Timebutler: Compliance, Data Security & HR Foundations

1. GDPR & Data Hosting (as stated by Timebutler)

Data hosting

Timebutler is operated in a secure, high-performance data center near Frankfurt am Main, Germany. Per Timebutler's own marketing, data always remains within the legal area of the EU General Data Protection Regulation.

Data backup

Monitored and fully automated data backup is described by Timebutler as protecting against data loss.

Data processing

Timebutler states that data is processed in accordance with the EU General Data Protection Regulation and that customers retain full control over their data - including viewing and editing at any time.

Third-party sharing

Timebutler states that customer data is never passed on to third parties.

Access controls

Confidential information (e.g., salaries, bonuses, contracts) is described as stored securely and kept separate from other records, with customer-defined access permissions per role.

2. Alignment with German Labor Law (as stated by Timebutler)

Timebutler's marketing describes the product as helping organizations comply with German labor laws. Specific claims Timebutler makes:

• Maximum working hours and required break times can be set based on country and age group
• Custom company-specific working time and break rules can be defined on top of these defaults
• Timebutler's DE site explicitly references the requirements of the Federal Labour Court (Bundesarbeitsgericht) and the obligation to digitally record working hours
• Reliable time recording is described as helping organizations stay on the "safe side" with respect to working hours, breaks, absences, and time off

Note: Timebutler's pages do not cite specific court case numbers, statute sections, or retention period figures - they describe alignment with German labor law in general terms.

3. Digital Personnel Files

The personnel file module is the central employee data store inside Timebutler - it lives alongside the absence planning and time tracking surfaces in one application.

What's customizable

• Custom fields: Organizations decide which employee data is stored. Standard fields (basic details) plus custom additions (salary, bonuses, custom agreements). Fields can be added, changed, or restructured as needed.
• Salary and bonus storage: Salaries, variable compensation, and bonus payments can be stored and accessed in real time. Sensitive data is kept separate from other records with access controls.

Import

• Bulk import ("mass import"): Employee data can be uploaded from Excel spreadsheets or other HR systems. Key info (name, address, salary, vacation entitlements) maps automatically into each digital file. Mismatches are flagged for quick adjustment.

Multi-currency support

• Up to 32 currencies supported.
• Daily rate updates per currency.
• Enables accurate compensation for employees across countries.

Access controls

• Customizable viewing and editing rights.
• Customer defines who can view, access, or change employee information.
• Sensitive data (salaries, bonuses, contracts) is described as compliant with data protection laws.

Search and filters

• Intelligent filters for fast retrieval of employee data.
• Saved searches: Recurring queries can be saved for faster future use.

4. Reports & Analytics

Report Center

Filter-based report builder. Configure reports by absence type (e.g., sick leave, bank holidays, business trips), customize by day, month, or year, and choose how the data is displayed. Includes:

• Daily time utilization reports
• Data charts per department

Download Center

Export employee data - including absences, personnel files, and salaries - in formats suitable for tax and payroll handoff. Per Timebutler: "ensures hassle-free compliance" for tax and payroll reporting.

Access and historical data

• Role-based access control: employees, managers, HR, and leadership only see what's relevant to their role.
• Historical data is securely stored and accessible at any time for retroactive reports, internal reviews, payroll follow-ups, or trend analysis.

5. Customization & Settings

Per Timebutler's Settings & Account page, the platform offers:

• 40+ global settings
• 30+ settings for vacation planning and absence management
• 30+ settings for time recording and the time-recording terminal

Named customization features

• Corporate Design Manager: Add company logo and brand colors to the Timebutler interface.
• Custom absence types: Create with colors, abbreviations, approval settings, editing permissions, and annual limits.
• Vacation Locks (Holiday Bans and Warnings): Block time off requests during busy periods, for a department/location/whole company.
• Custom fields with multiple input types: Text, date, yes/no, and others.
• Multi-stage approval workflows: Choose number of supervisors and their order.
• Input and viewing rights per employee.
• Individual absence and vacation rules per employee or role.
• Individual break regulations per employee or role.
• Limits for overtime credits and absences.
• Superior assignment: Assign employees to their supervisors.
• User groups: Create and edit groups to track time off by team.

6. Account Lifecycle

• Free trial: 6 weeks of full access. No obligations. No need to cancel at the end of the trial period; no costs are involved during the trial.
• Conversion to paid: If the customer wants to continue, they order a subscription extension.
• Cancellation - SEPA Direct Debit: Can be cancelled at the end of any billing cycle.
• Cancellation - other payment methods (prepaid fixed-term plans): Cancellation is required before the end of the term, otherwise the contract auto-renews for the same duration.
• Reason not required: Cancellation does not require justification.