Privacy Policy

StaffSync AI provides CNA staffing coordination software for skilled nursing and long-term care facilities. This Privacy Policy describes what information we collect, how we use it, and the choices available to you.

Information we collect

We collect information needed to operate the StaffSync AI platform and deliver staffing coordination services:

• Coordinator accounts: Email address, authentication credentials, and profile details linked to your sign-in account.
• Facility information: Facility name, identifiers, and configuration used to scope dashboard and roster data to the correct location.
• CNA roster data: Names, phone numbers, shift preferences, employment or roster status, SMS opt-in preferences, and related staffing metadata entered by authorized coordinators.
• Operational data: Call-offs, open shifts, coverage requests, shift notifications, and activity logs generated when coordinators use the application.
• Technical data: Standard server and application logs (such as IP address, browser type, and timestamps) used for security, troubleshooting, and service reliability.

How facility and CNA information is stored

Facility and CNA data is stored in secure cloud infrastructure (Supabase) with access controls that limit coordinators to their assigned facility. CNA records include contact details and staffing preferences used solely for roster management and shift coordination within your organization.

We retain information for as long as your organization uses StaffSync AI or as needed to provide the service, comply with legal obligations, resolve disputes, and enforce our agreements. Coordinators with appropriate access may add, update, or deactivate CNA records through the roster.

SMS communication

When SMS features are enabled, StaffSync AI may send text messages to CNAs who have explicitly opted in. Messages are limited to staffing-related purposes such as open-shift alerts, coverage requests, and shift acceptance workflows. Phone numbers are used only for communications the CNA has agreed to receive. See our SMS Consent Policy for opt-in requirements and opt-out instructions.

How we use information

• Authenticate coordinators and enforce facility-level access.
• Display and manage CNA rosters, shifts, and coverage workflows.
• Send staffing notifications to opted-in CNAs when configured.
• Improve reliability, security, and product functionality.
• Respond to support requests and legal requirements.

Information sharing

We do not sell your personal information or CNA contact data. We share information only with service providers that help us operate the platform (such as hosting and authentication), when required by law, or with your organization's authorization.

Security

We use industry-standard measures including encrypted connections, authenticated access, and facility-scoped data policies. No method of transmission or storage is completely secure; please use strong passwords and limit account access to authorized staff.

Your choices

• CNAs may opt out of SMS at any time by replying STOP (see SMS Consent Policy).
• Coordinators should maintain accurate roster and opt-in status through the application.
• Contact us at support@staffsyncai.com for privacy-related questions or requests.

Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected on this page with an updated date. Continued use of StaffSync AI after changes constitutes acceptance of the revised policy.

Contact

Questions about this Privacy Policy? Visit our Contact page or email support@staffsyncai.com.