Privacy

Two kinds of people in this policy

A workspace is a company that subscribes. Its own staff sign in as users. The workspace decides what it keeps about its clients, candidates and contacts, and is the controller of that information; Staffology OS processes it on the workspace's instructions. For the accounts of the people who sign in, and for the website itself, Staffology OS is the controller.

What the service stores

• Your account. Name, work email, phone number if you add one, your role and permissions, your profile photo, and your workspace's name, branding and settings.
• What you put in. Accounts, contacts, leads, deals, tasks, notes, calls, meetings, emails logged against a record, documents, digital cards, marketing lists, forms and campaigns, and photos you attach to records.
• How the app is used. Which screens you open and for how long, so admins can see team activity, plus the IP address of a sign-in and the approximate city it maps to.
• Delivery details. Whether a marketing email was delivered, opened or bounced, and whether a shared document or digital card was opened.
• Phones. A push token for each phone signed in, the app version and the device name, so notifications reach the right phone.
• Support and billing. What you send us, and the plan, invoices and payments for the workspace.

There is no advertising, no tracking across other websites, and nothing is sold. Cookies are used to keep you signed in and nothing else.

The mobile app specifically

• Camera and photo library. Only opened when you add a photo to a record, and only the photos you pick are uploaded.
• Face ID and Touch ID. App lock is checked by the phone. The result is all the app sees; no biometric data leaves your device or reaches us.
• Working with no signal. Calls, notes, tasks and photos you save offline are encrypted on the phone until they send, along with the records you recently opened. Signing out deletes them.
• Calls. The app cannot read your phone's call history. Only calls you start inside the app are logged, and only after you confirm the outcome.
• Location. The app does not ask for or collect device location.
• Notifications. Sent through Expo's push service to Apple and Google, and only for your own tasks, hand-offs and alerts.

Who else processes it

These companies run parts of the service. Each is bound to use the information only to provide it.

• Supabase. The database, sign-in and file storage (United States).
• Vercel. Hosting for the website, the web app and the API (United States).
• Expo. Delivering push notifications to Apple and Google.
• Anthropic. AI features, when someone uses them: the text of that request is sent to generate the answer, and is not used to train models.
• Resend. Sending email the workspace asks for, such as invitations, document notices and marketing campaigns.
• Stripe. Payment details for workspaces that pay by card. Card numbers go to Stripe, never to us.
• Google and Microsoft. Only if your workspace connects a mailbox or calendar, and only for the mailbox it connected.
• Apple and Google Wallet. Only when someone adds a digital card to a wallet.

Keeping it separate and safe

Every workspace's data is isolated at the database level: a query can only reach the workspace it belongs to. Traffic is encrypted in transit, credentials for connected mailboxes and wallet certificates are encrypted at rest, files are served through short-lived signed links, and the phone app can be locked with Face ID or Touch ID. Inside a workspace, what each person can see follows the role their admin gives them.

How long it is kept

Records stay until the workspace deletes them or closes the workspace. Usage and delivery history is kept while the workspace is open so reports remain accurate. Backups roll off within 30 days. When a workspace closes, its data is deleted.

Deleting your account

In the phone app: More → Delete account. In the web app: Settings → Profile, or ask your admin. The screen says exactly what will happen before you confirm.

• If other people share your workspace. Your sign-in is removed and your name, email and phone are erased. Records you worked on stay with the company that owns them, and your past activity shows as "Deleted user". If you are the only admin, you hand the workspace to someone first.
• If you are the only person in the workspace. The whole workspace is deleted: every account, contact, lead, deal, activity, document and photo in it, plus files kept for it.
• Anything unsent on your phone. Deleted with it.

Your rights

You can see and correct most of what is held about you inside the app. You can also ask for a copy, ask for it to be deleted, or object to how it is used, by writing to support@staffologyos.com. If the information is in a workspace someone else owns, we pass the request to that workspace and help them answer it. We answer within 30 days.

Children

Staffology OS is workplace software and is not intended for anyone under 16.

Changes

When this page changes, the date at the top changes with it, and anything significant is announced in the app before it takes effect.

Contact

Questions about privacy: support@staffologyos.com.