Privacy Policy
Last updated: 12 August 2026
The short version. StaffMate does not run a server that holds your data. The app talks directly to the Odoo server your employer operates, and everything it collects is stored there, under your employer's control. We do not receive a copy, and we cannot see your records.
Who is responsible for your data
Your employer decides what is collected and how long it is kept. In data-protection terms they are the controller. StaffMate is the software they use — we are a processor only, and only when they ask us for technical help.
To see, correct or delete your records, contact your HR department. If they need help doing it, they can write to support@staffmate.app.
What the app collects, and why
| Data | Why | When |
|---|---|---|
| Name, employee number, job title, department, work contact details | To show your profile and route requests to the right approver | Already in your employer's Odoo before you install the app |
| Location (latitude and longitude) | To confirm you are at the workplace when you check in or out | Only at the moment you press check-in or check-out — never in the background |
| A photo of your face | To verify identity at check-in, when your employer turns this on | Only if face verification is enabled for you — it is off by default |
| A mathematical representation of your face | To compare the photo against your enrolled face | Once at enrolment, then at each verified check-in |
| Photos and files you attach | To submit documents such as a passport or a certificate | Only files you pick yourself |
| Attendance, leave, payslip and request records | The core purpose of the app | As you use it |
Face data
Face recognition is optional. It is switched off unless your employer enables it, and your employer can enable it for some employees and not others.
When it is on, the app captures a photo at check-in and converts it into a numeric representation. Both are sent to your employer's Odoo server. The comparison happens there. Neither the photo nor the numeric representation is sent to StaffMate, to Apple, to Google, or to any other third party.
Employers can configure their server to delete check-in photos automatically after a period. Deleting your enrolled face removes the numeric representation.
Location
The app reads your location only in the moment you press check in or check out, to measure the distance to your workplace. It does not track you, does not run in the background, and does not build a history of your movements. What is stored is the coordinate at that single moment, alongside that attendance record.
What is stored on your phone
- A sign-in token, kept in the device's secure storage so you do not sign in every time. Signing out deletes it.
- Your employer's server address and your basic profile, so the app opens quickly.
- Attendance punches made with no internet connection, held until they upload and then removed.
Uninstalling the app removes all of this from the phone. It does not remove records already saved on your employer's server.
Who else sees it
Nobody outside your employer's own systems. StaffMate contains no advertising, no analytics service, and no third-party tracking. We do not sell data — we never hold it in the first place.
Your data travels between the app and your employer's server over an encrypted HTTPS connection.
Children
StaffMate is a workplace tool and is not intended for anyone under 16.
Changes
If this policy changes we will update the date at the top of this page.