Your information, explained clearly.

Overview

StaffSync is a workplace scheduling, event management, messaging and invoicing application. This policy applies when you use the StaffSync app and its related support and legal pages.

Information we collect

Depending on the features you and your organisation use, StaffSync may process:

• Account and profile details: name, email address, phone number, date of birth, postcode, role, company access and profile image.
• Workplace information: shifts, events, availability, assignments and related company records.
• Messages and images: messages and image attachments shared in workplace conversations.
• Invoice information: legal name, address, tax reference, bank name, account name, sort code and account number when invoicing features are used.
• Notification information: notification preferences, permission status and a device token if you enable push notifications.
• Technical information: authentication events, timestamps and service logs required for security, reliability and troubleshooting.

Photos you choose

StaffSync uses your device’s system photo picker. The app receives only an image you deliberately select and cannot browse your unselected photos. A profile image is cropped, uploaded and shown to members of your company workspace. A conversation image is shown to members of that conversation.

How and why we use information

We use information to provide and secure StaffSync, manage accounts and company access, coordinate events and shifts, record availability, deliver workplace messaging, provide optional notifications, support invoicing, prevent misuse, meet legal obligations and respond to support requests.

Where UK or European data-protection law applies, we rely on performance of the StaffSync service, compliance with legal obligations, consent where required, and legitimate interests such as operating, securing and supporting the service. You may withdraw consent for optional processing without affecting earlier lawful processing.

Who can see your information

Relevant information is visible to authorised people in your StaffSync company workspace. Depending on the feature, this may include managers, administrators, assigned staff and members of a team conversation. Workplace information is not a public social profile.

Users can report inappropriate workplace messages. A report includes the reported message, reporter, reported user, reason and relevant identifiers so an authorised company administrator can review it and, where appropriate, remove the reported content. Users can also block another user, which stores the blocked account identifier and hides that person’s messages for the blocking user.

We may also disclose information where required by law, to protect users or the service, or as part of a business transfer subject to appropriate safeguards.

Service providers

• Google Firebase provides authentication, database, server functions and website hosting.
• Cloudinary stores selected profile pictures and conversation images.
• Expo supports optional push-notification delivery.
• Your device services may handle email or printing when you choose to create, print or email an invoice.

These providers process information to deliver the features described here. Information may be processed in the UK, European Economic Area or other countries. Where required, international transfers are protected by an adequacy decision, approved contractual safeguards or another lawful mechanism.

Retention and account deletion

We retain personal information only for as long as needed for the service, security, legal obligations and legitimate workplace record-keeping. Different records may need different retention periods, particularly payroll, tax, accounting, invoicing, security and dispute records.

You can permanently delete your account from Profile → Delete Account. After you confirm with your password, deletion starts immediately and cannot be undone. StaffSync deletes the authentication account, personal profile, invoice profile, notification token and profile image. Messages, shifts and invoices that other workspace members rely on remain but are anonymised as “Deleted User”, and private invoice details are removed. Some operational records may remain in anonymised form or where retention is legally required.

Your choices and rights

You can update profile information in the app, choose not to upload a photo, and turn optional notifications off. Depending on where you live, you may also ask to access, correct, erase, restrict or object to processing, or receive a portable copy. We may need to verify your identity before acting on a request.

If you are in the UK, you may also complain to the Information Commissioner’s Office.

Security

StaffSync uses encrypted connections in transit and the security controls provided by its service providers. No internet service can guarantee absolute security, so we limit processing to what is needed to operate the service.

Children

StaffSync is a workplace service and is not directed to children under 16. If you believe a child has provided information without appropriate authorisation, contact us so we can investigate and remove it where required.

Policy changes

We may update this policy when StaffSync or legal requirements change. We will publish the revised policy here, change the date above and provide additional notice where a change is material.

Contact us

For privacy questions, rights requests or account-deletion help, email us. Please do not include passwords or full banking details in your message.