Last updated 5 October 2026
This policy explains how Staffvelo ("we", "us") handles personal data when you use staffvelo.com and the Staffvelo application (the "Service").
For data about visitors to our website and the administrators who sign up, we are the data controller. For the employee, candidate and payroll data a customer company puts into its workspace, the customer is the controller and we act as their data processor under the customer's instructions and our Terms of Service.
To provide and secure the Service, send transactional email (invitations, notifications, payslips, receipts), respond to support requests, and understand aggregate usage. We do not sell personal data and we do not use customer workspace data to train models.
Performance of a contract (providing the Service), legitimate interests (security, product improvement, fraud prevention), legal obligation (tax and accounting records) and consent where we ask for it (marketing email).
| Provider | Purpose | Location |
|---|---|---|
| Cloudflare, Inc. | Hosting, database (D1), file storage (R2), network security | Global edge; data at rest in EU/UK region |
| Resend, Inc. | Transactional email | Ireland (eu-west-1) |
| Stripe, Inc. | Payments and invoicing | EU / US (Stripe's DPA) |
| Google LLC | Optional: Google sign-in, Meet links, Gmail mailbox sync for Clients & Sales | Per Google's terms, only if enabled |
| Google LLC (Google Analytics 4) | Visitor statistics on the marketing site only, never inside the application | US / EU, see section 8 |
| Microsoft Corporation | Optional: Outlook mailbox sync for Clients & Sales | Per Microsoft's terms, only if connected |
| Intuit Inc. (QuickBooks Online) | Optional: accounting sync a customer connects | US, only if connected |
| Paysera LT, UAB | Optional: online top-ups of school canteen cards, under the school's own Paysera account | Lithuania (EU), only if enabled |
| Apple, Google, Mozilla push services | Delivery of app notifications to phones and browsers; message content is encrypted end to end | Per each provider |
| Slack / Zoom / Greenhouse | Optional integrations a customer connects | Per each provider, only if connected |
Systems a customer connects and controls itself, such as a school's PowerSchool, are not our sub-processors: we read from them on the customer's instructions. We will tell workspace administrators by email before adding a new sub-processor.
When a school uses Staffvelo, the school is the controller of its students' and parents' data and we process it only on the school's instructions. We collect only what the school's features need, never use it for marketing or advertising, and never sell it. Parents and students see only their own family's records. For schools in Kosovo we also follow Law No. 06/L-082 on the Protection of Personal Data; requests from parents should go to the school first.
Workspace data is kept while the customer's account is active. Administrators can delete a workspace themselves from Settings; its data is removed from live systems immediately and from point-in-time recovery within 30 days. Within a workspace, notifications and sent email are purged automatically after 12 months, sign-in attempt logs after 2 days, and billing and activity logs after 24 months. When a person leaves, an administrator can erase their personal data; payroll and expense records we are legally required to keep are retained for the statutory period in anonymised form.
You can access, correct, export or delete your personal data, object to processing, or lodge a complaint with your supervisory authority (in the UK, the ICO). Inside the application, "Download my data" on your profile gives you a complete copy of what your workspace holds about you. Employees should contact their company's administrator first, since the company controls the workspace; you can also write to us at privacy@staffvelo.com.
The application uses a single strictly-necessary session cookie. The marketing site (staffvelo.com) uses Google Analytics 4 to understand how visitors find us and which pages are useful. Analytics cookies are set only if you choose “Accept analytics” in the cookie bar; if you decline, Google Analytics runs in cookieless mode and no identifier is stored on your device. We do not use advertising cookies. IP addresses are anonymised. You can change your choice at any time by clearing this site's data in your browser.
We'll post updates here and, for material changes, email workspace administrators.