Responsible: clockin GmbH, Rektoratsweg 36, 48159 Münster, Germany ("clockin").
1. General
This online register addresses the requirements of Regulation (EU) 2023/2854 ("Data Act") of the European Parliament and of the Council of December 13, 2023, and describes all exportable data, data structures, formats, and relevant standards, as well as open interoperability specifications within the meaning of Article 26 (1) (b) and Article 25 (2) (e) of the Data Act for the platform provided by clockin to its customers.
2. Categories of exportable data
2.1 Input data (data generated by the customer)
All data that customers have imported or entered at the beginning of the contract or during use, in particular the following.
Categories:
- General description: All information that customers or their employees actively enter into the system (master data, projects, customers/clients, absence requests, files, organizational configurations).
- Employee master data: Personal master records with personnel number, name, contact details, and optional employment information; including fields such as personnel_number, first_name, last_name, department_name, hourly_wage, entry_date, employment_type, bank/tax information, and optional custom fields.
- Customer data (clients): Company master data and contacts; including company, identifier, street, zip, city, country, contact_name, phone, general_email, invoice_email, website, and optional custom fields.
- Project data: Project and subproject master data including customer, number, status, cost centers, durations, and limits; including name, number, status, customer, cost_center, start_date, end_date, max_hours, project_wage, projectTags.
- Absence and vacation details: Absence events with categories and periods; including employee_id, absencecategory_name, approval, starts_at, ends_at, duration, note.
- Documents and attachments: Files relating to projects and employees with metadata; e.g., for project files: title, URL, user_defined_created_at; for employee files: category, name, URL.
- Device and assignment data: Device objects and assignments (if maintained), e.g., id, name, relationships to employees/work processes.
- Configuration and organizational data: including departments, cost centers, and target times that are mapped in the resources (e.g., Employee, Project, Workday); for example, department_name, cost_center, and target/work/break seconds in Workdays.
Further information is available in the API documentation: Link.
2.2 Processed data
Use of the service continuously generates event data and logs that are incorporated into evaluations for controlling and remuneration processes, in particular the following:
- Raw data (event level):
- Events/time recording points: Events with occured_at, task_id, employee_id, optional project_id; additional SAP-compatible event formats available.
- Activities: Work sections including project reference and time window; fields include starts_at, ends_at, project_id, employee_id, task_id.
- Workdays: Daily summaries with break_seconds, work_seconds, target_seconds, activities/events.
- Travel logs (travel expenses): Data records with distance_in_km, net_expenses_in_cent, vehicle_type, license_plate, etc. [.
- Documentation objects: Project and employee files with metadata and timestamps.
- Aggregated/derived data (process and evaluation level):
- Working time key figures: Totals/balances from workdays (work_seconds, break_seconds, target_seconds) as a basis for evaluations.
- Remuneration/interface formats: Event exports in SAP formats for further processing in downstream systems.
- Project controlling: Evaluation of activities and working days per project (IDs/numbers), including links to customer objects.
- Interoperability basis: The technical usability of this data in third-party systems is ensured by the REST API with JSON responses and ISO 8601 time formats.
Further information is available in the API documentation: Link.
3. Data structures, formats, relevant standards, and open interoperability specifications
3.1 Data
Clockin provides the data via clearly defined domain objects. The central entities are based on the resources visible in the system and are described in the API via machine-readable JSON structures. Core domains include in particular:
- projects: Orders/projects with customer assignments and optional employee assignments and durations.
- employees: Personnel master records including roles/authorizations and organizational assignments.
- customers: Client/customer master data for CRM and invoicing processes.
- absences: Absences (e.g., vacation, illness, working from home) with status and periods.
- workdays: Daily work time records with activity/event references.
- travel_logs: Travel and travel expense entries.
Overarching structural principles: Unique identifiers (IDs) for each entity and stable references between objects (e.g., linking workdays/Aktivitäten to projects and employees). Field types, units, and permissible values are described for each resource in the API.
Further information is available in the API documentation: Link.
3.2 Data format
For interoperability with common specialist procedures, clockin supports the following data formats for retrieval and export:
- JSON (RFC 8259): Primary format of the REST API for automated data exchange.
- CSV/Excel: Structured exports (e.g., timesheets, list exports) in UTF-8-encoded text files; usable as CSV or for spreadsheets, depending on the export view.
- PDF (ISO 32000): Document exports (e.g., project files, receipts) for audit-proof storage.
- DATEV wage import (ASCII): Specific exports for transferring wage-related data to DATEV systems (LODAS or wages and salaries) based on the respective supported ASCII import interfaces.
Further information is available in the API documentation: Link.
- Relevant standards
The following standards are used for data, time specifications, and exchange formats:
- ISO 8601: Uniform date and time specifications (including time zone identification) in API responses and exports.
- RFC 8259 (JSON): Specification of the JSON data format for API communication.
- RFC 4180 (CSV): Conventions for CSV structure in text exports (where applicable).
- ISO 32000 (PDF): Standard for PDF documents.
- DATEV ASCII import profiles: Industry-specific profiles for wage/salary data (LODAS or wages and salaries).
Further information is available in the API documentation: Link.
- Open specifications for interoperability
The primary interface is the REST API. It enables the retrieval and synchronization of data sets with third-party systems.
The "Read Link" also functions as a specific tool for data portability. This enables customers to make project files and progress data readable for third parties, with the customer controlling the granularity of the released data fields.
Technical retrieval channels:
- REST API: Retrieval and synchronization of the above resources via documented endpoints with JSON responses.
- UI-based exports: Generation of CSV/PDF exports via the web interface for specific use cases (e.g., timesheets, project reports).
The exercise of portability rights is subject to normative limitations in terms of the protection of intellectual property and the system integrity of the provider; see the following information on this in section 4.
4. Data excluded from transfer
4.1 System-specific data
To protect the security, system integrity, and intellectual property of the provider, the following data in particular is excluded from export:
- Security and infrastructure data: internal certificates, cryptographic keys, access tokens, internal configuration parameters, infrastructure topologies.
- Proprietary logic and models: internal calculation and evaluation logic (e.g., rules for interpreting breaks/working hours), heuristics, scoring/matching mechanisms, internal mappings.
- System and operating logs: technical server and application logs, monitoring/tracing data, error and performance metrics that serve exclusively to ensure stability and security.
- Internal administrative metadata: internal system IDs/references, caches, indexes, queues, background job data, and other runtime artifacts with no independent value for customer export.
This information is not subject to portability obligations and will not be provided.
4.2 Trade secrets and legally protected content
Data and content whose disclosure affects trade secrets or is subject to third-party rights is also excluded from export, in particular:
- Price and condition information: individual price lists, discount scales, special conditions, sales calculations.
- Licensed third-party content and metadata: content/metadata from external providers (e.g., map/geodata, analytics or communication services), insofar as disclosure is prohibited by license law.
- Copyright and trademark-protected materials: UI/UX designs, layouts, icons, brand assets, templates, and other creative assets of clockin GmbH.
- Internal product/usage analyses: Aggregated or anonymized telemetry for product improvement, benchmarks, A/B test data, and internal reports.
5. Contact information
Technical contact for data export:
• Email: support@clockin.de
6. Version history
Version Date Changes
1.0: First version created, dated February 23, 2026
Note: This tab is updated regularly. The current version is available at https://www.clockin.eu/en/legal/online-register.
