Your work belongs to your team.

• Identity and profile details, including your name and email address.
• Trial signup details: your name, company name, email address, and phone number, sent when you start a seven-day trial.
• Workspace content, including companies, memberships, tasks, comments, assignments, deadlines, reminders, and attachments.
• Voice recordings submitted for transcription or translation, plus the resulting task text.
• Device and notification details used to provide reminders and push notifications.
• Contact and support messages you send to us.
• Security, usage, and diagnostic records such as IP address, browser or device information, error details, and page activity.

• Provide, authenticate, secure, and support StaffToDo.
• Store and synchronise your team's workspace content.
• Deliver reminders and notifications that users request.
• Transcribe voice recordings and, when selected, translate spoken content into English.
• Detect abuse, investigate errors, and improve service reliability.
• Meet legal obligations and respond to valid legal requests.

Depending on the context and applicable law, we process data to perform our contract with you, pursue legitimate interests in operating a secure service, comply with legal obligations, or act with your consent.

StaffToDo sends a recording to Hugging Face only when you choose the voice feature. The provider processes it using a Whisper speech model to create task text or translate speech into English. The raw recording is not retained by StaffToDo after transcription. The resulting text is stored only if you continue and create the task.

When you choose to connect an AI assistant, such as ChatGPT or Codex, StaffToDo shares the workspace information needed to answer your requests with that assistant’s provider. This may include tasks, comments, assignments, staff and department details, recurring schedules, coverage and analytics that your account can already access.

The connection follows the read or write permissions you grant and your existing workspace role. With write permission, the assistant can carry out supported changes on your behalf. The provider processes information under its own terms and privacy policy.

You can revoke access in Connected apps in the StaffToDo portal. Revocation stops further access through that connection; it does not automatically delete information already retained by the assistant’s provider.

• Appwrite for application data, storage, and authentication.
• Cloudflare for hosting, delivery, and security.
• Firebase for push notifications.
• Sentry for error diagnostics where configured.
• Hugging Face for requested voice transcription and translation.
• Google Analytics and Microsoft Clarity for website analytics where enabled.

These providers process data only to supply their services to us. We do not sell personal data. We may also disclose information when required by law, to protect users and the service, or as part of a business transfer with appropriate safeguards.

StaffToDo and its providers may process data in countries other than your own. Where required, we use contractual and other safeguards designed to protect personal data during international transfers.

We retain personal data while an account or workspace is active and as needed for security, legal, and operational obligations. The exact period depends on the type of data and why it is held.

A seven-day trial workspace locks when the trial ends. The owner then has 7 more days to pay. If no payment is made in that time, we delete the trial workspace. The link we email to start a trial expires after 24 hours. A trial signup that is never verified is deleted after 7 days. Your trial contact details are deleted with the workspace.

We never delete a workspace that is paid for. When payment stops, we lock the workspace and keep it for up to 3 months. After that we delete it.

You may request deletion of your account and associated private personal data. Necessary workspace records may be anonymised so other members retain an accurate work history. A sole owner may need to transfer ownership or separately confirm deletion of the entire workspace because that affects every member.

Subject to applicable law, you may ask to access, correct, export, restrict, object to, or delete your personal data. You can control browser permissions and notification settings on your device.

Email support@stafftodo.com for privacy questions or requests. Account deletion instructions remain available from the StaffToDo app.

StaffToDo is a business productivity service and is not directed to children under 16. Do not create an account for a child unless you are legally authorised to do so and the use complies with applicable law.

We may update this policy when StaffToDo, our providers, or legal requirements change. We will publish the revised date here and provide additional notice where required.

Our use of StaffToDo is also covered by the Terms and Conditions.