for the purposes described in this policy.

In general:

active account data is retained while the account or organisation remains active,
accounts marked for deletion are periodically removed from our active systems, normally within approximately 30 days,
records belonging to an organisation or shared project may remain in that organisation’s account,
operational backups are normally retained for no longer than 30 days,
selected encrypted archival backups may be retained longer where reasonably necessary for business continuity, legal protection or recovery of historical business records,
billing, transaction and accounting records may be retained for the period required by Belgian law,
security and diagnostic logs are retained for a limited operational period, and
support communications may be retained where necessary to document and resolve the request.

Long-term archival backups are access-restricted, are not used for ordinary processing, and are periodically reviewed. If an older backup is restored, deletion and correction requests received after its creation will be reapplied where required.

14. Account deletion

You can request deletion through the account settings in the FunkyTime web or mobile application.

Your login is disabled when deletion is initiated. Accounts marked for deletion are periodically removed from our active systems, normally within approximately 30 days.

Data created within another organisation’s environment may remain because it forms part of that organisation’s business records.

Users who cannot access their account may contact us through our contact page. We may take steps to verify identity before processing a deletion request.

15. Your rights

Subject to applicable conditions and exceptions, you may have the right to:

access your personal data,
correct inaccurate data,
request deletion,
restrict processing,
object to processing based on legitimate interests,
receive certain data in a portable format,
withdraw consent, and
lodge a complaint with a supervisory authority.

Requests can be submitted through our contact page. We may need to verify your identity before fulfilling a request.

In Belgium, the competent supervisory authority is the Belgian Data Protection Authority.

16. Marketing communications

We may send information about FunkyTime products, service improvements or related offers where legally permitted.

You can opt out of marketing emails by using the unsubscribe link or by contacting us. Opting out of marketing does not prevent us from sending essential account, billing, security or service communications.

17. Cookies and similar technologies

FunkyTime uses cookies and similar technologies where necessary for authentication, security, session management, preferences and service operation.

Our public website may also use third-party functionality or analytics. Where legally required, optional technologies are used only after consent.

You can control cookies through your browser settings. Disabling necessary cookies may prevent parts of FunkyTime from working correctly.

18. Security

We use technical and organisational measures intended to protect personal data against unauthorised access, loss, misuse or alteration. These measures may include:

encrypted network connections,
access controls,
password hashing,
infrastructure and database protection,
logging and monitoring,
backups, and
restrictions on employee and service-provider access.

No internet-based service can guarantee absolute security. Users are responsible for protecting their login credentials and for using suitable account and device security.

19. Children

FunkyTime is intended for professional and organisational use and is not directed at children.

A minor should use the service only where legally permitted and with any required permission from a parent, guardian, school or organisation.

20. Changes to this policy

We may update this policy when the service, our providers or applicable laws change.

The current version and its last-updated date will always be published on this page. Where a change materially affects users, we may provide an additional notice through the service or by email.

21. Contact us

For privacy questions or requests, please use our contact page or write to: