Privacy Policy

1. Introduction

Surpass Business Solutions Pty Ltd, trading as Staff X ("we", "our", or "us"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our workforce management platform, available at staffx.au and related applications.

By using Staff X, you consent to the practices described in this policy.

2. Information We Collect

We collect the following types of information:

• Account Information: Name, email address, phone number, and business details provided during registration.
• Employee Data: Staff names, contact details, roles, pay rates, and employment types entered by business owners.
• Attendance & Roster Data: Clock-in/clock-out times, shift schedules, break records, and location data (if enabled).
• Payment Information: Billing details processed securely through Stripe. We do not store credit card numbers.
• Usage Data: Log data, device information, IP addresses, and how you interact with our platform.
• Photos: Employee photos taken during clock-in (if the photo verification feature is enabled).

3. How We Use Your Information

We use your information to:

• Provide and operate the Staff X platform and its features
• Process payments and manage subscriptions
• Send transactional emails (shift reminders, leave notifications, account alerts)
• Improve platform performance and user experience
• Comply with legal and regulatory obligations
• Respond to support requests and customer inquiries

4. How We Share Your Information

We do not sell your personal information. We may share it with:

• Service Providers: Trusted third parties including Stripe (payments), cloud hosting providers, and email delivery services.
• Legal Obligations: When required by law, court order, or government authority.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

5. Data Storage & Security

Your data is stored on secure cloud servers. We implement industry-standard security measures including encryption in transit (TLS) and at rest, access controls, and regular security reviews. While we take reasonable precautions, no system is 100% secure.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide services. After account termination, we may retain certain data for up to 7 years to comply with legal and tax obligations. You may request deletion of your data (see Section 9).

7. Cookies & Tracking

We use cookies and similar tracking technologies to maintain your session, remember preferences, and analyse platform usage. You can manage cookie preferences through your browser settings, though disabling certain cookies may affect functionality.

8. Your Rights (Australian Privacy Act)

Under the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs), you have the right to:

• Access the personal information we hold about you
• Request corrections to inaccurate or outdated information
• Request deletion of your personal data
• Withdraw consent where processing is consent-based
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

9. Data Deletion Requests

To request deletion of your account and associated data, please contact us at privacy@staffx.au. We will process your request within 30 days, subject to any legal retention obligations.

10. Children's Privacy

Staff X is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or an in-app notification. Your continued use of Staff X after changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related questions or concerns, please contact: