Time Off Balance Privacy Policy
Last updated November 4, 2026
Who we are and what this covers
This policy explains what personal information cloudIMPACT, LLC ("cloudIMPACT", "we", "us") collects through Time Off Balance, why, and what you can do about it. cloudIMPACT is a business and technology consulting firm based in Furlong, Pennsylvania, USA.
Time Off Balance is the browser extension employees use to see their own time-off balances, and the admin portal at admin.cloudimpact.com where companies set it up, manage admins and handle billing. Our website, cloudimpact.com, has its own Website Privacy Policy ↗.
The most important point first: employees' time-off balances and other Workday data never pass through cloudIMPACT. The extension signs each employee in to their employer's own Workday and reads their balances directly from Workday, inside their browser.
When a company uses Time Off Balance, that company decides how its employees use it. For information about its employees, the company is responsible for it (the "controller"), and we handle the little we receive on its behalf (as its "processor" or "service provider"). Employees with questions about their data should contact their employer first.
Information we collect
| Where | What we collect | Where it comes from |
|---|---|---|
| Sign-up | Your name, work email, job title (optional), password, company name, Workday tenant name, organization code, and roughly how many employees your company has | You |
| Admin portal accounts | Name, work email and role of each admin; a scrambled (hashed) form of the password; passkeys and authenticator-app settings for the second sign-in step; sign-in times, IP address and browser type | You and your company's admins |
| Your company's settings | Workday hosts and API Client IDs (never Workday passwords or client secrets), branding, email domains, and a log of who changed what and when | Your company's admins and cloudIMPACT staff |
| Billing | Billing contact email, purchase order number, plan, license pack and invoices. Card and bank details go directly to our payment processor, Stripe; we never see or store them | You and Stripe |
| The extension, from each employee's browser | The organization code, the extension's version and the browser type, to send the right settings; a one-way identifier made in the browser from the employee's Workday worker ID, the browser type and the date it was last used, to count licenses in use | The employee's browser |
| Finding your company in the extension | If an employee types their work email instead of a code, we use its domain (the part after @) to find the company, and don't keep the address | The employee |
| Support requests | What your admins write in support requests and replies, the files they attach, and who wrote them and when | Your company's admins and cloudIMPACT staff |
| The help assistant (Premium) | The questions an admin asks and the assistant's answers, sent to our AI provider to answer them, along with the admin's role, company name, plan and whether the Workday connection is set up. We don't keep the conversation | Your company's admins |
| Our servers | Technical logs of requests (date, time, page requested, IP address), used for security and troubleshooting | Automatically |
What we never collect from the extension: time-off balances, plans, absence history, names, email addresses or any other Workday data. Sign-in to Workday happens between the employee's browser and Workday; we never see Workday passwords or the sign-in tokens. When a manager or HR person looks up a colleague's balances (Premium), that also stays between their browser and Workday.
The one-way identifier lets us count each person once across browsers and devices. We don't receive the worker ID it's made from, and we can't use it to look up who someone is.
Cookies. The admin portal uses only cookies it needs to work: keeping you signed in, protecting forms against forgery, remembering a trusted browser for the second sign-in step, short-lived sign-up progress, and list preferences such as rows per page. We don't use advertising cookies, and we don't sell or share information for advertising.
How we use it
We use personal information only to run Time Off Balance with you:
- To provide Time Off Balance: create and secure accounts, send each browser its company's settings, check licenses, and count licenses in use against the plan.
- To communicate with you: sign-up and sign-in codes, invitations, security notices, license notices, plan approvals, invoices and replies to your questions.
- To bill: set up and manage subscriptions and invoices through Stripe.
- To keep things secure: require a second sign-in step, limit repeated attempts, keep an activity log customers can see, and investigate misuse.
- To improve the Service and meet legal duties: for example, tax and accounting records.
We do this because it is needed to provide the service you or your company asked for, because we have a legitimate interest in running and securing it, or because the law requires it. Where the law requires your consent, we ask for it.
We don't sell personal information, use it for targeted advertising, or use employees' information for any purpose other than providing Time Off Balance to their employer.
Who we share it with
We share personal information only with companies that help us provide the Service, under contracts that limit what they may do with it:
| Provider | What they do for us | What they receive |
|---|---|---|
| Render | Hosts the admin portal and its database, in the United States | Everything stored in the portal |
| Stripe | Payments, subscriptions and invoices | Billing contacts, company name, plan, and the card or bank details you give them directly |
| Resend | Sends our emails | Recipient email addresses and the email's content |
| Anthropic | The AI model behind the help assistant (Premium) | The admin's questions, the conversation so far, and the context listed above. Under our agreement with Anthropic, this isn't used to train their models |
We may also share information:
- Within your company: your company's other admins see admin names, emails, roles and the activity log. cloudIMPACT staff can open a company's portal only when the company allows it, and every visit is logged for the company to see.
- When the law requires it, or to protect the rights, safety or property of our customers, our users or cloudIMPACT.
- If cloudIMPACT is sold or merged, with the new owner, who must honor this policy.
The extension talks to your company's Workday tenant. Workday is your company's service, under your company's agreement with Workday; we don't control it.
How long we keep it, and how we protect it
Retention. We keep account, company and billing information while the company's account is open. After it closes, we delete or anonymize it once we no longer need it for legal, tax, accounting or dispute purposes. Server logs are kept for a limited time for security.
Security. Every admin signs in with a password and a second step (a passkey or an authenticator app). Passwords are stored only in hashed form, and connections are encrypted. The settings sent to browsers are digitally signed, so they can't be altered on the way. Access by cloudIMPACT staff is limited, needs the company's permission and is logged. No system is perfectly secure, but we work to protect your information and will notify affected customers of a breach as the law requires.
Where it is stored. Our services and providers are in the United States, so your information is stored and processed there. If you use Time Off Balance from outside the United States, you understand your information will be transferred there.
Your choices and rights
Depending on where you live, you may have the right to:
- know what personal information we hold about you and get a copy;
- correct it;
- have it deleted;
- object to or limit how we use it;
- not be discriminated against for using these rights.
Residents of California and other US states with privacy laws have these rights under those laws; people in the European Economic Area and the United Kingdom have similar rights under the GDPR. We don't sell personal information or share it for cross-context behavioral advertising.
How to ask. Email us at the address below. We'll confirm who you are before acting, and answer within the time the law allows (usually 30 to 45 days). You can have an authorized agent ask for you.
Admins can correct their own name and change their sign-in methods in the admin portal. A company's Owner can remove admins.
Employees using the extension: your employer controls the extension and its settings. Ask your employer about your information; we'll help them answer. You can remove the extension, unless your employer installs it for you.
Children, changes and contact
Children. Time Off Balance is for businesses and is not meant for anyone under 16. We don't knowingly collect information from children.
Changes. We may update this policy. We'll post the new version here with a new date, and tell customers by email or in the admin portal before a significant change takes effect.
Contact. Questions or requests about privacy: cloudIMPACT, LLC, 720 Edison Furlong Road, P.O. Box 14, Furlong, Pennsylvania, USA. Email: sales@cloudimpact.com.