Privacy Policy

1. Introduction

Welcome to StaffCherry ("we," "us," or "our"). StaffCherry is operated by StaffCherry Inc. We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at staffcherry.com or use our application (collectively, the "Service").

By using the Service, you consent to the data practices described in this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

2. Data We Collect

We collect the following categories of personal data:

• Identity Data: First name, last name, display name, profile photo, and user ID.
• Contact Data: Email address and telephone number.
• Account Data: Login credentials, account preferences, timezone, and role within your organization.
• Financial Data: Hourly rates, pay rates, payroll records, invoice details, and parking receipt data necessary for payroll processing. We do not store credit card or bank account numbers.
• Usage Data: Information about how you interact with the Service, including pages visited, features used, timestamps, and device information (browser type, operating system, IP address).
• Integration Data: Event details, staff assignments, customer information, and scheduling data synchronized from third-party services you authorize, including CheckCherry, ClickUp, Mailchimp, and Google Workspace.
• Google User Data: When you connect Google Workspace, automations you configure may access Gmail, Google Sheets, Google Calendar, and Google Drive. See Section 8 for details on Google data handling.
• CheckCherry Data: When you connect CheckCherry, we read bookings, staff assignments, leads, appointments, and payment records from your CheckCherry account. See Section 9 for details.
• Contact Form Data: When you use our contact form, we collect your name, email address, the topic you choose, your message, any screenshots you choose to attach (resized and stripped of photo metadata such as location before upload), your browser's user agent, and a one-way hashed form of your IP address (used only to limit abuse).

3. How We Collect Your Data

We collect data through the following methods:

• Directly from you: When you register, fill out forms, update your profile, or contact us.
• Automatically: When you use the Service, through cookies, analytics, and server logs.
• From third parties: When you authorize integrations with services like CheckCherry, ClickUp, Mailchimp, or Google Workspace via OAuth or API keys.

4. How We Use Your Data

We use your personal data for the following purposes:

• To provide, operate, and maintain the Service, including payroll calculations, invoicing, and receipt management.
• To manage your account, organization membership, and user authentication.
• To synchronize event and staff data from your connected platforms to automate your workflows.
• To execute automations you configure (e.g., creating tasks in ClickUp, adding subscribers in Mailchimp, or sending emails via Gmail when triggered by CheckCherry events).
• To send transactional emails such as invoice notifications, staff invitations, and account confirmations.
• To improve, personalize, and optimize the Service.
• To respond to your inquiries and provide customer support.
• To detect, prevent, and address technical issues or security threats.
• To comply with legal obligations.

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your data in the following circumstances:

• With your organization: Data is shared within your organization as configured by your administrator (e.g., staff payroll records visible to admins).
• With third-party integrations: Only when you explicitly authorize a connection (e.g., ClickUp, Mailchimp, Google Workspace). We send only the data required by the automation you configure.
• Service providers: We use Firebase (Google Cloud) for hosting, authentication, and data storage; Resend for transactional email delivery; Stripe to process subscription payments (card details are entered directly with Stripe and never reach our servers); Google Maps Platform (Places) for address autocomplete when you set up your organization; Cloudflare Turnstile to protect our contact form from spam (Turnstile receives your IP address, browser user agent, and related technical signals to tell people from bots); and Google (Gemini / Generative AI API) to extract expense details from receipt images you upload.
• Receipt analysis: When you upload an expense or parking receipt for automatic data extraction, the receipt image is sent to Google's Gemini (Generative AI) API solely to read and extract receipt details (such as merchant, date, and amount). This processing is subject to Google's API data-use terms.
• Legal requirements: We may disclose data if required by law, regulation, legal process, or governmental request.

6. Data Security

We implement industry-standard security measures to protect your personal data. These include:

• All data is encrypted in transit using TLS/SSL (HTTPS).
• Data at rest is encrypted using Google Cloud Platform's default encryption.
• Authentication is handled via Firebase Authentication with support for Google Sign-In.
• StaffCherry's own API secrets (for example, our payment and email provider keys) are stored in Google Secret Manager, not in application code.
• CheckCherry connection tokens are stored encrypted (AES-256-GCM) with a key held in Google Secret Manager and are used only by our servers. OAuth tokens and integration keys for other apps you connect (such as Google Workspace, Mailchimp, and ClickUp) are stored in our database, which is encrypted at rest. They are used only by our servers to run your syncs and automations, and they can be accessed by your organization's administrators.
• Access to administrative functions is restricted by role-based access controls.

While we strive to use commercially acceptable means to protect your personal data, no method of electronic transmission or storage is 100% secure.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Account data: Retained while your account is active. When you delete your account, your personal information (such as your name, email address, profile photo, contact details, and tax identifiers) is erased or anonymized within 30 days.
• Payroll and invoice records: Retained for a minimum of 7 years to comply with tax and financial record-keeping requirements. After account deletion, these records are kept in de-identified form — personal identifiers are removed, while amounts, dates, and other non-personal financial details are retained as required for legal and tax compliance.
• Usage logs: Retained for up to 90 days for debugging and analytics purposes.
• OAuth tokens: Retained while the integration is active. OAuth tokens are deleted immediately when you disconnect an app from StaffCherry.
• Automation run history: When an automation runs, the data each step sends or receives (for example, an email it read or a row it added) is saved in that automation's run history in your organization's account.
• Contact form messages and screenshots: Retained as long as needed to respond to you and keep a record of the conversation. You can ask us to delete them at any time.

8. Google API Services and User Data

StaffCherry's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

• When you connect Google Workspace, we request these scopes: gmail.send, gmail.modify, gmail.labels, spreadsheets, calendar.events, and drive.
• We access Google data only when an automation you configure runs a step that needs it. We never browse, scan, or analyze your Google data outside those steps.
• Gmail: automation steps can send emails, create drafts, list or read specific messages and threads, add or remove labels, create labels, and move messages to trash.
• Google Sheets: automation steps can create spreadsheets, add tabs, and read, append, update, or clear cell values.
• Google Calendar: automation steps can create, read, list, update, and delete events, list your calendars, and check free/busy times.
• Google Drive: automation steps can list, read, create folders, copy, move, delete, share, export, and comment on files.
• Data an automation step reads from Google is used only within that automation and is saved in the automation's run history in your organization's account (see Section 7).
• We do not use Google user data for advertising, market research, or to serve ads.
• We do not transfer Google user data to third parties except as necessary to provide the Service, comply with applicable laws, or as part of a merger or acquisition.
• Data received from these Google Workspace APIs (Gmail, Sheets, Calendar) is not used to train AI or machine learning models.
• This Limited Use commitment covers Google Workspace data accessed via the APIs above. It does not apply to receipt images you upload for automatic data extraction, which are sent separately to Google's Gemini (Generative AI) API and handled under Google's API data-use terms (see Section 5). We do not use that receipt data to train our own models.
• You can revoke access at any time by disconnecting Google Workspace from the Automations tab or by visiting your Google Account permissions.

9. CheckCherry Integration

StaffCherry connects to CheckCherry to import your bookings and staff assignments for payroll and to run automations you configure.

• How you connect: You approve StaffCherry on CheckCherry's own authorization screen (OAuth). You see the full list of permissions there before approving.
• Permissions we request (all read-only): unassigned_event_read (view all bookings, used to calculate staff pay), lead_read (view leads, used for "new lead" automations), unassigned_appointment_read (view appointments, used for appointment automations), unassigned_event_read_pricing (view booking pricing and payments, used for "new payment" automations), all_staff_check_in_read (view staff check-ins, including location and notes, requested for upcoming features and not currently read), and employee_read (view your staff list, requested for upcoming features and not currently read).
• Read-only: StaffCherry never creates, edits, or deletes anything in your CheckCherry account.
• What we store: Your CheckCherry access and refresh tokens, plus the booking details we sync (event dates, times, titles, add-ons, travel distance, assigned staff names, and status) and the data that triggers your automations.
• How we use it: Only to provide StaffCherry to your organization. We do not sell CheckCherry data, use it for advertising, or use it to train AI models.
• Disconnecting: You can disconnect at any time from StaffCherry's settings or from the Integrations page in CheckCherry. When you disconnect, we delete your CheckCherry tokens and stop accessing your account. Payroll records already created from synced bookings are kept as described in Section 7.

10. Cookies and Tracking

We use the following types of cookies and similar technologies:

• Essential cookies: Required for authentication and session management (Firebase Auth tokens). These cannot be disabled.
• Preference cookies: Store your theme preference (dark/light mode) in localStorage.
• Analytics cookies: We use Google Analytics to understand how users interact with the Service. You can opt out using browser extensions or ad blockers.

We do not use cookies for advertising or cross-site tracking.

11. Your 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. You can download your data at any time from your Account Settings.
• Correction: Request that we correct any inaccurate or incomplete data.
• Deletion: Delete your account from your Account Settings, or request deletion of your personal data. When you do, we erase or anonymize your personal information within 30 days. De-identified payroll and invoice records are retained for legal and tax compliance (see Section 7).
• Data Portability: Request a machine-readable copy of your data, or download it yourself as JSON from your Account Settings.
• Withdraw Consent: Withdraw consent for data processing at any time by disconnecting integrations or deleting your account.
• Objection: Object to the processing of your personal data in certain circumstances.

To exercise any of these rights, please contact us at support@staffcherry.com. We will respond within 30 days.

12. Children's Privacy

The Service is not intended for use by children under the age of 16. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child under 16, we will take steps to delete that information promptly.

13. International Data Transfers

Your data may be transferred to and processed in countries other than your country of residence, including Canada and the United States, where our servers and service providers are located. By using the Service, you consent to these transfers. We ensure appropriate safeguards are in place to protect your data in compliance with applicable data protection laws.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of the Service after any changes constitutes your acceptance of the updated Privacy Policy.

15. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: