Privacy policy

Effective November 5, 2026

StaffClock ("StaffClock", "we", "us") makes a phone app and a website that companies use to track their staff's hours, schedules and pay. This policy explains what information we handle, why, and the choices you have. It covers the StaffClock phone app, the StaffClock HR website, and this public website.

Who is responsible for your information

When a company (your employer, or the company you work for) uses StaffClock, that company decides what information about its staff goes into StaffClock and how it is used. We process that information on the company's behalf to provide the service. If you are a staff member and have questions about your records, you can ask your employer, or contact us and we will pass your request on.

For information you send us directly through this website (for example a demo request), StaffClock is responsible.

Information we handle

• Account details: name, phone number, email address, password (stored only as a secure hash), profile photo if you add one, and whether you are an employee or a manager.
• Work details: your job role, employee number, pay rates, the buildings or projects you are assigned to, your schedule, and the hours you log, including dates, start and end times, notes and approval status.
• Company details: company name, address, logo, clients, buildings and their billing amounts, entered by the company's managers.
• New-hire onboarding: when a company onboards you through StaffClock, the details you enter (such as your address, date of birth and contact details), your answers on Form I-9 Section 1 and any work-authorization numbers, the document details your employer records in Section 2, files you upload, and your electronic signatures on required notices. Date of birth, work-authorization and document numbers are encrypted, and uploaded files are kept in private storage.
• Messages you send to and receive from your company in the app.
• Device information needed to run the app, such as a push-notification token, and basic technical logs (for example IP address, time of request and errors) that help us keep the service working and secure.
• Contact form details: your name, email, and anything else you choose to send, such as your company, phone number and message.

StaffClock does not collect your location. We do not collect Social Security numbers, bank details or tax-withholding forms; your employer's payroll provider collects those.

How we use information

• To provide the service: letting staff log hours and see schedules, letting new hires complete onboarding paperwork, and letting managers approve hours, plan teams, and run reports such as payroll exports and billing.
• To send texts and notifications you need, such as an invitation to join your company or a password reset code.
• To keep the service secure, prevent abuse and fix problems.
• To reply to messages you send us.

We do not sell personal information, and we do not use it for advertising.

Who we share it with

Information about a company's staff is visible to that company's managers. Each company's information is kept separate, and one company cannot see another company's records.

We use a small number of service providers to run StaffClock, and they may only use the information to provide their service to us:

• Google Cloud, for hosting, the database and file storage (in the United States).
• Twilio, to send text messages such as invitations and codes.
• Expo and Google Firebase, to deliver push notifications to the app.

We may also disclose information if required by law, or to protect the rights, safety or property of our users or others.

How long we keep it

We keep a company's information for as long as the company uses StaffClock, and as needed to meet legal and record-keeping obligations, such as payroll records and the retention periods for Form I-9. When a company stops using StaffClock, it can ask us to delete its information. Database backups are kept for a limited time and then deleted. Contact form messages are kept as long as needed to respond and follow up.

How we protect it

Information is sent over encrypted connections, passwords are stored as secure hashes, access to production systems is limited, and every request in the HR website is limited to the signed-in manager's own company. No system is perfectly secure, but we work to protect your information and will notify affected companies of a breach as required by law.

Your choices and rights

You can view and update your profile in the app. You can ask to see, correct or delete your information; if it belongs to your employer's records, we will work with your employer, who may need to keep some records by law. To make a request, contact us.

Children

StaffClock is meant for workplaces and is not intended for children under 16.

Changes to this policy

If we make material changes, we will update the date above and, where appropriate, let companies know before the changes take effect.

Contact

Questions about this policy or your information? Send us a message.