WorkShift HQ
Legal
Privacy Policy
Effective date: · Revision: 2026-10-10
1. Who we are and our roles
Digital Vibes Inc., Ontario, Canada, operates WorkShift HQ. Contact anthony@digitalvibes.ca for privacy questions, access, correction or deletion requests, complaints and applicable appeals. This Policy covers our website, business workspaces, staff web and mobile access, public hiring pages and associated service communications.
For account administration, billing, inquiries, security and our own website operations, we determine the relevant purposes of processing. For staff, applicant and operational information entered by a Customer, that organization generally determines the purposes and we process information to provide its workspace. Under GDPR terminology these can be controller and processor roles respectively; the actual role depends on the activity, not its label.
A workplace is responsible for its own employee and applicant notices and lawful instructions. Staff and applicants may contact that workplace for records it controls, or contact us for help identifying the appropriate route. This Policy does not itself constitute a separate data-processing agreement.
2. Sources and account information
We receive information directly from users and applicants, from workspace administrators and authorized colleagues, from connected providers, and from service use. Clerk processes authentication identifiers, sign-in details, email, name and optional social sign-in information. We store account profiles, memberships, roles, invitations and legal-acceptance records.
Business setup can include business and contact names, branding, locations, addresses, time zones, operating hours, staffing targets and preferences. A person can belong to multiple workspaces. Switching the active workspace changes the operational context; it does not delete other memberships.
3. Staff, attendance and financial records
Workspace records may include roster names, photos, positions, contact information, access permissions, teams, schedules, availability, time-off reasons, shift covers and swaps, tasks, announcements and acknowledgments. Employers choose which information to enter and features to enable.
Attendance and pay-related features process clock punches, break records, corrections, approvals, effective pay rules, commissions, tips, gross-earnings preparation and exports. Reports may use scheduled labor estimates, approved actuals, manager-entered location revenue and authorized accounting data. These are distinct datasets, not a completed payroll run.
Free-text reasons, messages or documents may contain sensitive information supplied by users. Provide only what is necessary. The Service does not require you to place government identifiers, health records or full payment-card numbers in these fields.
4. Messages, documents and applicants
Team and direct messages include their content, sender, recipients and read status. Documents include uploaded files, descriptions, permissions and access or acknowledgment records. Tasks, checklists and announcements include assigned people, completion and confirmation records.
Public hiring forms collect the applicant’s name, email, phone, role and note. Authorized managers review applications and their status. Applicant details may be emailed to workspace owners or managers as an application notice. Applying does not subscribe the applicant to our platform newsletter.
5. Optional accounting and booking connections
Square: an authorized connection stores encrypted authorization credentials, connected locations and staff mappings, and limited appointment timing/status for booking-demand displays. The overlay does not display client names, contact details, notes or payments. It is read-only and does not edit bookings or automatically change shifts.
QuickBooks: an authorized connection processes encrypted credentials, company/realm identifiers, employee mappings and selected accounting data. Permitted features read historical accounting reports or send reviewed approved actual hours as accounting TimeActivity entries. Pay-related reads require the relevant access approval. This is not payroll execution, wage payment or tax filing.
Disconnecting removes the active connection and applicable cached data according to that integration’s behavior. It does not recall information already sent to an accounting provider or remove all backups and provider records.
6. AI, maps and weather
When the optional assistant is used, prompts, conversation context and relevant tool results go to an OpenAI-compatible service through the configured Replit AI integration or OpenAI connection. Context can include workspace name, time zone, positions, roster names and identifiers, locations and schedules. Supported changes require explicit authorized confirmation. Do not include unnecessary sensitive information in prompts.
Maps and weather features use Google Maps Platform services for selected workplace addresses, coordinates, map display, forecasts and alerts. Opening a map or directions link can send information to the chosen map provider. These features describe workplace locations, not a promise of continuous employee-location tracking.
Provider processing of AI requests and map interactions is subject to the applicable service configuration and provider terms. This Policy does not promise zero provider retention or that every provider excludes all submitted information from model improvement.
7. Payments, inquiries and technical activity
Stripe processes checkout and payment-card details. WorkShift HQ stores customer and subscription identifiers, tier, trial and subscription status and usage for plan limits; full card numbers are not needed in workspace records. Contact and request-access submissions contain the details you provide.
Technical information can include sign-in/session information, request and usage records, device push tokens, analytics events, errors, routes and stack traces, and server logs. We use this information to operate, secure, diagnose and support the Service. Avoid including secrets or unnecessary personal information in error reports or support messages.
8. Purposes and applicable legal bases
We process information to authenticate users, administer workspaces, deliver scheduling and team features, prepare requested reports and exports, operate subscriptions, answer inquiries, deliver chosen communications, prevent misuse and troubleshoot faults. Optional integrations process information for the authorized connection, not an unrestricted purpose.
Where GDPR applies to processing for which we are controller, contractual necessity may support providing an individual’s contracted account or subscription; legitimate interests may support proportionate business-account administration, security, support and service reliability, subject to balancing individual rights; legal obligations may support required financial records and lawful responses; consent supports optional marketing and any processing that legally requires it.
These bases are activity-specific. A contract with an employer does not automatically establish contractual necessity for every use of employee information. For Customer-controlled records, the Customer must establish the appropriate basis and any additional condition for special-category information. Consent can be withdrawn where relied upon, without making earlier lawful processing unlawful.
9. Providers and other recipients
Provider categories include hosting, database and file storage on Replit infrastructure; Clerk for authentication; Stripe for payments; Resend for email; OneSignal for configured SMS; Expo for registered-device push when supported; configured OpenAI/Replit AI services for assistant requests; Google Maps Platform for maps/weather; Slack for a connected Slack workspace; and Square or Intuit QuickBooks for authorized connections. Not every workspace uses every provider.
These providers receive the information needed for their functions: for example recipient addresses and email content, phone numbers and SMS content, device tokens and push payloads, uploaded files for storage, or selected accounting records. Configured webhooks send selected events to destinations chosen by a manager. A connected Slack workspace receives the alert types a manager chooses to post, account-linking messages, and replies to linked members’ commands and approval actions; Slack messages do not include pay information. Calendar providers receive information when users subscribe to feeds.
Recipients also include authorized workspace members, intended communication recipients and visitors to deliberately public pages or links. Information may be disclosed where legally required or necessary to address abuse or protect legal rights, subject to applicable law. A provider may act independently for some of its own authentication, billing or security purposes.
The Service’s described data flows support operations and user-directed sharing, not an advertising marketplace. This statement does not treat every provider disclosure as exempt from statutory definitions of sale or sharing. Ask us about particular disclosures or applicable opt-out rights using the request instructions below.
10. Access, public links and downloaded copies
Workspace permissions control signed-in access. Owners and managers have operational access; some financial information is limited to owners and individually pay-approved managers. Staff access depends on permissions and enabled features. A direct conversation is shared with its participants; workspace access does not mean every record is public.
Public hiring pages expose published postings and branding. Shareable employee profile links can expose name, position, photo, email and phone without sign-in; pay fields and personal calendar tokens are excluded from that public response. Consider contact-data exposure before sharing a profile.
A personal calendar-feed URL works for anyone holding it and can expose shift information to that person or their calendar provider. Regenerate it if disclosed unintentionally. Downloads and exports can be copied beyond the Service; removing the source does not erase those copies.
12. Operational messages and optional marketing
Invitations, sign-in messages, schedule delivery, reminders, applicant notices and other service messages support requested operations. Their legal classification depends on their content and purpose; calling a message “operational” does not automatically exempt it from anti-spam law.
Platform newsletters require a separate voluntary choice and email confirmation. Staff rosters, applicant submissions, billing contacts and legal acceptance are not automatic newsletter subscriptions. Use the unsubscribe link to withdraw newsletter permission; this does not cancel essential account or requested service communications.
Canadian commercial electronic messages are subject to applicable CASL requirements, including an appropriate consent basis or exception, sender identification and a working unsubscribe mechanism. Customers must ensure their own communications are authorized. SMS delivery requires configuration and recorded staff opt-in; ask your manager or contact us about preferences. Push also depends on device permissions and supported builds.
13. Retention and safeguards
Retention depends on the purpose, workspace instructions, employment and financial record obligations, disputes, security needs, and the lifecycle of logs, backups and provider-held copies. There is no single published retention period covering every category. Contact us for information about the records relevant to your request.
Cancellation, plan changes, staff deactivation and archiving are not universal deletion commands. Some workspace history remains available after these actions. Deletion requests require assessment of authority, legal obligations and the records involved; immediate erasure of every copy cannot be assumed.
The application uses role/workspace access controls and encryption for selected contact fields and integration credentials. This does not mean every field, exported file, message recipient or downstream copy has identical protection. No internet service or device can be guaranteed completely secure. Report suspected unauthorized access promptly without sending passwords.
14. International processing
The operator is in Canada and service providers may process information outside your province, state or country. Foreign courts, law-enforcement or national-security authorities may be able to access information under their laws. A provider’s headquarters is not proof of where every record is stored or accessed.
Cross-border processing remains subject to applicable safeguards and transparency requirements. For GDPR-covered transfers outside the EEA, the applicable transfer mechanism depends on the recipient and circumstances. This Policy does not assert that every transfer is covered by Canadian adequacy, signed standard contractual clauses, or another particular mechanism. Contact us for information about a relevant recipient, processing location or available safeguard documentation.
15. How to exercise rights or complain
Email anthony@digitalvibes.ca with the subject “Privacy request”, the type of request, your relationship to the workspace and enough information to locate the relevant records. You may write in your preferred language. Do not send passwords, full payment-card numbers, government identification or sensitive client details in the initial email.
We may request proportionate information to verify identity and authority, particularly before disclosing workforce or financial records. An authorized agent may need evidence of authorization. Where a Customer controls the record, we may direct or coordinate the request with it rather than disclose someone else’s information.
Depending on applicable law, you may request access, a copy or portability, correction, deletion, restriction, withdrawal of consent, objection, or an applicable opt-out. Rights have conditions and exceptions, including legally required retention and other people’s rights. We will assess the request under applicable law and explain any refusal and available review route.
If an applicable US state law provides an appeal, email the same address with “Privacy appeal”, identify the decision and explain your concern. You may also complain to the competent regulator; contacting us first does not remove that right. Applicable statutory response periods and extension requirements govern; this Policy does not replace them with a universal deadline.
16. Canada: federal and provincial privacy
PIPEDA may apply to commercial handling of personal information, including relevant interprovincial or international activities. Alberta and British Columbia PIPA and Quebec’s private-sector privacy law, as amended by Law 25, may apply to activities within their scope. The applicable framework depends on the organization, activity and information; PIPEDA does not cover every employment relationship in the same way.
Applicable rights can include information about purposes and disclosures, access and correction, withdrawal of consent subject to lawful limits, and complaints. Consent must be meaningful where required; some employment-related uses or legal obligations may have a different lawful basis. Cross-border processing does not remove organizational accountability.
Quebec protections can include additional transparency, portability where applicable, safeguards for transfers outside Quebec, and requirements concerning sensitive information and decisions based exclusively on automated processing. Availability of an AI assistant does not itself mean a decision about you was made exclusively by automation. Ask the workplace about how it actually makes employment decisions.
You can contact the Office of the Privacy Commissioner of Canada at priv.gc.ca, Alberta’s Office of the Information and Privacy Commissioner at oipc.ab.ca, British Columbia’s Office at oipc.bc.ca, or Quebec’s Commission d’accès à l’information at cai.gouv.qc.ca, according to their jurisdiction.
17. United States: state rights and workforce records
State privacy laws vary in their thresholds, exemptions and definitions. Visiting from the United States, or selecting English, does not by itself make every state law applicable. Workforce and applicant information is excluded from some general state consumer privacy laws but can be covered by other employment or privacy rules.
Where the California CCPA, as amended by the CPRA, applies, rights can include knowing and accessing categories and specific information, correction, deletion, portability, opting out of sale or sharing, limiting certain uses of sensitive information, and non-discrimination for exercising rights. California’s former general employee and business-contact exemptions have expired, but business applicability conditions still matter.
The categories, sources, purposes and recipient categories described above include identifiers and contact data; commercial/subscription records; employment, attendance and financial information; user content and files; and technical activity. User-supplied content may include sensitive information. A statement that information is not sold for money would not alone settle whether a particular disclosure is statutory “sale” or “sharing”.
Where another applicable state law provides access, correction, deletion, portability, opt-outs of targeted advertising, sale or certain profiling, or an appeal, use the request and appeal instructions above. Tell us about a relevant browser opt-out signal or processing concern; we do not represent that a universal automated preference-signal or deletion system is installed.
You may contact your state attorney general or other competent privacy authority. California residents may contact the California Privacy Protection Agency at privacy.ca.gov or the Attorney General at oag.ca.gov/privacy. Exercising an applicable privacy right must not result in unlawful discrimination.
18. European Union: GDPR rights
Where GDPR applies, individuals can have rights of access, rectification, erasure, restriction, portability, objection and withdrawal of consent, subject to the conditions for each right. You may object to processing based on legitimate interests for reasons relating to your situation and to direct marketing. Portability applies to qualifying automated processing based on consent or contract, not every record.
GDPR also provides safeguards for decisions based solely on automated processing that have legal or similarly significant effects, subject to its exceptions. Scheduling suggestions and assistant outputs require human review; the Customer remains responsible for how it uses them in employment decisions.
You can complain to a supervisory authority, particularly in the EU member state of your habitual residence, workplace or alleged infringement. The European Data Protection Board lists authorities at edpb.europa.eu. You do not need to complete an internal complaint before using that right.
Use the roles, purposes/legal bases, retention, recipients and international-processing sections above together with these rights. This Policy does not claim that an EU representative has been appointed or that a separate Customer data-processing agreement already exists. Ask us about arrangements relevant to your intended use before providing information that requires them.
19. Young workers, changes and contact
WorkShift HQ is a workplace service, not a service directed to children for personal use. Employers are responsible for lawful handling of young workers’ information and any required guardian involvement. Contact us if information has been supplied without the required authority; do not assume every staff member is an adult.
We identify changes by the effective date and revision shown on this page and provide additional notice or obtain consent where legally required. A policy update does not retroactively change a recorded acceptance or authorize an incompatible new use by itself.
For questions, requests or complaints, contact Digital Vibes Inc., Ontario, Canada, at anthony@digitalvibes.ca. The language of this Policy does not determine applicable law, business currency or your employment rights.