Privacy Policy

Last updated: December 12, 2025

At StaffPulse, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our staff scheduling and time tracking service.

1. Information We Collect

Information You Provide

When you register for and use StaffPulse, we collect:

• Account Information: Business name, email address, password, and contact details
• Staff Information: Names, email addresses, phone numbers, and job roles of staff members you add
• Schedule Data: Shift schedules, time-off requests, and availability preferences
• Time Tracking Data: Clock-in and clock-out times, break durations, and work hours
• Payment Information: Billing details processed securely through our payment provider

Automatically Collected Information

• Location Data: GPS coordinates when staff clock in or out (with consent), used for geofencing verification
• Device Information: Browser type, operating system, and device identifiers
• Usage Data: How you interact with our service, features used, and session duration
• Log Data: IP addresses, access times, and pages viewed

2. How We Use Your Information

We use the collected information to:

• Provide, maintain, and improve our scheduling and time tracking services
• Process time entries and generate payroll reports
• Verify staff location for clock-in/clock-out using GPS geofencing
• Send notifications about schedules, shift changes, and important updates
• Process payments and manage subscriptions
• Provide customer support and respond to inquiries
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

3. Information Sharing

We do not sell your personal information. We may share information in these circumstances:

• With Your Consent: When you explicitly agree to share information
• Service Providers: With trusted third parties who assist in operating our service (e.g., payment processors, cloud hosting)
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law or to protect our rights and safety

4. Data Security

We implement industry-standard security measures to protect your data:

• 256-bit SSL/TLS encryption for all data transmission
• Encrypted data storage at rest
• Regular security audits and vulnerability assessments
• Access controls and authentication requirements
• Secure data centers with physical security measures

5. Data Retention

We retain your information for as long as your account is active or as needed to provide services. After account deletion:

• Personal data is deleted within 30 days
• Aggregated, anonymized data may be retained for analytics
• Some data may be retained longer if required by law

6. Your Rights

You have the right to:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal data
• Portability: Receive your data in a portable format
• Opt-out: Unsubscribe from marketing communications

7. Cookies

We use cookies and similar technologies to:

• Keep you logged in to your account
• Remember your preferences
• Understand how you use our service
• Improve performance and user experience

8. Children's Privacy

StaffPulse is not intended for users under 16 years of age. We do not knowingly collect personal information from children under 16.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the service. Your continued use after changes constitutes acceptance of the updated policy.