Terms of Service, Privacy Notice, and Promotional Rules

Part I. Platform Terms of Service

1. 1. Acceptance of Terms

   By accessing or using SubmitYourTime.com (the “Platform”), you agree to these Terms of Service, our Privacy Notice (Part II below), and any policies referenced here. If you do not agree, do not use the Platform.

2. 2. Service Description

   The Platform provides online tools for time tracking, time entry submission, submission recall/edit workflows, and team/member administration features, including role-based controls and submission settings. Features may vary by subscription plan.

3. 3. Account Registration and Security

   • You must provide accurate, current, and complete registration information.
   • You are responsible for all activity under your account and for maintaining account credential security.
   • You must promptly notify us of suspected unauthorized access or account misuse.
   • We may require email verification, password resets, or additional verification to protect account integrity.

4. 4. Eligibility To Use the Platform

   You must be at least the age of majority in your jurisdiction and able to form a binding agreement. If you use the Platform on behalf of a business, you represent that you have authority to bind that entity.

5. 5. Subscriptions, Billing, and Renewal

   • Paid access is offered through subscription plans displayed on the Platform.
   • Subscription charges, billing intervals, and plan features are shown at checkout.
   • Unless otherwise stated at checkout, subscriptions renew automatically until canceled.
   • Billing, subscription renewal, and payment processing are handled by Stripe, Inc. (Stripe) and are subject to Stripe's terms and privacy policy.
   • We may change plan prices or features prospectively with notice as required by law.

6. 6. Cancellation and Refunds

   You may cancel your subscription via your account billing settings or designated billing portal. Unless required by applicable law, fees already paid are non-refundable and partial billing period refunds are not provided. Service access continues through the end of the paid period unless otherwise specified.

7. 7. User Content and Time Data

   As between you and us, SubmitYourTime owns the Platform, its databases, software, design, structure, and all aggregated or de-identified analytics, insights, and reporting generated from Platform usage. You grant us a worldwide, royalty-free license to host, process, copy, store, adapt, and use submitted data as needed to operate, secure, support, improve, and enforce the Platform and these Terms.

   For personal information, this section does not waive or remove rights provided by applicable privacy laws. Collection, use, disclosure, retention, and rights requests are governed by Part II (Privacy and Data Use Notice) and applicable law.

8. 8. Business and Team Management Features

   Account owners and authorized managers are responsible for permissions, role assignments, and member settings in business accounts. You must only grant access to users you are authorized to manage and ensure your team’s use complies with these Terms.

9. 9. Acceptable Use

   You agree not to:

   • Use the Platform for unlawful, fraudulent, deceptive, or abusive purposes.
   • Upload malware, attempt unauthorized access, or interfere with Platform operation or security.
   • Reverse engineer, scrape, or automate access in a way that disrupts normal service.
   • Submit content that infringes third-party rights or violates privacy/confidentiality obligations.
   • Misrepresent identity, authority, or affiliation.

10. 10. Suspension and Termination

    We may suspend or terminate access, with or without notice where permitted by law, if we reasonably believe you violated these Terms, created security or legal risk, or used the Platform in a harmful manner.

11. 11. Communications

    By creating an account, you consent to receive service-related communications (for example: account notices, security alerts, billing updates, and submission-related notices). Marketing communications are optional where required by law and may be unsubscribed from at any time.

12. 12. Intellectual Property

    The Platform, including software, branding, layout, and non-user content, is owned by us or our licensors and protected by intellectual property laws. Except as expressly allowed, you may not copy, distribute, modify, or create derivative works.

13. 13. Third-Party Services

    The Platform may integrate with third-party services (for example authentication providers, Stripe for payments, or email systems). We are not responsible for third-party platforms, and your use of them is governed by their own terms and policies, including Stripe's services agreement and privacy policy.

14. 14. Service Availability and Changes

    We may add, remove, or modify features, and may perform maintenance that temporarily affects availability. We do not guarantee uninterrupted or error-free operation.

15. 15. Disclaimers

    The Platform is provided on an “as is” and “as available” basis, without warranties of any kind except where prohibited by law. We do not guarantee that outputs are suitable for payroll, tax, legal, or regulatory compliance without your independent review.

16. 16. Limitation of Liability

    To the maximum extent permitted by law, we are not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profits, revenue, data, or goodwill. Our total liability for claims arising out of or related to the Platform will not exceed the amount you paid to us in the twelve (12) months before the claim.

17. 17. Indemnity

    You agree to defend, indemnify, and hold us harmless from claims, damages, liabilities, and expenses arising from your use of the Platform, your User Content, or your breach of these Terms.

18. 18. Governing Law and Disputes

    These Terms are governed by the laws of [Insert Province/State and Country], without regard to conflict-of-law rules. Courts located in [Insert Venue] will have exclusive jurisdiction unless otherwise required by consumer protection law.

19. 19. Changes to These Terms

    We may update these Terms from time to time. Material updates will be posted on this page and, when required, notified by email or in-product notice. Continued use after the effective date constitutes acceptance of revised Terms.

20. 20. Contact

    Legal and support contact: [Insert Legal Name], [Insert Mailing Address], [Insert Support Email].

Part II. Privacy and Data Use Notice

21. 21. Categories of Data We Collect

    • Account identity data: name, username, email address, and password hash (or social login identifier).
    • Profile data: optional profile photo, business profile fields, and account settings.
    • Service data: time entries, submission metadata, timestamps, recipient fields, and recall/update history.
    • Billing-related data: subscription status and transaction references from Stripe (we do not store full card numbers).
    • Technical/security data: IP address, browser/device details, authentication logs, and anti-abuse telemetry.
    • Communications data: support requests and notification preferences.

22. 22. How We Use Personal Information

    • Provide and operate core Platform features.
    • Authenticate users, prevent fraud, and maintain security.
    • Process subscriptions and manage account billing status.
    • Send service, transactional, and administrative notifications.
    • Improve usability, reliability, and performance.
    • Comply with legal obligations and enforce these Terms.
    • Generate internal statistics, trend reporting, and product analytics using aggregated or de-identified data.

23. 23. Legal Bases (Where Applicable)

    Depending on jurisdiction, we process data based on contract necessity, legitimate interests, consent, and legal compliance. Where consent is required, you may withdraw it subject to legal and operational limits.

24. 24. Sharing of Information

    We may share personal information with service providers that help us run the Platform (for example hosting, authentication, Stripe for payment processing and subscription billing, email delivery, analytics, and support), under contractual confidentiality and data protection requirements. We may also disclose information for legal compliance, fraud prevention, and rights protection.

25. 25. International Transfers

    Your information may be processed in jurisdictions outside your residence. Where required, we use contractual and organizational safeguards designed to protect transferred data.

26. 26. Data Retention

    We retain information only as long as needed for service delivery, billing records, security, legal compliance, and dispute resolution. Retention periods may vary by data type and applicable law.

27. 27. Security

    We use reasonable administrative, technical, and physical safeguards designed to protect personal information. No system can be guaranteed perfectly secure, and you use the Platform with that understanding.

28. 28. Your Rights

    Subject to local law, you may have rights to access, correct, delete, restrict, object to, or port certain personal information. To make a request, contact us at [Insert Privacy Contact Email]. We may need to verify your identity before processing requests.

29. 29. Cookies and Similar Technologies

    We may use cookies or similar technologies for authentication, session management, security, and analytics. You may manage certain cookie controls through your browser settings.

30. 30. Children’s Data

    The Platform is not directed to children below the age of majority. We do not knowingly collect personal information from children. If you believe a child submitted data, contact us for removal review.

Part III. Monthly Promotional Sweepstakes Rules

NO PURCHASE OR PAYMENT OF ANY KIND IS NECESSARY TO ENTER OR WIN. A PURCHASE WILL NOT INCREASE YOUR CHANCES OF WINNING. VOID WHERE PROHIBITED.

31. 31. Sponsor

    [Insert legal name or individual legal name], [Insert mailing city/province/state, country] (the “Sponsor”).

32. 32. Sweepstakes Eligibility

    The Monthly Platform Giveaway (the “Sweepstakes”) is open only to natural persons who, at the time of entry:

    • Are legal residents of the 50 United States (including D.C.) or Canada (including Quebec).
    • Have reached the age of majority in their jurisdiction of residence.
    • Are not employees, officers, directors, agents, or immediate family/household members of Sponsor or its affiliates.

33. 33. Entry Period

    Each monthly entry period begins at 12:00:00 AM ET on the first calendar day of the month and ends at 11:59:59 PM ET on the last calendar day of that month (the “Monthly Entry Period”). Sponsor’s clock is the official timekeeping device.

34. 34. How To Enter

    Entrants may enter through one of the following methods. Each valid entry receives equal weight in the drawing.

    Subscriber Entry Method (Paid Service Users)

    Active paid subscribers receive one (1) entry for each unique calendar day during which they log in and submit time data, up to one (1) entry per person per day.

    Alternative Method of Entry (AMOE) — No Purchase Method

    To enter without purchasing a subscription, handwrite your full legal name, valid email address, primary phone number, and physical mailing address on a 3" x 5" card (or plain paper of similar size), and mail it in a separate stamped envelope with a handwritten return address.

    Limit: one (1) AMOE entry per person, per envelope, per unique calendar day.

    No purchase entrants are not required to subscribe, register as paid users, or buy any service to be eligible to win.

35. 35. AMOE Mailing Address Access

    To reduce automated scraping/spam, the current AMOE mailing address is displayed on Sponsor’s security-verified page at: [Insert URL]. Entrant must complete the human-verification step and select “Reveal Address” to view the current mailing destination.

36. 36. Mail-In Timing Requirements

    For a given Monthly Entry Period, AMOE entries must be:

    • Postmarked no later than the last calendar day of that month.
    • Received by Sponsor within seven (7) business days after month-end.

    Late, illegible, incomplete, or non-compliant entries are void.

37. 37. Entry Integrity / Disqualification

    Mechanically reproduced, printed, photocopied, bulk-mailed, script-generated, bot-generated, or third-party sweepstakes-service entries are void.

    Sponsor may disqualify entries that objectively fail rule requirements, including missing required fields, duplicate same-day entries beyond limit, or non-handwritten AMOE content.

38. 38. Prizes; Winner Count; Value Caps

    • 1 to 799 eligible entries: one (1) prize winner.
    • 800 to 1,199 eligible entries: two (2) prize winners.
    • 1,200 to 1,599 eligible entries: three (3) prize winners.
    • One (1) additional winner for each full additional 400-entry block.

    Each prize is one (1) digital gift card with ARV of $50 USD (or CAD equivalent, at Sponsor discretion).

    Maximum prize value per winning person per Monthly Entry Period: $100 USD equivalent.

    Prizes are non-transferable, no cash redemption, except Sponsor may substitute equal/greater value if needed.

39. 39. Odds

    Odds of winning depend on the number of eligible entries received in the Monthly Entry Period.

    Each valid entry has equal odds relative to all other valid entries in the same monthly pool.

    Because additional winners are added only at completed entry blocks, per-entry odds fluctuate by total entries.

40. 40. Random Drawing; Notification; Forfeiture

    Random drawing occurs within ten (10) business days after the AMOE receipt deadline.

    Potential winners are notified by email.

    Potential winner must respond within seven (7) calendar days or prize may be forfeited.

    If ineligible/non-responsive, Sponsor may draw alternate winner(s) from remaining eligible entries.

41. 41. Canada Skill-Testing Requirement

    For Canadian residents, declaration as a confirmed winner is conditional on correctly answering a time-limited mathematical skill-testing question, unaided, as administered by Sponsor.

42. 42. Taxes

    Winners are solely responsible for all applicable federal, state, provincial, territorial, and local taxes and reporting obligations.

43. 43. Sweepstakes Privacy

    Sweepstakes entry information is used for contest administration, winner verification, notification, and prize fulfillment, and is also subject to the Privacy and Data Use Notice in Part II of these terms.

44. 44. Regulatory Compliance

    Sponsor intends to operate this promotion in compliance with applicable U.S. and Canadian laws.

    If registration, bonding, trust funding, translation, or filing obligations are triggered in any jurisdiction, Sponsor may amend rules, limit eligibility in affected jurisdictions, or complete required filings before continuing.

45. 45. Winner List

    To request a winner list (first name, last initial, state/province), send a self-addressed stamped envelope to Sponsor with: “Monthly Sweepstakes Winner List Request – [Month Year]”. Requests must be received within sixty (60) days after the relevant monthly drawing closes.