1. Information We Collect
Account & Profile Data
When your organisation onboards to Stafftri we collect your name, work email address, job title, department, branch, and profile photo. Employees may also add personal contact details and emergency contact information.
Attendance & Time Data
We record clock-in and clock-out timestamps, work-from-home declarations, regularisation requests, and associated device or IP metadata to support payroll and compliance reporting.
Leave & Absence Data
Leave requests, approval decisions, leave balances, and calendar entries are stored to manage team availability and statutory reporting obligations.
Performance & Learning Data
Goal records, review cycle responses, 360 feedback, one-on-one notes, course completions, and certification records are stored to support employee development.
Financial Data
Expense claims, reimbursement approvals, uploaded receipts, payslip data, and benefit claim records are processed to facilitate financial workflows within your organisation.
Usage & Technical Data
We collect browser type, operating system, IP address, session identifiers, and feature-usage telemetry to operate and improve the platform. This data is not used for advertising.
2. How We Use Your Information
- ·Provide and operate the Stafftri platform on behalf of your employer (our customer).
- ·Process attendance, leave, expense, payroll, and performance workflows.
- ·Send transactional notifications such as approval updates, reminders, and alerts.
- ·Generate reports and analytics for HR administrators and management.
- ·Maintain audit logs for compliance and dispute resolution purposes.
- ·Power the Nia AI assistant, where your profile and HR data are sent to naslabs.ai to answer your queries (only when you actively use Nia, and only with your prior consent).
- ·Diagnose technical issues and improve platform reliability and features.
- ·Comply with applicable laws and legal obligations.
3. Legal Basis for Processing
Contract Performance
Most processing is necessary to deliver the services contracted between Stafftri and your employer.
Legitimate Interests
Security monitoring, fraud prevention, and platform improvement are carried out under our legitimate interests where they do not override your rights.
Legal Obligation
Certain data is retained to meet statutory requirements such as employment law, tax regulations, and audit mandates.
Consent
Where consent is the basis (e.g. optional integrations such as Microsoft Teams), you may withdraw it at any time without affecting prior processing.
4. Data Sharing
Your Employer
Stafftri acts as a data processor on behalf of your employer (the data controller). HR administrators, managers, and authorised staff within your organisation access your data in line with their role-based permissions.
AI Assistant (Nia) – naslabs.ai
The Nia AI assistant feature is powered by naslabs.ai, which processes queries using Anthropic Claude. When you use Nia, your message and relevant contextual data — which may include your employee profile (name, department, role), leave balances, attendance summaries, and payslip totals — are transmitted to naslabs.ai to generate a response. This data is used solely to answer your query and is not stored by naslabs.ai beyond the duration of processing. naslabs.ai operates under a data processing agreement that provides protections equivalent to those described in this policy. Your consent is obtained before Nia is activated for the first time. You may decline to use Nia without affecting any other platform features.
Sub-processors
We engage trusted sub-processors (cloud infrastructure, email delivery, analytics) under strict data processing agreements. We do not sell your personal data to third parties.
Microsoft Teams Integration
If your organisation enables the Teams integration, relevant notification data is exchanged with Microsoft under their applicable terms. No additional personal data is shared beyond what is necessary for the integration.
Legal Disclosure
We may disclose data when required by law, court order, or to protect the rights and safety of Stafftri, its customers, or the public.
AI Features & Data Processing
What data Nia sends
When you interact with the Nia AI assistant, the following personal data may be included in the context sent to naslabs.ai: your name, job title, department, branch, and manager; your leave balances and recent attendance record; and summary payslip information (gross earnings, deductions, net pay). The exact data included depends on your role and the question you ask.
Who receives your data
Your data is sent to naslabs.ai (operated by NAS Labs), which routes it through Anthropic's Claude AI model to generate a response. Neither naslabs.ai nor Anthropic retain your personal data after the request is processed. Stafftri does not share your data with any other AI provider.
Your consent
Nia requires your explicit consent before your data is transmitted for the first time. You will be shown a disclosure screen describing what data will be sent and who will receive it. You may withdraw consent at any time by not using the Nia feature; no data is sent unless you actively open and send a message in the Nia assistant.
Opting out
Using Nia is entirely optional. All other Stafftri features — attendance, leave, payroll, goals, and more — remain fully accessible without using Nia. If you have concerns about AI data processing, simply do not open the Nia assistant.
5. Data Retention
We retain personal data for as long as your employer's account is active and for a period afterwards as required by law or legitimate business need (typically up to 7 years for financial records). When an organisation offboards, data is deleted or anonymised according to the agreed data deletion schedule. You may request deletion of your personal data through your HR administrator or by contacting us directly.
6. Security
Stafftri uses industry-standard safeguards including encryption in transit (TLS 1.2+), encryption at rest, access controls, regular security testing, and audit logging. Despite these measures, no system is completely secure. In the event of a data breach affecting your rights, we will notify affected organisations and, where required by law, the relevant supervisory authority.
7. Your Rights
- ·Access – request a copy of the personal data we hold about you.
- ·Rectification – ask us to correct inaccurate or incomplete data.
- ·Erasure – request deletion of your data where we have no overriding legitimate reason to retain it.
- ·Restriction – ask us to limit how we process your data in certain circumstances.
- ·Portability – receive your data in a structured, machine-readable format.
- ·Objection – object to processing based on legitimate interests.
- ·Withdraw consent – where processing relies on consent, withdraw it at any time.
To exercise any of these rights, contact your HR administrator or reach us at privacy@stafftri.com. We will respond within 30 days.
9. International Data Transfers
Your data may be stored and processed in data centres outside your country of residence. Where transfers occur across jurisdictions, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses or equivalent mechanisms) to protect your data in accordance with applicable law.
10. Children's Privacy
Stafftri is a workplace platform intended for use by adults in an employment context. We do not knowingly collect personal data from individuals under the age of 16. If you believe we have inadvertently collected such data, please contact us immediately.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated to organisation administrators via email or an in-platform notice at least 30 days before taking effect. Continued use of the platform after the effective date constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this policy or want to exercise your privacy rights, please contact our Data Protection team:
If you have questions about this policy or want to exercise your privacy rights, please contact our Data Protection team:
Email: privacy@stafftri.com
Address:
Stafftri Data Protection Officer
Stafftri Technologies
India
This policy applies to the Stafftri web platform, mobile application, and associated APIs. It does not apply to third-party services linked from Stafftri. For questions, email privacy@stafftri.com.