Trakhub SMS Consent & Messaging Policy

Trakhub HR

1. Overview

Trakhub is a digital platform focused on workforce time and absence management. It enables companies to manage working hours, time off (PTO), vacations, and other types of leave in a centralized environment. The platform streamlines time tracking, leave requests, and approval workflows between employees and employers, providing greater organization, transparency, and compliance in people management.

TrakHub HR sends SMS messages strictly for account onboarding, authentication, and security purposes.

All SMS communications are transactional and operational in nature. TrakHub HR does not and will not send marketing, promotional, or advertising messages via SMS.

2. Purpose of SMS Communications

TrakHub sends SMS messages only for the following purposes:

  • Account onboarding notifications
  • Temporary credentials
  • Verification codes
  • Password reset authentication
  • Security-related notifications

Messages are event-driven and only triggered by employer account actions or employee authentication requests.

3. How Consent Is Obtained

TrakHub operates under an employer-driven onboarding model.

When an employer registers a company and adds employees to the platform, the employer must provide employee contact information, including mobile phone numbers.

Before submitting employee information, the employer is required to actively confirm the following statement by selecting a mandatory checkbox:

"By providing employee phone numbers, I certify that each employee has explicitly consented to receive account-related SMS messages from TrakHub"

This checkbox:

  • Is mandatory and cannot be bypassed
  • Must be actively selected by the employer
  • Is required before employee data can be submitted

The system records:

  • Timestamp of submission
  • Employer account ID
  • Employee phone number associated with the submission
  • Version of the consent statement

Employees receive SMS messages only after this certification step is completed.

4. Types of Messages Sent

TrakHub HR sends SMS messages only in the following scenarios:

a. Employee Account Onboarding

When an employer registers a new employee, the employee receives a one-time SMS containing:

  • Four digit code
  • Instructions to access their account
  • A link to download the TrakHub HR mobile application

This message is required for initial account access.

Example:

"Hi XXXX, your employer has created your TrakHub HR account. Download the app here: [link]. Reply STOP to opt out."

b. Password Reset and Authentication

Employees may request a password reset directly within the TrakHub HR platform or mobile application.

When a reset is requested, the employee receives:

  • A one-time verification code (OTP)
  • Security confirmation instructions

These messages are triggered only by user action.

Example:

"Your TrakHub verification code is XXXX. This code expires in 10 minutes. Reply STOP to opt out."

TrakHub includes opt-out instructions in all applicable SMS messages.

5. Opt-Out Instructions

Employees may opt out of SMS communications at any time by replying:

  • STOP to unsubscribe
  • HELP for assistance

Upon receiving a STOP request:

  • The phone number is automatically flagged
  • No further SMS messages will be sent unless re-consent is provided

For support, users may contact: trakhubhr@gmail.com

6. Message Frequency

Message frequency varies based on account activity.

Messages are typically one-time notifications triggered by:

  • Employer onboarding actions
  • Employee login authentication
  • Password reset requests

TrakHub does not send recurring or promotional messages.

Messages are event-driven and not recurring.

7. Data Handling and Privacy

The Privacy Policy explains what information TrakHub collects, how it is used, how it is shared, and the choices users have. The policy applies to users located in the United States and to our mobile applications and website.

Trakhub collects only the data necessary to provide and secure its service. This includes:

  • Account Information: name, date of birth, phone number (for account creation, identification, and login).
  • Employment & Time Data: clock-in/clock-out times, PTO and vacation requests, attendance records and other work-related entries.
  • Payment Information (if applicable): payment processing is handled by Stripe. We do not store full card numbers on our servers.
  • Technical & Usage Data: device type, IP address, log data, and other technical information required to operate and secure the service.

Trakhub uses collected data for the following purposes:

  • Create and manage employer and employee accounts.
  • Record and display attendance, PTO and vacation requests for internal HR management.
  • Authenticate users and secure accounts.
  • Process payments when applicable (via Stripe).
  • Maintain and improve the reliability and security of our service.
  • Comply with legal obligations when required.

Phone numbers are used solely for account access, authentication, and security purposes.

TrakHub HR does not sell, rent, distribute, or share phone numbers for marketing or advertising purposes.

For more information, please review our Privacy Policy.

By using TrakHub, you acknowledge that you have read and understand this SMS Consent & Messaging Policy.