At Total Access Software Solutions, we are committed to protecting your privacy and handling personal information responsibly. This Privacy Policy explains what information we collect, how we use it, when we share it, how long we keep it, and the choices available to you when you use the Total Access platform, websites, mobile applications, desktop applications, and related services.
Last Updated: April 9, 2026
Location Data Summary for Mobile App Users
In plain language: the Total Access mobile app may collect and send location data to our systems when your organization enables location-based attendance, geofence, field-work, dispatch, routing, delivery, inspection, or safety features and you grant the relevant device permission.
- The Total Access Android app may access precise location data such as GPS coordinates when location-enabled features are used.
- The app uses foreground location while you are actively using the app for features such as clock-in, clock-out, geofence checks, site verification, and job progress updates.
- Location data is used for attendance, geofence validation, job-site verification, field workflows, route compliance, and safety-related operational features that your organization enables.
- The app only uses background location if your organization enables always-on or geofenced workflows and you grant the required background permission for events such as geofence entry or exit detection, attendance automation, or workflow compliance.
- Location records may be visible to your employer, customer organization, supervisors, administrators, or other authorized users who manage the relevant workforce or operations workflow.
- We do not sell location data and do not use it for third-party advertising.
Scope of This Policy
This policy applies to Total Access Software Solutions and covers information processed through our public website, customer portals, workforce management tools, communications features, attendance and scheduling tools, field-service features, and mobile or desktop apps published under the Total Access brand.
Information We Collect
- Account and profile data such as your name, email address, phone number, company details, job title, login credentials, profile image, and support communications.
- Business and operational data such as work items, schedules, appointments, attendance records, job notes, tasks, customer records, documents, signatures, messages, emails, and other information submitted by your organization through the platform.
- Device, log, and diagnostic data such as browser type, operating system, app version, device identifiers, crash information, network information, timestamps, and general usage events used to operate, secure, and improve the service.
- Payment and billing data required to manage subscriptions or invoices. Payment card data is processed by our payment providers and is not stored in full by us unless needed for lawful accounting records.
- Media and communications data such as files, images, voice notes, call-related metadata, or documents you upload, send, receive, or attach while using platform features.
Location Data
Total Access may access, collect, process, store, and display location data when location-aware features are used. This includes precise location (for example GPS coordinates) and, where applicable, approximate location derived from device or network signals.
- We may collect location data when users clock in or out, validate attendance at a permitted site, verify geofence compliance, perform field-service check-ins, navigate to assigned locations, record job progress linked to a site, or use route, dispatch, delivery, logistics, inspection, or safety workflows that depend on location.
- Location data may include latitude, longitude, accuracy, timestamp, speed, heading, distance from an approved work zone, permitted site identifiers, geofence match results, and related attendance or compliance status.
- On supported mobile devices, the app may request foreground location access while the app is open and being used.
- If a customer enables geofenced or always-on workforce workflows and the user grants the relevant device permission, the app may also process background location to support features such as geofence entry or exit detection, attendance automation, safety monitoring, lone-worker or site-presence workflows, and route or workflow compliance.
- Location data collected through the app may be transmitted to and stored on our systems so it can be used in attendance, scheduling, dispatch, compliance, audit, safety, and reporting workflows.
- Location data may be linked with attendance records, work items, appointments, audit logs, device events, and user or employee identifiers where necessary for the enabled workflow.
- We do not sell location data and do not use location data for third-party advertising.
How We Use Your Information
- To provide, maintain, and support the Total Access platform and customer-specific workflows.
- To authenticate users, secure accounts, prevent fraud, and protect the integrity of our systems.
- To manage attendance, scheduling, task execution, job tracking, communications, and other workforce or operations features requested by our customers.
- To communicate with you about service updates, security events, support matters, and account-related notices.
- To analyze usage, troubleshoot issues, improve reliability, and develop new product features.
- To comply with legal, regulatory, tax, accounting, employment, and contractual obligations.
How We Use Location Data Specifically
- To confirm whether a user is inside or outside an authorized worksite, branch, client location, or geofenced area.
- To support time and attendance features such as clock-in, clock-out, break, shift, and presence verification.
- To support field-service, route, delivery, logistics, appointment, incident, or task workflows that depend on a verified site location.
- To provide supervisors, administrators, managers, dispatchers, or the customer organization with records needed for payroll, compliance, safety, audit, dispatch, and operational reporting.
- To detect location-related exceptions, such as attempts to clock in outside a permitted geofence or departures from a required work area where that workflow is enabled.
Who Can See Location-Related Records
- Location-related records may be visible to the customer organization that provides your access to Total Access.
- Depending on the enabled workflow and permissions, authorized administrators, supervisors, managers, dispatchers, auditors, or compliance personnel may view location-linked attendance or operational records.
- If you use Total Access through your employer or another customer organization, location-related records may be shared with that organization as part of the service they use to manage attendance, operations, compliance, dispatch, payroll, or safety.
- We may also share location-related records with service providers or authorities where necessary to operate the service, comply with the law, protect safety, or investigate misuse, subject to appropriate safeguards.
Permissions and Device Access
Depending on the features your organization enables and the device you use, Total Access may ask for access to certain device capabilities.
- Location for attendance, geofencing, site verification, job tracking, and other location-aware workflows.
- Camera for profile photos, attendance verification, barcode or QR scanning, document capture, and job or compliance photos.
- Microphone for voice notes, calling, meetings, or audio-enabled communications.
- Contacts when you choose to use calling or contact-related features that integrate with your device address book.
- Notifications for alerts, job updates, messages, calls, reminders, and operational events.
- Biometric authentication where supported by your device and enabled for secure sign-in or identity-related workflows.
You can manage many permissions through your device settings. If you deny or revoke a permission, some features may not function correctly.
For Android and other mobile app users, if location permission is not granted, location-dependent features such as geofence validation, attendance verification at a site, route compliance, and certain field-service workflows may be unavailable or limited.
Legal Bases for Processing
- Your consent, where consent is required.
- Performance of a contract or provision of services requested by you or your organization.
- Our legitimate interests in operating, securing, and improving the platform, where those interests are not overridden by your rights.
- Compliance with applicable laws, regulations, court orders, and lawful requests.
When We Share Information
- With the customer organization, administrators, supervisors, or authorized users that provide or manage your access to Total Access.
- With service providers and subprocessors who help us host, secure, support, maintain, or improve the platform, subject to contractual safeguards.
- With payment providers, communications providers, storage providers, or integration partners when necessary to deliver requested functionality.
- With regulators, law enforcement, courts, insurers, auditors, or professional advisers when required by law or necessary to protect rights, safety, or the platform.
- As part of a merger, acquisition, financing, or business restructuring, subject to appropriate confidentiality and legal protections.
Data Retention
- We keep personal information only for as long as necessary to provide the service, comply with legal obligations, resolve disputes, enforce agreements, and maintain appropriate business records.
- Location, attendance, task, communication, and audit records may be retained for operational, payroll, compliance, security, health and safety, or evidentiary reasons where applicable.
- Retention periods may vary depending on the customer configuration, the type of record, and legal requirements in the jurisdictions where the service is used.
Data Protection
- Your personal information is not sold to third parties.
- We use administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction.
- Data is protected in transit and, where applicable, at rest using industry-standard security controls.
- Access to personal information is restricted to authorized personnel, contractors, and subprocessors who require access for legitimate business purposes.
- We monitor systems, maintain logs, and apply security updates and access controls as part of our ongoing security program.
Your Rights and Choices
- You may request access to the personal information we hold about you, subject to applicable law and verification requirements.
- You may request correction of inaccurate or incomplete personal information.
- You may request deletion of personal information where deletion is legally available and does not conflict with our lawful retention obligations.
- You may object to or request restriction of certain processing in circumstances provided by law.
- You may withdraw consent where processing is based on consent, including by changing device permission settings, although this will not affect processing already carried out lawfully before withdrawal.
- You may request details about how location data is processed for your account or organization-specific workflow.
Children’s Privacy
Total Access is intended for business, workforce, and organizational use and is not directed to children. We do not knowingly collect personal information from children in violation of applicable law.
Contact, Complaints, and Deletion Requests
If you have questions about this Privacy Policy, want more detail about how your information is handled, or would like to exercise your privacy rights, please contact us. If you would like us to review a deletion request, you can also use our data deletion request process.
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or platform functionality. Material updates will be published on this page with a revised effective date.
