Legal

Privacy Policy

Effective Date: 1 January 2025  ·  Last Updated: 1 August 2025

Welcome to StaffEase. We are committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use the StaffEase mobile application (the "App") and associated website (collectively, the "Service").

By using StaffEase, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the App.

1. Information We Collect

We collect information you provide directly and information collected automatically when you use our Service.

1.1 Information You Provide

  • Account Information: Name, email address, phone number, and business/company name when you register.
  • Employee Data: Names, phone numbers, employment type, salary information, and attendance records that you enter to manage your team.
  • Payroll Data: Salary figures, deductions, advance amounts, and payment records you create within the App.
  • Communications: Information you share when you contact us for support.

1.2 Information Collected Automatically

  • Device Information: Device type, operating system version, unique device identifiers, and mobile network information.
  • Usage Data: App features accessed, screens viewed, time spent, and interaction patterns — used solely to improve the Service.
  • Crash Reports: Error logs and crash data collected via Firebase Crashlytics and Sentry to help us identify and fix bugs.
  • Push Notification Tokens: Device tokens collected via OneSignal to deliver in-app notifications (only if you grant permission).

2. How We Use Your Information

We use the collected information for the following purposes:

  • To provide, operate, and maintain the StaffEase Service.
  • To authenticate your identity and secure your account.
  • To process and display employee attendance, payroll, and HR data you enter.
  • To send transactional notifications relevant to your account activity (with your permission).
  • To diagnose technical issues and improve app stability using crash and error data.
  • To respond to your support requests and feedback.
  • To comply with applicable legal obligations.

📌 We do not sell, rent, or trade your personal data or your employees' data to third parties for marketing purposes.

3. Third-Party Services

StaffEase uses the following third-party services, each with its own privacy policy:

These services may collect information as described in their respective policies. We only work with services that meet adequate data protection standards.

4. Data Storage and Security

Your data is stored securely on Google Firebase infrastructure. We implement the following security measures:

  • All data is transmitted over HTTPS/TLS encrypted connections.
  • Firebase Security Rules ensure each company's data is completely isolated — no organisation can access another's data.
  • Authentication requires verified credentials; sessions are managed securely.
  • Sensitive amounts in the UI can be masked by users for additional privacy.

While we take industry-standard precautions, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

5. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Specifically:

  • Account and company data is retained while your account remains open.
  • Employee, attendance, and payroll records are retained until you delete them within the App or delete your account.
  • Crash logs and diagnostic data are retained for up to 90 days.

6. Account Deletion and Your Right to Be Forgotten

🗑️ You can permanently delete your StaffEase account at any time from within the App.

To delete your account:

  1. Open the StaffEase app and go to Settings.
  2. Tap Delete Account.
  3. Re-authenticate with your password to confirm your identity.
  4. Select a reason for leaving (optional) and confirm deletion.

Upon account deletion:

  • Your authentication credentials are permanently removed from Firebase Authentication.
  • All company data, employee records, attendance history, and payroll data associated with your account are permanently deleted from our servers.
  • Deletion is irreversible. We cannot recover deleted data.
  • Residual data in backup systems is purged within 30 days.

If you are unable to access the App and wish to request account deletion, please contact us at staffamanagement@gmail.com with your registered email address.

7. Push Notifications

StaffEase may send push notifications regarding app activity. You can opt out of push notifications at any time through your device's notification settings. Disabling notifications does not affect your ability to use the App.

8. Children's Privacy

StaffEase is intended for use by business owners, managers, and HR professionals. The App is not directed at children under the age of 13 (or 16 in certain jurisdictions). We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will delete it immediately.

9. Your Privacy Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request correction of inaccurate or incomplete data.
  • Deletion: Request deletion of your personal data (see Section 6).
  • Portability: Request your data in a portable, machine-readable format.
  • Objection: Object to processing of your personal data in certain circumstances.

To exercise any of these rights, please contact us at staffamanagement@gmail.com.

10. Cookies and Tracking

The StaffEase mobile app does not use cookies. Our website may use basic analytics to understand page traffic. No cross-site tracking or advertising cookies are used.

11. International Data Transfers

Your data may be stored and processed in servers located outside your country, including on Google Cloud infrastructure. Google complies with applicable data protection laws including GDPR standard contractual clauses where required.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by updating the "Last Updated" date at the top of this page and, where appropriate, by sending a notification through the App. Your continued use of StaffEase after changes are posted constitutes your acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your data, please contact us:

We aim to respond to all privacy-related inquiries within 5 business days.