Privacy Policy

StaffPilot (“StaffPilot,” “we,” “us”) is operated by Skycore Labs LLC. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our staff scheduling and timekeeping platform at app.staffpilot.work and related websites.

Information we collect

Depending on how you use StaffPilot, we may collect:

• Account information — name, work email, password (stored hashed), role, and organization (tenant) membership.
• Employment and workforce data — schedules, shifts, time clock entries, timecards, PTO, expense claims, and related records entered by you or your employer.
• Contact information — mobile phone number when provided for optional SMS alerts.
• Technical data — IP address, browser or device type, app version, and usage logs needed to operate and secure the service.
• Payment information — billing is processed by Stripe; we do not store full card numbers.

How we use information

We use information to:

• Provide, maintain, and improve StaffPilot for your organization.
• Authenticate users, enforce access controls, and protect tenant data isolation.
• Send service-related communications such as email notifications and, when opted in, SMS alerts.
• Process subscriptions, provide support, and comply with legal obligations.
• Maintain audit logs of sensitive actions as described in our product documentation.

SMS text messaging

If you opt in, StaffPilot may send transactional work-related text messages, such as:

• Schedule published or shift assigned, changed, or removed
• Shift swap requests and decisions
• Timecard or PTO approval notifications
• Missed clock-in or clock-out reminders
• Overtime threshold warnings

Message frequency varies based on work activity; some weeks you may receive no messages. Message and data rates may apply.

We do not sell, rent, or share mobile phone numbers with third parties for their marketing purposes. Numbers are used only to deliver StaffPilot service notifications you or your organization have requested. SMS delivery is provided through our messaging vendor (Twilio) solely to transmit messages on our behalf.

You may opt out of SMS at any time by replying STOP to a message. Reply HELP for help. Opting out of SMS does not affect other StaffPilot communications (such as email or in-app notifications) unless you change those preferences separately. If your mobile number changes in StaffPilot, SMS consent is cleared and must be granted again before messages resume.

How we share information

We share information only as needed to operate StaffPilot:

• Within your organization — according to role and department permissions configured by your employer.
• Service providers — such as cloud hosting (Microsoft Azure), email delivery, payment processing (Stripe), and SMS delivery (Twilio), under contractual confidentiality and security obligations.
• Legal requirements — when required by law or to protect rights, safety, and security.

We do not sell personal information.

Data retention and security

We retain data for as long as your organization’s account is active and as needed to provide the service, comply with law, and resolve disputes. Audit logs follow your organization’s configured retention period (default 30 days unless extended by your administrator).

We use industry-standard safeguards including encryption in transit, access controls, tenant isolation, and monitoring. No method of transmission or storage is 100% secure.

Your choices and rights

Workforce data is controlled by your employer (the tenant). Contact your organization administrator for access, correction, or deletion requests related to employment records.

For questions about this policy or your data as a StaffPilot customer, contact us through the Help Center or your organization’s StaffPilot administrator.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the “Last updated” date above. Continued use of StaffPilot after changes constitutes acceptance of the updated policy.