Terms of Service

1. Acceptance of Terms

By accessing or using StaffHub ("the App", "Service"), ("Users") agree to be bound by these Terms of Service. If Users do not agree to these terms, Users may not use the Service.

These Terms apply to all Users including but not limited to, employers, administrators, managers, and employees using the platform.

2. Description of Service

StaffHub is a cloud-based employee scheduling and workforce management platform. The Service allows organizations to manage schedules, track time off, communicate with staff, and handle related workforce operations.

Features of the Service may include:

• Employee scheduling and shift management
• PTO and time-off request tracking
• Notifications, alerts, and announcements
• Staff messaging and communication
• Clock in/out and timesheet tracking
• Biometric / passkey login (WebAuthn)
• Native mobile app (iOS and Android)
• Workforce coordination and reporting tools

Features available depend on your subscription plan (Free, Pro, Ultimate Pro, or Ultimate Crew). Features may be modified, added, or removed at any time.

3. User Accounts

To access certain features, Users may be required to create an account. Users agree to:

• Provide accurate and complete information
• Maintain the security of account credentials
• Notify StaffHub immediately of unauthorized access
• Accept responsibility for activity under their account

StaffHub is not responsible for losses caused by unauthorized use of accounts.

4. Employer Responsibilities

Employers and administrators are responsible for:

• Maintaining accurate employee information
• Managing schedules in accordance with applicable labor laws
• Handling payroll, compensation, and employment matters outside of the platform
• Obtaining any necessary consent before entering third-party emergency contact details into the platform

StaffHub provides scheduling tools but does not manage payroll, employment contracts, or employer compliance.

5. Acceptable Use

Users agree not to:

• Use the Service for unlawful purposes
• Attempt to hack, disrupt, or reverse engineer the platform
• Upload malicious or harmful software
• Interfere with the operation of the Service
• Share account credentials with unauthorized parties
• Resell or redistribute the Service without written consent

StaffHub reserves the right to suspend or terminate accounts that violate these rules.

6. Subscription and Payments

StaffHub offers Free, Pro, Ultimate Pro, and Ultimate Crew subscription plans. Some features require a paid subscription. Users agree that:

• Fees will be billed according to the plan selected at the start of each billing period
• Paid subscriptions automatically renew at the end of each billing period unless canceled before renewal
• Downgrades (e.g. from Pro to Free) take effect at the end of the current paid billing period — access to paid features continues until then
• Users may cancel their subscription at any time from the billing settings; cancellation stops future charges but does not trigger a prorated refund
• Prices may change with at least 30 days' notice

Refunds are provided only where required by law.

Payment card data is processed by Stripe, Inc., a PCI DSS-certified payment processor. StaffHub does not store, transmit, or have access to Users' full payment card number. Users' payment data is governed by Stripe's privacy policy.

If a scheduled payment fails or your subscription lapses, your account will be downgraded to the Free plan and paid features will be suspended immediately. All of your organization's data will be retained for 90 days from the date of downgrade. If a valid payment is processed within this 90-day window, your paid plan and all associated features and data will be restored automatically with no loss. If your account is not upgraded within 90 days, all data associated with paid-plan features — including financial records, uploaded contracts and invoices, receipts, advanced documents, job-site data, and time punch records — will be permanently deleted. Only your basic organization profile and staff roster will be retained. We strongly recommend exporting your data as soon as possible using the Data Export tool in Organization Settings.

7. Free Trial

New organizations receive a 14-day free trial of the Ultimate plan (which includes all Ultimate Pro and Ultimate Crew features). No credit card is required to start the trial. After 14 days, if you have not selected a paid plan, your account is automatically downgraded to the Free plan. Features that are not included in the Free plan will become inaccessible, but your data is retained. You may upgrade to a paid plan at any time to restore access to those features.

8. Data Ownership

Organizations retain ownership of employee and scheduling data submitted to the platform. By using the Service, Users grant StaffHub permission to store and process this data solely for the purpose of providing and improving the Service.

9. Data and Privacy

Users' use of the Service is also governed by our Privacy Policy. By using the Service, Users consent to the collection and use of information as described in the Privacy Policy. Each organization's data is isolated and accessible only to authorized members of that organization.

10. Service Availability

StaffHub strives to keep the Service available but does not guarantee uninterrupted access. Maintenance, updates, or technical issues, including extraordinary events such as natural disasters, acts of God, war, terrorism, pandemics, labor disputes, governmental actions, power failures, internet outages, or other unforeseen events, may temporarily interrupt service. StaffHub is not liable to Users for any loss or damage resulting from service interruptions.

File storage and document availability are subject to the same upstream provider constraints described in Section 11 (Third-Party Infrastructure and Cloud Storage).

11. Limitation of Liability

StaffHub shall not be liable to Users for:

• Lost profits
• Business interruption
• Data loss
• Indirect or consequential damages

Use of the Service is at Users' own risk. StaffHub's total liability shall not exceed the amount you paid for the Service in the 12 months preceding the claim.

Third-Party Infrastructure and Cloud Storage

StaffHub operates on third-party cloud infrastructure providers, including managed database services and object storage platforms, to store your data and uploaded files. While we select providers that maintain industry-standard reliability and durability standards, we cannot guarantee against data loss, corruption, or unavailability caused by failures, outages, acts of God, or other events attributable to those third-party providers and outside our direct control. To the maximum extent permitted by applicable law, StaffHub shall not be liable for any loss of data, files, or records arising from such third-party infrastructure failures. We strongly encourage all account administrators to use the built-in Data Export feature regularly and to retain independent copies of critical files.

12. Termination

StaffHub may suspend or terminate accounts that violate these Terms. Users may discontinue use of the Service at any time. Upon voluntary termination, Users' data will be retained for 90 days before permanent deletion. Users may request earlier deletion by contacting support.

Note: payment failure is handled separately under Section 6 above. The 90-day data-hold window for payment failure begins on the date of downgrade, not on the date of any subsequent voluntary termination.

13. Changes to Terms

StaffHub may update these Terms periodically. We will notify Users of any changes via email or through the Service. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

14. Governing Law and Jurisdiction

These Terms of Service and any disputes arising from use of the App or Service are governed by and considered under the laws of the State of Indiana, excluding its conflicts of law rules. Accordingly, Users agree they are subject to the jurisdiction of the state and federal courts serving Hamilton County Indiana and any legal proceedings arising out of or in connection with the use of the App must be brought solely in the state and federal courts located in Hamilton County, Indiana and waives any objection (on the grounds of lack of jurisdiction, or forum not convenient or otherwise) to the exercise of such jurisdiction over it by any such courts.

15. Contact Information

For questions regarding these Terms of Service, please contact us at contact@staffhubapps.com.

Document & Contract Storage

StaffHub allows managers and administrators to upload documents and files associated with job sites, including but not limited to:

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

Managers and administrators are solely responsible for ensuring that all files uploaded to the platform are lawful, accurate, and do not contain prohibited content such as Protected Health Information (PHI), payment card data, or personally sensitive information beyond what is necessary for workforce management purposes.

Uploaded files are accessible to authorized members of the organization according to their role: managers and administrators may upload, view, and delete files; crew and staff members may view files shared with them by their organization. StaffHub retains uploaded files for the same 90-day period as other organizational data following account cancellation or deactivation, after which files are permanently deleted. Organizations may request earlier deletion by contacting support.

StaffHub is not responsible for file loss caused by events outside our control, including third-party storage provider failures. See Section 11 for full details.

Email Communications

StaffHub sends transactional email notifications to registered Users to support the operation of the Service. These emails may include:

• Account invitations and welcome messages
• Password reset and account security notices
• Time-off request and approval notifications
• Shift swap request notifications
• Schedule change alerts and announcements

Opt-Out: You may manage your email notification preferences at any time in your Account Settings. To stop receiving non-essential emails, log in and update your notification preferences. Certain transactional emails (such as password resets and security notices) cannot be disabled as they are necessary to operate your account.

StaffHub | 9783 E 116th Street #A498 | Fishers, IN 46037-2822 | contact@staffhubapps.com

SMS Messaging Program

StaffHub offers an optional SMS text message notification service to Users who voluntarily opt in. By providing your mobile phone number and checking the consent box within the application, you agree to receive automated, non-marketing text messages related to your employment, including but not limited to:

• Schedule changes and new shift assignments
• Time-off request approvals or denials
• Shift reminders
• Shift swap requests and decisions
• Announcements from your organization
• Direct messages from managers

Consent: By opting in, you expressly consent to receive these automated text messages at the mobile number you provide. Consent is not a condition of employment or use of the Service.

Opt-Out: You may opt out at any time by replying STOP to any text message you receive, or by unchecking the SMS consent option in your Account settings. After opting out, you will receive a one-time confirmation message and no further SMS messages will be sent.

Help: Reply HELP to any message for assistance, or contact us at contact@staffhubapps.com.

Message Frequency: Message frequency varies based on your schedule and organizational activity.

Message & Data Rates: Standard message and data rates may apply depending on your mobile carrier and plan.

Carriers: StaffHub is not responsible for any charges or delays from wireless carriers. Supported carriers include, but are not limited to, AT&T, T-Mobile, Verizon, Sprint, Boost, and other major US carriers.

Manager-Entered Phone Numbers: If a manager enters your phone number into the system on your behalf, you will not receive SMS notifications until you personally log in, review the consent disclosure in your Account settings, and affirmatively opt in.

Employer Responsibilities — Mobile Clock-In

When an employer enables the mobile clock-in feature, GPS location and biometric identity verification may be used. Employers who enable this feature agree to the following responsibilities.

Employee Notification

Employers are responsible for notifying their employees that GPS location will be captured at the time of clock-in and clock-out, and that biometric identity verification (Face ID or fingerprint) will be used to confirm identity. This notification obligation exists regardless of the in-app consent screen provided by StaffHub.

Applicable Laws

Depending on the jurisdiction in which employees work, additional legal requirements may apply, including but not limited to:

• Illinois Biometric Information Privacy Act (BIPA)
• Texas Capture or Use of Biometric Identifier (CUBI) law
• Washington Biometric Privacy Law (RCW 19.375)
• California Labor Code employee monitoring provisions
• EU General Data Protection Regulation (GDPR) for employees based in the European Union

Written Consent

Employers must not enable the mobile clock-in feature without first obtaining any required written consent from their workforce in accordance with applicable law. StaffHub's in-app employee consent screen is provided as a convenience to facilitate acknowledgment of location capture at the time of clock-in; it does not substitute for any employer-level consent or notification obligations required under applicable law.

Data Controller and Processor

With respect to GPS location punch data, the employer organization is the data Controller and StaffHub is the data Processor. Employers are responsible for the lawful basis of processing location data for their employees and for fulfilling any data subject rights requests related to that data.

Legal Counsel

This section summarizes certain legal obligations but does not constitute legal advice. Employers should consult their own legal counsel to ensure compliance with all applicable laws in their jurisdiction.

Financial Hub — Data Accuracy Disclaimer

The Financial Hub displays revenue, cost, labor, and profit/loss figures that are calculated from data entered by administrators, managers, and crew members within the platform. StaffHub does not independently verify the accuracy of this data.

The figures shown in the Financial Hub are provided for operational awareness and internal planning purposes only. They are not a substitute for formal accounting records, payroll calculations, tax filings, or financial statements prepared by a licensed accountant. StaffHub is not responsible for any errors, omissions, or discrepancies in financial data entered by users, and accepts no liability for decisions made based on Financial Hub figures.

File Storage Limits by Plan

Receipt photos, time-punch photos, and other uploaded files count toward the per-organization storage quota for your subscription plan:

• Free plan: 500 MB total storage
• Pro plan: 5 GB total storage
• Ultimate plan: 25 GB total storage
• Ultimate Crew plan: 50 GB total storage

Uploads are rejected with an error message when the quota is reached. Storage usage can be monitored in the organization settings. Upgrading your plan increases the available quota immediately.

Mobile App Usage

StaffHub is available as a native mobile app for iOS and Android, distributed through the Apple App Store and Google Play Store respectively. By downloading and using the mobile app, you agree to these Terms in addition to any terms imposed by Apple Inc. or Google LLC.

• The mobile app loads staffhubapps.com content and requires an internet connection for most features
• Push notifications may be sent to your device for work-related alerts (shift reminders, schedule changes, messages, approvals)
• You may revoke push notification permission at any time in your device's notification settings
• Biometric authentication (Face ID, Touch ID, fingerprint) is entirely managed by your device's operating system — StaffHub does not receive or store raw biometric data
• The app may request camera and location permissions; these are used only for the clock-in photo and GPS punch features when enabled by your employer

These Terms apply equally to web and mobile app usage. Any dispute arising from mobile app use is between you and StaffHub, not Apple Inc. or Google LLC. Apple and Google are not responsible for the app or its content.

Biometric Authentication Consent

StaffHub supports biometric login (passkeys / WebAuthn) using Face ID, Touch ID, or fingerprint sensors on supported devices. By enrolling a passkey or enabling biometric login, you consent to:

• Your device creating and storing a cryptographic credential (not raw biometric data) in its secure enclave
• StaffHub storing the public key portion of that credential to verify your identity at login
• The credential being associated with your StaffHub account until you revoke it

You may revoke biometric login at any time by removing your passkeys in Account Settings → Security. Revoking a passkey does not delete your account or other data. Raw biometric data (fingerprint images, facial geometry) is never transmitted to or stored by StaffHub — all biometric processing occurs locally on your device.

AI-Assisted Receipt Scanning

StaffHub offers an optional receipt scanning feature that uses OpenAI's GPT-4o to extract amount, date, vendor, and description from a receipt photo. By using this feature, you acknowledge:

• Receipt photos are transmitted to OpenAI's API when you explicitly press 'Scan Receipt' — photos are never sent automatically
• This is a convenience feature — AI-extracted values may be inaccurate and should always be verified before saving
• OpenAI does not receive your name, organization name, or other personal identifiers as part of the scan request
• OpenAI's handling of submitted data is governed by OpenAI's API data usage policies (openai.com/policies/api-data-usage-policies)

The receipt scanning feature is provided on an 'as-is' basis. StaffHub does not guarantee the accuracy of AI-extracted data. Always review and confirm values before submitting a receipt for approval.