Privacy Policy

1. Introduction

StaffHub ("we," "our," or "us") is committed to protecting Users' privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information necessary for use of our employees through our employee scheduling platform ("the Service"). Please read this policy carefully.

2. Information We Collect

Account Information

When Users create an account we may collect:

• Name
• Email address
• Phone number
• Mailing or business address
• Company name
• Job title or role

Employee Information

Employers may add employee information such as:

• Employee name
• Contact details (phone number, email address, home address)
• Work schedules
• PTO or time-off requests
• Job role or department
• Pay rate (when entered by administrators)
• Employee credentials and licenses (certificate type, number, and expiry date, when entered)
• Clock in/out records and GPS coordinates (when mobile clock-in is enabled)
• Mileage driven per shift (when mileage tracking is enabled)
• Job site assignment per shift (when field operations are enabled)
• Push notification device token (when push notifications are enabled on a mobile device)
• Google Calendar OAuth token (when the Google Calendar integration is connected by the user)
• Emergency contact information (name, relationship, and phone number, when provided)

Emergency contact information is entered voluntarily by employers and is used solely for workplace safety purposes.

Financial Hub Data

When the Financial Hub feature is used, administrators and managers may enter financial records including:

• Revenue figures and payment records for job sites
• Materials costs (sourced from approved receipts)
• Contractor and invoice amounts entered by managers
• Labor costs derived from employee hours and pay rates
• Mileage amounts and reimbursement calculations

Financial Hub figures are entered by administrators and managers and are not independently verified by StaffHub. This data is used solely to calculate and display financial summaries within your organization.

Usage Data

We may automatically collect:

• Login timestamps
• Device type and browser information
• IP address
• Feature usage information
• Session duration

3. How We Use Information

Collected information is used to:

• Provide scheduling and workforce management services
• Manage employee shifts, PTO requests, and time tracking
• Process and manage users' accounts and subscriptions
• Send transactional emails (account verification, password resets, time-off notifications)
• Improve the platform and user experience
• Provide customer support
• Maintain system security

4. Data Isolation and Multi-Tenancy

StaffHub operates as a multi-tenant platform. Each organization's data is logically isolated and accessible only to authorized members of that organization. Managers within an organization can access employee data, schedules, and other organizational information. Staff members can only access their own data and information shared with them.

5. Sharing of Information

StaffHub does not sell personal information. Information may be shared with:

• Cloud hosting providers for infrastructure and data storage
• Email notification services for transactional communications
• Payment processors for subscription billing
• SMS providers for text message notifications (if enabled)
• Legal authorities if required by law, regulation, or legal process
• Parties involved in a merger or acquisition as part of a business transfer

These providers process only the data necessary to support the Service.

6. Data Security

StaffHub uses reasonable safeguards including:

• Encrypted data transmission (HTTPS)
• Encrypted passwords (bcrypt hashing)
• Secure server infrastructure
• Role-based access control systems
• Secure session management
• Security monitoring

However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

Information is retained only as long as necessary to provide the Service and comply with legal obligations. If a User cancels their subscription or deactivates their organization, their data will be retained for 90 days before permanent deletion. Organizations may request earlier deletion of account data by contacting support.

8. User Rights

Depending on applicable laws, Users may have the right to:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate personal data
• Deletion: Request deletion of your personal data
• Data Portability: Request a copy of your data in a portable format
• Opt-Out: Opt out of non-essential communications through Settings

Requests may be submitted to privacy@staffhubapps.com.

9. Cookies and Tracking

The Service uses session cookies to maintain your authentication state. These are essential cookies required for the Service to function. We do not use third-party advertising or tracking cookies. Your theme preference (dark/light mode) is stored locally in your browser.

10. Children's Privacy

The Service is not intended for individuals under the age of 13, and StaffHub does not knowingly collect personal information from children under 13 in compliance with the Children's Online Privacy Protection Act (COPPA); if we become aware that such information has been collected, we will promptly delete it. Individuals under 18 may only use the Service where legally permitted to work under applicable labor laws and solely through accounts created and managed by an employer or authorized organization, and any data collected is limited to employment-related purposes such as scheduling, time tracking, job assignments, and work-related communications. We do not use minors' personal information for behavioral advertising or knowingly sell such information. Employers are responsible for verifying age eligibility, obtaining any required parental or guardian consent, and complying with all applicable child labor laws. Parents or legal guardians who believe their child has provided personal information may contact us to request access to, correction of, or deletion of such information in accordance with applicable law.

11. Changes to This Policy

This Privacy Policy may be updated periodically. We will notify you of changes via email or through the Service. The "Last updated" date at the top of this page indicates when the policy was last revised. Continued use of the Service constitutes acceptance of updates.

12. Contact

Privacy questions may be directed to privacy@staffhubapps.com.

Payment Processing

Subscription payments are processed by Stripe, Inc., a PCI DSS-certified payment processor. StaffHub does not store, access, or transmit your full payment card number. The following billing-related information may be shared with Stripe to process your payment:

• Email address and business name
• Billing address
• Subscription plan and amount

Your payment information is governed by Stripe's Privacy Policy, available at stripe.com/privacy. StaffHub retains only a Stripe customer ID and subscription status for account management purposes.

In-App Message Translation

StaffHub offers an optional in-app message translation feature available on Pro and Ultimate plans. When a user triggers a message translation, the text content of that message is transmitted to the MyMemory translation API (operated by Translated S.r.l.) to produce a translated version.

Message translation is entirely optional — content is only sent for translation when a user explicitly requests it. The data transmitted is limited to the message text itself. StaffHub does not transmit sender identity, employee profiles, or any other personal information as part of the translation request.

Translated S.r.l. operates the MyMemory API and may process submitted text in accordance with their own terms and privacy policy. We recommend reviewing their policies at mymemory.translated.net if you have questions about how translated content is handled.

AI-Assisted Features

StaffHub offers an optional AI receipt scanning feature powered by OpenAI's GPT-4o model. When a manager or staff member uses the "Scan Receipt" button in the receipt detail view, the photo attached to that receipt is transmitted to OpenAI's API for analysis. The model extracts information such as vendor name, date, and total amount to auto-fill the receipt form.

Receipt scanning is entirely optional. No receipt photos are sent to OpenAI unless a user explicitly triggers the scan. The data transmitted is limited to the receipt image and is used solely to return structured field values — OpenAI does not receive your organization's name, employee identities, or any other personal information as part of this request.

OpenAI's handling of data submitted via its API is governed by OpenAI's Privacy Policy and API Data Usage Policy, available at openai.com/policies/privacy-policy. You should review OpenAI's policies if you have questions about how submitted images are processed or retained by OpenAI.

Google Calendar Integration

StaffHub offers an optional Google Calendar integration that allows managers on Pro and Ultimate plans to import Google Calendar events as schedule entries. To use this feature, a manager must authorize StaffHub's access to their Google Calendar via Google OAuth 2.0.

When you connect your Google account, StaffHub stores an OAuth access token and refresh token associated with your user account. These tokens are used solely to read calendar events on your behalf when you initiate an import — StaffHub does not continuously sync your calendar and does not write to or modify your Google Calendar.

You may revoke StaffHub's access to your Google account at any time through your Google Account security settings (myaccount.google.com/permissions). Revoking access prevents further calendar imports. Google's handling of your account data is governed by Google's Privacy Policy.

Push Notifications

StaffHub's native mobile app (iOS and Android) can send push notifications for work-related alerts such as schedule changes, time-off approvals, shift swap requests, and direct messages. To deliver notifications, your device generates a unique push token issued by Apple (APNs) or Google (FCM). When you grant notification permission in the app, this device token is transmitted to StaffHub's servers and stored in association with your user account.

• Device push token (Apple APNs token for iOS; Google FCM token for Android)
• Platform identifier (iOS or Android)
• Association between the token and your user account and organization

Push tokens are used exclusively to deliver work-related notifications to your device. They are not used for advertising or shared with third parties except as necessary to route the notification through Apple APNs or Google FCM. You may disable push notifications at any time through your device's system notification settings or by toggling notifications off in your StaffHub account settings. When notifications are disabled, your device token is no longer used for delivery.

SMS / Text Message Notifications

StaffHub provides an optional SMS notification service for work-related alerts. This section describes how we collect, use, and protect information related to this service.

Information We Collect

When you opt in to SMS notifications, we collect and store:

• Your mobile phone number
• Your consent status (opted in or out)
• The date and time you provided or withdrew consent

How We Use It

Your phone number and consent status are used solely to send you work-related automated text messages through our SMS provider. We do not sell, share, or use your phone number for marketing purposes. SMS content is limited to employment-related notifications as described in our Terms of Service.

Third-Party SMS Provider

SMS messages are delivered via Twilio, Inc. Your phone number is transmitted to Twilio solely for message delivery. Twilio's privacy policy is available at twilio.com/en-us/legal/privacy.

Opt-Out & Data Deletion

You may opt out of SMS notifications at any time by replying STOP to any message or by unchecking the SMS consent option in your Account settings. You may request deletion of your phone number from our records by contacting contact@staffhubapps.com. Deletion requests are honored within 30 days.

Manager-Entered Phone Numbers

Managers may enter an employee's phone number into the system for HR record-keeping purposes. A phone number entered by a manager is not enrolled in SMS notifications. The employee must personally log in and provide explicit consent before any text messages are sent to that number.

Uploaded Documents & Files

StaffHub allows managers and administrators to upload files in connection with job sites and crew operations. Receipt photos and time-punch photos are stored in Cloudflare R2 object storage (US-based); other documents may be stored on the application server. This section describes how we handle those files.

Types of Files Uploaded

Files that may be uploaded to the platform include:

• Crew contracts and employment agreements
• Job site documents, permits, and work orders
• Photographs related to job site conditions or work completion
• Policy documents and crew handbooks

Purpose

Uploaded files are stored to support job site management, crew coordination, and document distribution within an organization. Files are associated with specific job sites or organizational records and are not used for any purpose outside of providing the Service.

Retention

Uploaded files — including receipt photos and time-punch photos stored in Cloudflare R2 — are retained for the same 90-day period as other organizational data following account cancellation or deactivation. Managers and administrators may delete individual files at any time. Upon account deletion or a data deletion request, associated files are permanently removed from both the application database and cloud storage.

Access Control

Access to uploaded files is governed by role. Managers and administrators may upload, view, and delete files within their organization. Crew and staff members may view files that have been shared with them by their organization. Files are not accessible outside the organization except as required by law or in connection with a business transfer.

Cloud Storage

• Files are stored using third-party cloud object storage. While we apply industry-standard durability practices, we recommend maintaining your own copies of critical documents.

Location & Biometric Data

StaffHub's mobile clock-in feature, when enabled by an employer, may capture GPS location and use biometric identity verification. This section explains how those data practices work.

What We Collect and When

When the mobile clock-in feature is enabled, the following data may be captured:

• GPS coordinates at the moment an employee clocks in or out — location is captured only at those discrete moments, not tracked continuously
• A cryptographic credential confirming biometric identity verification (Face ID or fingerprint) — this credential is generated and held entirely on the employee's device by the device operating system; StaffHub servers never receive or store raw biometric data such as facial geometry or fingerprint templates

Employee Consent

Before GPS location is captured, employees are shown an in-app consent screen and must affirmatively accept. Clock-in via this feature cannot proceed without the employee's acknowledgment of location capture.

Who Can Access Location Data

Location data captured at clock-in or clock-out is visible to managers within the same organization, consistent with how other time punch records are accessed. When the dispatch board or live crew map is enabled, managers may view employee clock-in locations on an interactive map to coordinate field crew assignments — no continuous tracking occurs; only the discrete clock-in or clock-out coordinate is used. Staff members can view their own location punch records. Location data is not shared outside the organization except as required by law or as part of a business transfer.

Data Retention

Location data tied to a time punch is retained for the same period as the associated time punch record. When time punch data is deleted — whether by the employer, upon account deactivation, or after the 90-day post-cancellation retention window — the associated location data is deleted at the same time.

Biometric Processing — On-Device Only

Biometric identity verification (Face ID / fingerprint) is handled entirely by the employee's device operating system using the device's secure enclave. StaffHub does not receive, transmit, store, or have access to raw biometric data. Only a boolean verification result or cryptographic token is used by the application to confirm identity.