Privacy Policy

Last updated: November 22, 2025

This Privacy Policy explains how TimeBack Workflows LLC (“TimeBack Workflows,” “we,” “us,” or “our”) collects, uses, and protects information in connection with:

  • Our website at timebackworkflows.com (the “Site”), and

  • Our automation and integration services for business clients (the “Services”).

We primarily work with business organizations (such as AV integrators, security and life safety integrators, telecom contractors, and office equipment dealers) and generally collect business contact and account information, not consumer data.

By using the Site or engaging with our Services, you agree to the practices described in this Privacy Policy.

1. Information We Collect

1.1 Information You Provide to Us

When you interact with us, you may provide:

  • Business contact details – name, job title, company name, work email, work phone.

  • Account and configuration details – information about your software stack, systems, and integrations needed to design and implement workflows.

  • Access credentials and permissions – access tokens, user accounts, or role-based access granted to TimeBack Workflows to work in your systems (e.g., CRM, automation platforms, ticketing systems).

  • Communications – emails, messages, meeting notes, and (where allowed) call or screen-share recordings.

We only request the information necessary to evaluate, propose, deliver, and support the Services.

1.2 Information Collected Automatically

When you visit the Site, we may automatically collect:

  • Technical data – IP address, browser type, device type, operating system, referring URLs.

  • Usage data – pages viewed, time on page, click paths, and other interaction data.

  • Cookies and similar technologies – small data files stored on your device to support basic functionality, analytics, and (where enabled) marketing attribution.

You can control cookies through your browser settings and certain cookie preference tools, but disabling cookies may affect how the Site functions.

2. How We Use Information

We use the information we collect for the following purposes:

  • Service delivery – to design, configure, implement, and optimize automation and integration workflows.

  • Client support – to respond to inquiries, troubleshoot issues, and provide ongoing support.

  • Account and project management – to manage proposals, statements of work, billing, and renewals.

  • Communication – to send service-related messages, updates, and administrative information.

  • Marketing and business development – to share relevant content, case studies, events, or service updates (you can opt out of marketing communications at any time).

  • Analytics and improvement – to understand how the Site and Services are used and improve performance, usability, and offerings.

  • Legal, security, and compliance – to protect our rights, prevent abuse, and comply with applicable laws and legal obligations.

We do not sell your personal information as “sell” is commonly understood under privacy laws.

3. How We Handle Client Systems and Data

Our service model is designed to minimize unnecessary access and storage of client data.

3.1 Work Inside Client Systems

  • For many integrations (such as Zapier or direct-platform automations), we perform work directly within your systems without maintaining local copies of your production data.

  • For automations deployed on TimeBack Workflows-managed infrastructure (such as a self-hosted n8n instance), certain client data may transit through or be temporarily processed on our servers as part of workflow execution. Depending on the configuration, this may include transient logs, execution history, or data passed through API requests.

  • We configure systems to minimize data retention, and where retention is required for workflow functionality or troubleshooting, we restrict access and follow secure handling practices. Long-term storage of client production data is not maintained unless expressly required for the integration and agreed upon in writing.

3.2 Access and Credentials

  • Access to your systems is provided by you and controlled by you.

  • We encourage the use of role-based, team-based, or consultant accounts where available.

  • Any access credentials you provide are stored using secure, industry-standard password or secret management tools and are only accessible to team members who need them for service delivery.

  • You may revoke our access at any time by changing passwords, tokens, or user roles in your systems.

3.3 Session Work and Recordings

  • Many Services are delivered via scheduled remote sessions (e.g., video calls or screen sharing).

  • If sessions are recorded, this will be disclosed, and recordings will be stored securely.

  • You may request that sessions not be recorded, especially for sensitive operations.

  • We do not use client session recordings for any purpose other than internal reference, quality, and project documentation, unless otherwise agreed in writing.

4. Sharing of Information

We may share information with third parties in the following limited circumstances:

  • Service providers – Vendors who help us operate the Site and deliver the Services (e.g., hosting providers, email and communication platforms, analytics tools, project management tools). These providers may only use the information to perform services on our behalf and must protect it appropriately.

  • Platform and integration partners – When working in your systems, data may flow through the third-party tools you use (e.g., automation platforms, CRMs, ticketing systems). These tools are governed by their own privacy policies and terms, which you should review.

  • Legal and safety – Where required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of TimeBack Workflows, our clients, or others.

  • Business transfers – In connection with any merger, acquisition, reorganization, or sale of assets, where information may be transferred as part of the transaction.

We do not rent or sell your contact information to data brokers.

5. Cookies, Analytics, and Online Tracking

We may use cookies, web beacons, and similar technologies, as well as third-party analytics services (such as website analytics or marketing attribution tools) to:

  • Understand how visitors use the Site;

  • Measure campaign performance;

  • Improve Site content, layout, and performance.

Third parties may collect or receive certain information about your use of the Site over time and across different websites or services, in line with their own privacy policies.

You can usually adjust your cookie preferences through:

  • Browser settings (e.g., blocking or deleting cookies);

  • Built-in browser privacy controls;

  • Certain third-party opt-out tools provided by analytics or advertising vendors.

6. Data Retention

We retain information for as long as reasonably necessary to:

  • Provide the Services and manage client relationships;

  • Maintain business and financial records;

  • Meet legal, tax, and regulatory requirements;

  • Resolve disputes and enforce agreements.

Access credentials and permissions are retained only as long as needed to deliver the Services or as instructed by the client. You can request revocation at any time by updating or removing our access in your systems.

7. Security

We use commercially reasonable technical and organizational measures to help protect information from unauthorized access, use, or disclosure, including:

  • Secure credential and secret management;

  • Restricted, need-to-know access for team members;

  • Encrypted connections for remote access and communication where supported;

  • Internal practices and training on data handling and security.

No system can be guaranteed 100% secure, and we cannot ensure or warrant the security of information transmitted to us or stored in third-party platforms. You are responsible for security and access control in your own systems and infrastructure.

8. Your Choices and Rights

Depending on your location and applicable laws, you may have certain rights regarding your personal information, such as:

  • Accessing, updating, or correcting your contact details;

  • Requesting deletion of certain information;

  • Opting out of marketing communications.

You can:

  • Opt out of marketing emails by contacting us directly.

  • Contact us (see Section 11) to request access, updates, or deletion, subject to legal and contractual retention requirements.

We may need to verify your identity before responding to some requests.

9. Children’s Privacy

The Site and Services are intended for business and professional users and are not directed to children under the age of 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us so we can investigate and take appropriate action.

10. SMS Messaging Privacy

If you choose to receive SMS messages from TimeBack Workflows LLC, we collect and use the phone number and consent you provide for the purpose of delivering those messages.

We do not share SMS opt-in data, phone numbers, or consent information with third parties except as required to operate the messaging service. This includes trusted service providers such as SMS platforms, carriers, and technical vendors who assist in the delivery and routing of text messages. These vendors may only use the information to support the messaging service and may not use it for any other purpose.

We do not sell or transfer SMS consent data to unrelated third parties.
If SMS communications are supported by affiliates or subsidiaries, their use of SMS consent data will follow the same restrictions.

You may opt out of SMS messages at any time by replying STOP or as otherwise instructed in the message.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. Material changes may be communicated to active clients via email or other appropriate channels.

Your continued use of the Site or Services after any changes become effective constitutes your acceptance of the updated Privacy Policy.

12. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

TimeBack Workflows LLC
6516 Monona Dr., #177
Madison, Wisconsin 53716
info@timebackworkflows.com
(608) 640-3045