StaffBinder helps agencies manage staff records, compliance documents, reminders, reporting, and subscription billing. This Privacy Policy explains what we collect, how we use it, and how we protect it.
Information We Collect
We collect the information needed to operate StaffBinder, including account details, agency profile information, staff records, uploaded documents, billing metadata, support requests, and activity needed for security and reliability.
- Account information such as name, email address, and role
- Agency details provided during setup and branding
- Staff profile records and compliance documents uploaded by your organization
- Sensitive staff information your organization chooses to store for compliance or recordkeeping purposes
- Subscription, billing, invoice, and payment-status metadata from our payment provider
- Technical information needed to operate, secure, and troubleshoot the service
How We Use Information
Information is used to provide the service, protect accounts, improve reliability, and support agency compliance workflows.
- Managing staff and document records
- Tracking missing, expired, and expiring requirements
- Sending reminders, alerts, and account notifications
- Communicating with you about registration, trials, billing, account status, service changes, reminders, support requests, and security-related matters
- Maintaining billing, access controls, and system security
- Providing support, troubleshooting, monitoring reliability, and investigating suspicious activity
Service Communications
We use contact information provided by your organization to send service-related communications, including registration confirmations, trial notices, billing notices, account status updates, support replies, security notices, and document reminder notifications.
These communications are part of operating StaffBinder and are separate from promotional marketing. We do not sell your contact information or share it for third-party marketing.
Billing and Payments
StaffBinder uses a secure third-party payment processor for subscriptions, invoices, and payment methods.
We may store billing metadata such as plan, subscription status, invoice status, and payment history needed to administer the account.
Data Handling
Data entered into StaffBinder is stored and processed to provide staff management, document tracking, reporting, billing support, reminders, analytics, and account management.
Access is limited to authorized users within your organization and to StaffBinder personnel or service providers only when necessary to provide, secure, or support the service.
Sensitive Staff Information
StaffBinder is designed for agency compliance workflows and may contain sensitive staff records. These records are intended for authorized business use within your organization.
Sensitive information is handled using safeguards designed to reduce unauthorized access and exposure. Authorized users should access or disclose sensitive information only when necessary.
Your organization is responsible for deciding what staff information to upload, ensuring it has the appropriate authority to maintain those records, and limiting access to authorized personnel.
Data Security
We use reasonable administrative, technical, and organizational safeguards to protect your data. These safeguards are designed to limit unauthorized access, support account security, and protect sensitive records.
No method of transmission or storage is completely secure. We work to reduce risk and ask customers to protect their login credentials, use appropriate internal access controls, and notify us promptly about suspected unauthorized access.
Your Data
Your organization retains ownership of the data it enters into StaffBinder. We do not sell your data or share it for third-party marketing.
Agency owners or authorized administrators may request access, correction, export, cancellation, or deletion assistance by contacting support, subject to identity verification and applicable legal, billing, security, and audit requirements.
Third-Party Services
We may use trusted providers for hosting, communications, payments, storage, recovery, monitoring, and similar platform operations. These providers receive only the information needed to perform their services.
Payment processing and continuity services may be handled by third-party providers that support platform operations and recovery.
Data Retention
We retain data as long as needed to provide the platform, meet legal or billing requirements, support account recovery, maintain operational records, resolve disputes, prevent fraud or abuse, and secure the service.
If an agency owner schedules account cancellation, the account enters a 30-day recovery window. During that period, the owner may recover the account. After the recovery window, operational access may be disabled and account data may be deleted, de-identified, archived, or retained only where needed for legal, billing, audit, backup, fraud prevention, security, or legitimate business record purposes.
Recovery and continuity copies may remain for a limited period according to standard retention practices before being overwritten or removed.
Account Deletion
Account deletion requests should be submitted by an agency owner or another verified authorized representative. We may need to verify the request before taking action.
Deletion may not remove records that StaffBinder is required or permitted to retain, such as billing records, security records, legal holds, dispute records, or recovery copies awaiting scheduled expiration.
Children
StaffBinder is intended for use by agencies and authorized business users. It is not directed to children under 13.
Changes to This Policy
This policy may be updated from time to time. Continued use of StaffBinder after updates means you accept the revised policy.