Privacy Policy

‍Version (Effective): August 12, 2025

PRIVACY POLICY

Version (Effective): August 12, 2025
This Privacy Policy applies to all data collection and processing by Staff OS LLC, particularly through staff-os.com and its service platforms (each a “Site”). Staff OS LLC is a US-based vertical AI SaaS company assisting construction staffing companies with sourcing and screening needs.
For this Policy, “Staff OS” (or “we,” “us,” or “our”) means Staff OS LLC. We have no affiliates, subsidiaries, or branches. This Policy describes how we collect, use, share, and process personal data you provide to us or our customers. It outlines your choices for access, correction, deletion, and other rights. Use of personal data is limited to providing our AI-powered staffing services (the “Service”) as per customer agreements and this Policy. We adhere to data minimization, collecting only necessary data, and privacy-by-design principles.
1. Collected Personal Data and How We Use It
We collect and process the following categories of personal data from customers (construction staffing companies), their candidates, and Site visitors. Data is retained only as needed (see Sec. 4).Type of DataDescriptionEntity CollectingPurposeIdentifiersNames, emails, physical/residential addresses, job titles, contact details, age, sex, date of birth, marital status, SSN/NI numbers, location. For customers: company name, size, type.Staff OS or CustomersSee 1.2Education & TrainingAcademic records, qualifications, skills (e.g., construction certifications, trades, training records).Staff OS or CustomersSee 1.2EmploymentRole, experience, employment/career history (e.g., previous jobs), recruitment/termination details, attendance, performance appraisals, safety records, agency details.Staff OS or CustomersSee 1.2FinancialIncome, salary, wage, billing rates, payments, benefits, bank info, card details (for customers).Staff OS or CustomersSee 1.2Goods/ServicesDetails of supplied goods/services, licenses, contracts.Staff OS or CustomersSee 1.2IT InformationIP addresses, device info, location, connection data, usernames, social media handles.Staff OS or CustomersSee 1.2Special CategoriesSensitive data (e.g., health, race, union membership, sex, marital status) for legal compliance or employment fitness. Processed only with explicit consent or as required by law.Staff OS or CustomersSee 1.2
1.2 Purposes of Processing
As controller or processor, we process data for legitimate business needs, contractual obligations, and legal compliance. Specific purposes:
Provide the Service, including pre-trained AI for sourcing and screening (e.g., matching candidates via algorithms; no training on user data).
Facilitate third-party services integrated by customers.
Maintain records of activity and information.
Administer accounts and payments.
Respond to support requests.
Provide Service updates.
Marketing (with opt-in consent where required).
Data security.
Anonymized analytics and Service enhancement.
We process only necessary data and obtain consent for non-essential uses.
1.3 Aggregated/Anonymized Data
We may use anonymized/aggregated data for analytics and research. We prevent re-identification and may share it with third parties.
1.4 Sharing and Disclosures
We do not sell personal data. Sharing is limited to sub-processors for Service delivery: Mailchimp (marketing), Twilio (communications), Pusher (real-time updates), Rollbar (error tracking), Google API (various services), AWS (hosting/storage). List at [staff-os.com/sub-processors]. Customer-engaged partners' policies apply. Also shared as required by law, court order, or to protect rights; in corporate transactions (with notice). Contracts ensure equivalent protections (e.g., data processing agreements). Employees access data only as needed, under confidentiality. No automated decision-making/profiling without consent.
1.5 AI-Specific Disclosures
We use only pre-trained AI models for sourcing and screening. Personal data is not used to train models. We ensure transparency, fairness, and minimal data use in AI processes.
1.6 Marketing and Opt-Outs
Opt-out of marketing via email links or privacy@staff-os.com. We track non-personal usage for aggregated insights.
1.7 Customer Responsibilities
Customers control their data; contact them directly for candidate queries. We assist as processor.
2. Cookies and Tracking
We use cookies for trends, Site admin, authentication, and demographics. See our Cookie Policy at [staff-os.com/cookie-policy]. Opt-out via settings.
3. Your Rights
Under US laws (e.g., CPRA) and others (e.g., GDPR for applicable users), you have rights to access, correct, delete, port, restrict, object to processing, or opt-out of sharing/sales. Requests within 45 days (or as required); email privacy@staff-os.com. No discrimination for exercising rights. For customer-controlled data, contact the customer first; we assist. We recognize Global Privacy Control signals.
4. Data Retention
Retain data only while accounts are active, as needed for Service/legal obligations, or disputes. Delete/anonymize upon fulfillment, per agreements/law.
5. Security
We use industry-leading measures: encryption in transit/rest, firewalls, access controls, regular audits, data masking for AI. No system is 100% secure; report issues to privacy@staff-os.com.
6. Third-Party Links
Linked sites have their own policies; we are not responsible.
7. No Minors
Service not for minors; we delete minor data promptly if identified.
8. State-Specific Rights (e.g., California)
Residents may request categories/sources/uses/sharing of data. We do not sell or share for targeted ads (opt-out via settings or GPC). Appeal denials via privacy@staff-os.com.
9. International Transfers
As a US company, we comply with US laws primarily. For EEA/UK/Swiss data, we use SCCs and DPF (EU-US, Swiss-US, UK Extension) where applicable. Certified compliance for transfers.
10. Changes
We notify of material changes via email/Site. Review periodically.
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Contact
Email privacy@staff-os.com, Attn: Data Protection Officer. Complaints to authorities (e.g., California AG). For DPF disputes, use independent recourse; arbitration available.