Privacy Policy

1. Introduction

Staffmify is committed to protecting the privacy and security of the data entrusted to us by organisations and their employees. This Privacy Policy explains what data we collect, how we use it, how we protect it, and your rights in relation to it. By using Staffmify, you agree to the practices described in this policy.

2. Data We Collect

We collect the following categories of data:

• •Organisation data: Organisation name, industry, contact email, and subscription information provided during registration.
• •Employee data: Names, email addresses, departments, and job roles uploaded by organisation administrators.
• •Assessment data: Questions, answers, scores, and results generated through the platform.
• •Usage data: Information about how the platform is used, including login times, pages visited, and features accessed.
• •Payment data: Payment transactions are processed by Paystack. Staffmify does not store card or bank account details directly.

3. How We Use Your Data

We use the data we collect to:

• • Provide and operate the Staffmify platform
• • Generate assessment scores, intelligence reports, and decision recommendations
• • Process subscription payments and manage billing
• • Send transactional emails such as assessment invitations and result notifications
• • Improve the platform through usage analysis and product development
• • Respond to support requests and communicate with users
• • Comply with applicable legal obligations

4. Data Isolation and Security

Each organisation on Staffmify operates in a completely isolated data environment. Your organisation's data, including employee records, assessments, and results, is never accessible by or shared with any other organisation on the platform.

We implement industry-standard security measures to protect your data including:

• • Encrypted data transmission using HTTPS
• • Secure authentication powered by Supabase
• • Row-level security policies that enforce data isolation at the database level
• • Regular security reviews and platform updates

5. Data Sharing

We do not sell your data to third parties. We share data only in the following limited circumstances:

• •Service providers: We work with trusted third-party providers including Supabase for database hosting, Vercel for platform hosting, Paystack for payment processing, and Resend for email delivery. These providers process data only as necessary to deliver their services.
• •Legal requirements: We may disclose data where required by applicable law, court order, or regulatory authority.
• •Business transfer: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.

6. Employee Data and Consent

Organisation administrators are responsible for ensuring that appropriate consent or legal basis exists before uploading employee personal data to Staffmify. This includes informing employees that their data will be processed on the platform and for what purpose.

Employees who take assessments through Staffmify should be informed by their organisation that their responses will be scored, analysed, and used to inform people decisions. Staffmify assessment links are unique and tied to individual employees to ensure accurate attribution of results.

7. Data Retention

We retain your data for as long as your organisation account is active. If you cancel your account, your data will be retained for 90 days to allow for account recovery, after which it will be permanently deleted from our systems.

You may request deletion of your data at any time by contacting us at support@staffmify.com. We will process deletion requests within 30 days.

8. Your Rights

As a user of Staffmify, you have the right to:

• • Access the personal data we hold about you or your organisation
• • Request correction of inaccurate or incomplete data
• • Request deletion of your data
• • Request a copy of your data in a portable format
• • Object to or restrict how we process your data

To exercise any of these rights, contact us at support@staffmify.com.

9. Cookies

Staffmify uses essential cookies to maintain your session and keep you logged in. We do not use tracking cookies, advertising cookies, or third-party analytics cookies. You can disable cookies in your browser settings but this may affect your ability to use the platform.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or a notice on the platform. Your continued use of Staffmify after changes take effect constitutes your acceptance of the updated policy.

11. Contact

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us at support@staffmify.com.