StaffPass is a service operated by The Software Toaster LLC. This policy describes processing when using StaffPass Mobile, StaffPass TimeClock, and related services. The organization using StaffPass decides which people, functions, and retention policies it enables for its own operations.
Data that may be processed
Depending on your role and enabled features, we may process names, contact details, account and organization identifiers, employment status, shifts, attendance records, requests, HR documents, and available payslips. Clock transactions may include a photo taken as evidence. Mobile attendance may use location and Wi-Fi network information if the organization enables that policy; we do not describe continuous background tracking.
When an organization enables optional facial identification and meets its consent conditions, an authorized clock may process a photo and a local facial template to identify an employee. PIN and QR remain available. StaffPass records consent status and notice version; withdrawal disables future use of the clock template.
Purposes and access
We use this data to authenticate users and devices, display authorized features, manage staff and shifts, record and verify attendance, deliver optional notifications, generate documents, and maintain security and audit records. Access is restricted by organization and permissions; the employer or managing organization determines who may access its data.
Services and transfers
StaffPass uses hosting and storage services for the API, database, evidence, and documents; Google Firebase for identity and, where applicable, messaging; and infrastructure providers to deliver the apps and website. These providers may process data outside Panama according to their locations and applicable agreements. We do not sell personal data or use attendance evidence for advertising.
Security and retention
The apps use encrypted connections to the public service and organization-based authorization. Some attendance attempts may remain temporarily on a device until the server confirms them or an uncertain response is reconciled. The organization configures document and evidence retention; records may remain under a legal hold or applicable obligation. The privacy tool currently provides a retention preview and does not automatically purge records. Deletion requests are reviewed and executed through a separate procedure after identity and scope verification.
Your rights and changes
You may request access, correction, objection, withdrawal of consent where applicable, and deletion subject to law and retention obligations. Employees may also need to coordinate with the organization managing their personnel record. The account deletion request page is /en/delete-account/. We will update this page when material practices change and show the review date.
Free tools
The free tools at /herramientas/ (a Panama-only, Spanish-language paycheck calculator, pay-slip creator, employment contract generator, and severance calculator) run in your browser: the amounts and any worker data you enter never leave your device unless you explicitly request a copy by email or generate a contract to receive by email.
When you use "Enviarme una copia" (email me a copy), the final step of the contract generator, or "Solicitar acceso a StaffPass" (request access), we store the contact details of the person managing the hire (name, email, and, if provided, role and team size) and the corresponding consent, with its date and the accepted text version. Any worker data that may appear in a contract is stored only to deliver it by email: it is encrypted and deleted 30 days after creation unless the request converts into a StaffPass account, or sooner on request.
We also record anonymous usage events for these tools (for example, that a calculator was opened or a calculation was completed), with no amounts or personal data, identified only by a random session code; these are kept for up to 13 months and then deleted.
- A calculator's result is never conditioned on leaving your email.
- To view, correct, or delete your contact data, write to support@softwaretoaster.com.
- Every commercial email from these tools includes an unsubscribe link; marketing consent is optional and separate from sending the result or the contract.