Octavions (“we”, “us”, or “our”) operates the Staff Tracker mobile application (“App”) for workforce attendance, expense reporting, and related field operations. This Privacy Policy applies to the App and the services connected to it at stafftracker.octavions.com.
The App is intended for use by authorized workers and supervisors of organizations that have enabled Staff Tracker. If you use the App, your employer or service provider is responsible for creating your account and assigning access.
1. Information We Collect
Depending on how your organization uses Staff Tracker, we may collect:
- Account information: name, mobile phone number, role (worker or supervisor), company and project assignments, and authentication credentials (PIN or password stored in hashed form on our servers).
- Work activity data: attendance records, work logs, check-in and check-out times, selected work sites, expense submissions, mileage, notes, and approval status.
- Location data (including background location): GPS coordinates and related metadata when you check in, check out, and periodically while a work session is active. When you grant “Allow all the time” / always location access, the App may collect location while it is in the background or not visible, until you check out. This is used only to verify field attendance and work-session tracking for your employer.
- Photos and files: images you attach to expense reports, such as receipts, captured through the camera or selected from your device gallery.
- Device and technical data: app version, API requests, timestamps, and limited diagnostic information needed to operate and secure the service.
2. How We Use Information
We use collected information to:
- Authenticate users and provide access to assigned companies and projects.
- Record attendance, work activity, and expense submissions.
- Verify check-in/check-out and active-shift location for workforce management.
- Allow supervisors and administrators to review, approve, or reject submissions.
- Generate operational reports for participating organizations.
- Maintain security, prevent fraud, and improve reliability of the App.
- Comply with legal obligations and enforce applicable terms of use.
3. Permissions Used by the App
The App may request the following device permissions:
- Internet: to communicate with our servers.
- Location (foreground and background): for attendance verification and work-session tracking while you are checked in. Background (“all the time”) access is requested only after an in-app disclosure and your consent.
- Camera and storage: to capture or upload receipt images.
- Notifications: to deliver work-related alerts when enabled.
You can manage or revoke permissions in your device settings. Some features may not work without the required permissions.
4. How Information Is Shared
We do not sell your personal information. We may share information:
- With your employer or the organization that provisioned your account, including supervisors and administrators authorized to manage workforce data.
- With service providers that help us host, secure, or operate the platform, under contractual confidentiality and security obligations.
- When required by law, regulation, legal process, or to protect the rights, safety, and security of users and the service.
5. Data Retention
We retain information for as long as needed to provide the service, support your organization’s workforce records, meet legal requirements, and resolve disputes. Retention periods may be determined by your employer’s policies and applicable law.
6. Data Security
We use administrative, technical, and organizational measures designed to protect information, including encrypted transport (HTTPS), access controls, and secure authentication. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
7. Your Choices and Rights
Depending on your location and your organization’s policies, you may have the right to:
- Access, correct, or update personal information held about you.
- Request deletion of certain data, subject to legal and employment record requirements.
- Withdraw consent for optional processing where consent is the legal basis.
- Disable location, camera, or notification permissions on your device.
For workforce records managed by your employer, please contact your employer first. We will assist organizations in responding to valid requests where applicable.
8. Children’s Privacy
Staff Tracker is not intended for children under 16 and is not directed to them. We do not knowingly collect personal information from children under 16.
9. International Transfers
Information may be processed on servers located in countries other than your own. We take steps designed to ensure appropriate safeguards when data is transferred internationally.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The “Effective date” at the top of this page will reflect the latest revision. Continued use of the App after changes become effective constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this Privacy Policy or our data practices, contact:
- Organization: Octavions
- Email: privacy@octavions.com
- Website: https://stafftracker.octavions.com
- Public policy URL: https://stafftracker.octavions.com/privacy-policy.html