Privacy Policy

StaffHub, refered to as "we", "us", "our"), is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African legislation. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use the StaffHub platform ("Platform") at https://www.staffhub.co.za.

1. Information We Collect

We collect the following categories of personal information, depending on your role and your employer's use of the Platform:

• Identity information: full name, South African ID number (for date of birth and gender derivation), and any industry-specific registration numbers where applicable.
• Contact information: phone number, email address.
• Company information: company name, registration number, physical address.
• Employment information: role, assigned sites, shift schedules, attendance records, leave records, advance requests.
• Location information: GPS coordinates captured during registration, shift book-on, shift book-off, fleet tracking, and occurrence book entries.
• Fleet and asset information: vehicle details, mileage records, and assignment history.
• Inventory information: uniform allocations, equipment issuance, stock records.
• Device information: browser type, device type, IP address, collected automatically for security and analytics.
• Financial information: billing details processed via PayFast (StaffHub does not store card numbers).
• Communication records: messages sent via the in-app messaging system, support queries.
• Incident records: occurrence book entries, incident reports, photographic evidence, and handover records.

2. How We Use Your Information

We process your personal information for the following purposes:

• To provide and maintain the Platform and its features.
• To verify your identity.
• To process attendance, timesheets, and payroll data.
• To facilitate fleet management and vehicle tracking.
• To manage inventory, uniforms, equipment, and stock.
• To record and manage incidents, occurrences, and handovers.
• To facilitate communication between staff, company administrators, and clients.
• To process subscription payments and issue invoices.
• To comply with legal obligations, including labour and tax requirements.
• To detect and prevent fraud, unauthorised access, and security threats.
• To improve the Platform's functionality and user experience.
• To send service-related notifications, including push notifications (with your consent).

3. Legal Basis for Processing

We process your personal information on the following grounds under POPIA: (a) your consent, where applicable; (b) performance of a contract to which you are a party (the SaaS Subscription Agreement or your employment relationship with a subscribing company); (c) compliance with a legal obligation; (d) protection of your or another person's legitimate interests.

4. Data Sharing

We do not sell your personal information to third parties.

We may share your information with:

• Your employer (the subscribing company) for workforce management purposes.
• The subscribing company's clients, to the extent required for site-level operational visibility via the client portal.
• Our payment processor (PayFast) for billing purposes.
• Our cloud infrastructure provider (Google Firebase / Google Cloud Platform) for hosting and data storage.
• Law enforcement or regulatory bodies, where required by law.

All third-party service providers are contractually required to protect your personal information in accordance with POPIA.

5. Data Storage and Security

Your data is stored on Google Cloud Platform infrastructure. We implement appropriate technical and organisational security measures, including:

• Encryption of data in transit (TLS/HTTPS).
• Role-based access controls.
• Audit logging of data access and modifications.
• Isolated multi-tenant architecture ensuring company data separation.

Despite our security measures, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Platform's services. Upon account termination, we retain data for a reasonable period to comply with legal obligations (including tax and labour record-keeping requirements) before secure deletion. Timesheet submissions, attendance records, and incident reports may be retained for the period required by the Basic Conditions of Employment Act (BCEA) and other applicable legislation.

7. Your Rights Under POPIA

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal information, subject to legal retention requirements.
• Object to the processing of your personal information on reasonable grounds.
• Withdraw your consent to processing, where consent is the basis for processing.
• Lodge a complaint with the Information Regulator (South Africa).

To exercise any of these rights, contact us at support@staffhub.co.za.

8. Cookies and Tracking

The Platform may use cookies and similar technologies for session management, security, and analytics. You can manage cookie preferences in your browser settings.

9. Children's Information

While StaffHub does not itself impose a minimum age requirement, certain features of the Platform (including payment processing via PayFast) require users to be at least 18 years of age. We do not knowingly collect personal information from children under the age of 18 without the consent of a parent or guardian, in accordance with POPIA.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on the Platform with the updated effective date. Material changes will be communicated to you via email or in-app notification.

11. Information Officer

For privacy-related queries or to exercise your POPIA rights, contact our Information Officer at:

Email: support@staffhub.co.za
Website: https://www.staffhub.co.za