Who this notice covers
This notice applies to StaffOps account holders, workspace members, invited field participants and people whose information is placed in a StaffOps workspace. For customer workspace data, the organization using StaffOps decides why the data is processed and who may access it. StaffOps processes that data to provide the service.
If an organization records information about a candidate, worker, driver, client contact or vendor, that organization is responsible for its notices, permissions and lawful basis. StaffOps does not decide whom an organization hires, deploys, pays or evaluates.
Information StaffOps processes
The current product processes the information needed to create accounts, run an organization workspace, coordinate assignments and provide support. The exact information depends on the features your organization uses.
- Account and profile data, including name, email address, verified phone number, sign-in provider, organization membership, role and section permissions.
- Organization, contact, candidate, driver, vehicle, service, route, contract, assignment, expense, billing, report and subscription records.
- Assignment Room messages, operational events, check-ins, handovers, live location updates when a participant uses that feature, and notification delivery information.
- Documents, images, videos and other files uploaded to records, Assignment Rooms, shared-file intake or support tickets.
- Billing profile, GST and subscription information. Razorpay handles checkout and payment processing; StaffOps stores the resulting customer, subscription, invoice and refund references needed to manage the plan.
- Technical data needed for authentication, fraud prevention, offline use, application reliability and support, such as device or browser state, session state, cached workspace data and error details supplied in a support request.
How the current app uses information
StaffOps uses workspace data to authenticate users, verify email and phone details, create and administer organizations, enforce role and section permissions, store and synchronize records, coordinate field operations, deliver notifications, generate reports, manage plan limits and billing, respond to support requests, and protect the service.
StaffOps does not currently include advertising trackers or sell workspace data. Information is not used for advertising profiles.
Service providers and integrations
StaffOps currently relies on Google Firebase for authentication, database, file storage, server functions and notifications; Razorpay for paid-plan checkout, invoices, subscriptions and refunds; and OpenAI only when an authorized user starts an AI-assisted extraction. Those providers process the information required for their part of the service under their own security and legal obligations.
When a user deliberately opens a WhatsApp invitation or uses a device sharing feature, the selected content is passed to that external app at the user’s direction. StaffOps cannot control how the recipient or external app handles information after it is shared.
AI-assisted processing
The AI people extractor and AI assignment assistant are optional, user-initiated features. Their current data flow, review requirements and safeguards are described on the AI & Data Use page. The current server requests OpenAI not to store API responses by sending store: false.
Device storage, offline use and notifications
StaffOps keeps the authenticated session on the device and uses a persistent browser cache so supported workspace data can remain available across tabs and during temporary connectivity loss. The installable web app also caches application files. Small session values may be used during onboarding or to return a user to the intended page.
Field notifications are enabled only after the user grants device permission. Removing the app, clearing site data or signing out may remove locally cached information, but it does not automatically delete records held in the organization workspace.
Access, sharing and administration
Private workspace access depends on active organization membership, assigned role and section permissions. Owners and administrators can invite or remove members and can grant read, edit or delete access by section. StaffOps platform administrators may access an account through an audited support-impersonation session when operational support requires it.
Organizations can create field invitations, Assignment Room access and shareable client billing reports. A recipient with a valid invitation or share link may be able to view the information exposed by that feature. Administrators should revoke access that is no longer needed and send links only to intended recipients.
Retention, deletion and exports
Workspace records and uploaded files are retained while the organization uses them. Some record deletions are soft deletions so the workspace can preserve operational history. AI intake files that are approved become source documents attached to the created person or assignment; files from a cancelled or failed intake are scheduled for deletion by the app where possible.
The current product supports exports for several operational and billing views, but it does not yet provide a single self-service export or workspace-deletion button. An administrator should use StaffOps Support for account-level access, correction, export or deletion requests. Legal, security, tax, payment, dispute or contractual requirements may require some information to be kept longer.
Questions and individual requests
If your information appears in a customer workspace, contact that organization first because it controls the purpose and content of the record. StaffOps account holders and organization administrators can use the in-app Support area for product, privacy and account requests. We may need to verify the requester’s identity and authority before acting.