Privacy Policy - Staff-Vault | Applogyx Technologies

1. Introduction

Applogyx Technologies ("Company," "we," "our," or "us") owns and operates Staff-Vault, a workforce and data management platform designed for businesses across multiple industries, including but not limited to healthcare, staffing, and corporate HR.

Applogyx Technologies is registered in both the USA (Wyoming) and India. While the company operates in multiple international markets, its management and development are based in India.

This Privacy Policy explains how Staff-Vault collects, uses, stores, and protects personal and business data, including Protected Health Information (PHI) where applicable, while ensuring compliance with U.S. healthcare regulations (HIPAA).

By using Staff-Vault, you acknowledge that you have read, understood, and agreed to this Privacy Policy. If you do not agree, discontinue use immediately.

2. Information We Collect

2.1 Workforce & Business Information (Candidates & Employees)

Personal Identifiers: Full name, phone number, email, home address
Employment Data: Resume, job history, certifications, work eligibility, references
Health Information (if required by employer): Health physicals, medical documentation

2.2 Patient & Client Information (If Applicable)

Medical History & Diagnosis (PHI): Health records, treatment details
Personal Identifiers: Full name, home address, phone number, email, emergency contacts
Demographic Information: Age, gender
Patient Information Shared with Mobile App Users: For purposes of shift fulfillment and meet-and-greet coordination, select patient details such as name, diagnosis, address, and demographic data may be shared securely with assigned users only.

2.3 System & Device Information

Cookies & Tracking Data: IP address, browser type, access times, device information
Usage Data: Login activity, system interactions, security logs

2.4 Third-Party Data Sources

Employers, healthcare providers, or authorized users may submit or upload candidate, employee, or patient data in Staff-Vault.

Note: We do not collect financial or payment data.

3. How We Use Your Information

Workforce & Business Management: Facilitating job applications, onboarding, and scheduling
Protected Health Information (PHI) Management: Ensuring HIPAA-compliant PHI handling (for U.S. users)
Service Optimization & Analytics: Enhancing system performance and security
Regulatory Compliance: Ensuring compliance with applicable laws
Communications & Notifications: Sending job updates, scheduling alerts, and compliance notifications

We do not sell or rent user or patient data.

4. Legal Basis for Processing Data

User Consent: When users voluntarily provide information
Legitimate Business Interests: To support workforce and data management needs
Healthcare Operations (If Applicable): To comply with HIPAA (U.S. users only)
Legal Obligations: When required by U.S. federal or state laws or international regulations

5. Data Sharing & Disclosure

Data is only shared:

With Service Providers (e.g., SMS and notification APIs)
For Legal Compliance (e.g., with government or legal authorities)
In Business Transfers (e.g., mergers, acquisitions)

We do not share any data for advertising or marketing.

6. Data Security & HIPAA Compliance

6.1 General Security Measures

Hosting: Data stored on AWS & Asp Smarter.net servers
Encryption: SSL for data in transit, SHA-256 for sensitive PHI
Monitoring: Real-time threat detection, access logging

6.2 HIPAA Compliance (U.S. Healthcare Users)

Role-Based Access Control (RBAC): Employers configure access levels
Audit Trails & Logs: Access and modification history is recorded
Business Associate Agreement (BAA): Available for U.S. clients upon request

7. Data Breach Notification Policy

In the event of a data breach:

Immediate investigation and containment
Notification within 60 days if PHI or personal data is impacted (per HIPAA or legal requirements)
Regulatory authority notifications as required

8. Data Retention & Deletion Policy

Active User Data: Retained while user accounts are active
Backup Copies: Stored indefinitely to meet legal and compliance obligations
Deletion Requests: Honored upon email request to info@applogyx.com, with backup retention as required by law

9. Cookies & Tracking Technologies

We use cookies to:

Improve user experience
Detect fraudulent activity
Enhance security

Users can disable cookies in their browsers, but some features may stop working. We do not use cookies for cross-site tracking or advertising.

10. User Rights & Choices

Access: Request a copy of your data
Correction: Update inaccurate data
Deletion: Request removal (subject to legal obligations)

To make a request, email info@applogyx.com or mail:

India: 188 38th Cross, Muneshwara Layout, Kodichikkanahalli, Bangalore 560068
USA: 30 N Gould Street, Sheridan, Wyoming

Requests are processed within 30 days.

11. Governing Law & Dispute Resolution

Governed by the laws of the State of Wyoming, USA
Binding arbitration for U.S. users in Sheridan, Wyoming
Remote or mutually agreed venues for international users

12. Third-Party Services & Links

We are not responsible for third-party websites or services linked within the Staff-Vault platform. Review their policies separately.

13. International Data Transfers

Data is stored on U.S.-based servers (AWS & Asp Smarter.net)

Non-U.S. users consent to this international data transfer

14. Children's Privacy

Staff-Vault is not intended for users under 18 years of age. If such data is identified, it will be deleted immediately.

15. AI & Automated Decision-Making

Staff-Vault may use automated tools to suggest job matches or schedule optimizations. Final decisions are made by human users.

16. Mobile App Data Access & Permissions

16.1 Location Data

Staff-Vault collects location data from mobile app users to enable:

Navigation to patient homes for scheduled shifts
Verifying proximity for check-ins and meet-and-greets

This data is:

Collected only during active use
Not stored or continuously tracked
Never shared or sold

Users can manage permissions through device settings.

16.2 Media & File Access

Staff-Vault collects media and file data from user devices only when explicitly uploaded by the user. This includes:

Resume or CV
Government ID
Certifications and licenses
Work eligibility documentation

These are:

Encrypted during upload
Stored securely
Accessed only by authorized employers
Never shared or sold

16.3 App Permissions Summary

The Staff-Vault mobile app may request the following:

Location access – For shift navigation and check-ins
File/media access – For uploading job or compliance documents
Notifications – To deliver shift alerts, reminders, and messages

Note: The app does not request camera access.

16.4 Mobile Analytics & Crash Reporting

Staff-Vault may collect anonymous analytics and crash data using tools like Firebase:

Device and OS details
Session activity
Crash logs

This data:

Is anonymized
Used only for system improvement
Never shared outside authorized platforms

16.5 Screenshot Protection

For enhanced data security and to prevent sensitive information leakage:

Screenshots and screen recordings are disabled across the entire app on Android devices using platform-level protections
iOS does not allow screenshot blocking, but Staff-Vault may detect and log such events and notify users

17. Changes to This Privacy Policy

Updates will be posted on our website
Users will be notified via email or in-app message
Continued use after changes implies acceptance

18. Contact Information

For questions or concerns:

Email: info@applogyx.com

India: 188 38th Cross, Muneshwara Layout, Kodichikkanahalli, Bangalore 560068

USA: 30 N Gould Street, Sheridan, Wyoming 85281 (Registered Agent)

Download Privacy Policy

APPLOGYX TECHNOLOGIES

PRIVACY POLICY FOR STAFF-VAULT