Privacy Policy

1.1 Information You Provide

• Account registration data: name, email address, password, role, and organization details
• Employee profile data: first name, last name, work email, job title, department, hire date, employment type, and profile photo
• HR and onboarding documents: uploaded files including identification documents, certifications, licenses, signed agreements, and compliance forms
• Timesheet and scheduling data: clock-in/out times, shift assignments, break records, and overtime data
• Task and checklist data: task assignments, completion status, notes, and step records
• Messages and communications sent through the Platform's internal messaging features
• Virtual meeting data: meeting titles, descriptions, attendee lists, and video conference links
• Performance rankings: scores and manager notes entered by authorized managers and administrators
• Marketing calendar data: events, action items, and import records
• Support requests and feedback submitted through the Platform

1.2 Information Collected Automatically

• Log data: IP address, browser type, operating system, pages visited, time spent, and referring URLs
• Device identifiers and session tokens
• Cookies and similar tracking technologies used for authentication and session management
• Usage analytics including feature interactions and error reports

1.3 Information from Third-Party Integrations

When you connect third-party services, we receive limited data necessary to provide the integration:

• Google (Google Meet, Google Calendar): OAuth tokens, account email address, and calendar event data
• Zoom: OAuth tokens, account email address, and meeting metadata
• Intuit QuickBooks Online: OAuth tokens, company name, realm ID, and timesheet sync data
• Microsoft Teams: OAuth tokens and account identifiers (when connected)
• Authentication providers (Sign in with Apple, Sign in with Google): when you sign in using Apple or Google, we receive an authentication token and, on your first sign-in, your name and email address — or Apple's private-relay email if you choose to hide your address. We use this only to create and authenticate your account.

3.1 Within Your Organization

Employee data is accessible to administrators, owners, and managers within your organization as configured by your organization's settings. Employees can view their own profiles and assigned data.

3.2 Third-Party Service Providers (Sub-Processors)

We share data with the following sub-processors solely to provide the Platform's features:

3.3 Legal Requirements

We may disclose your information if required by law, regulation, court order, or government request, or to protect the rights, property, or safety of NavisTeams, our users, or others.

3.4 Business Transfers

If NavisTeams is involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

We retain data for as long as your account is active or as needed to provide the Platform:

• Active account data is retained for the duration of your subscription
• Deleted tasks and records are soft-deleted (marked with a deleted_at timestamp) and retained for 90 days before permanent deletion
• HR documents are retained according to the retention period configured by your organization administrator (default: 7 years to support employment compliance)
• Audit logs are retained for 12 months
• Backup data may persist for up to 30 additional days after permanent deletion

5.1 In-App Account Deletion

You may delete your account at any time from within the Platform, in your account menu. Because NavisTeams manages employment and payroll records that employers are legally required to retain, account deletion works as follows:

• What is removed: your ability to sign in (login credentials, connected sign-in methods, active sessions), and your personal information — including personal phone number, personal email, home address, emergency contact, and any encrypted identifiers such as government ID or bank details. Your email address is anonymized.
• What is retained by your employer: work and payroll records your employer is legally required to keep, including hours worked, break records, timesheets, paid-time-off balances, and time-off history. To satisfy payroll recordkeeping laws, we also retain your name and pay-related fields (such as payroll ID, wage, hire date, employment type, and, where required for minor proof-of-age, date of birth). These records remain under the control of your employer and are no longer accessible to you.
• Your future scheduled shifts are released for reassignment, and any pending time-off requests that have not yet started are cancelled.
• Why: federal and state law (including the Fair Labor Standards Act and the California Labor Code) require employers to retain payroll, wage, break, and related records for multi-year periods. Deleting these records would place your employer out of compliance. Retained records are purged by your employer in accordance with their retention obligations.

5.2 Deleting an Organization

If you are the sole owner and only member of an organization, deleting your account also permanently deletes that organization and all of its data. Before this occurs, you must confirm by typing the organization's name, and if the organization holds retained records for former employees, you are prompted to export those records first so that the organization's compliance obligations to those individuals can be met.

12.1 Marketing Communications We May Send You

As a NavisTeams account holder or subscriber, we may send you:

• Product updates, new feature announcements, and platform improvements
• Account-related notifications and onboarding guidance
• Promotional offers, pricing updates, and plan upgrade suggestions
• Industry insights, best practices, and educational content related to workforce management
• Event invitations and webinar announcements

You may opt out of non-essential marketing communications at any time by clicking "Unsubscribe" in any marketing email or by contacting us at privacy@navisteams.com. Transactional and account-related emails (such as security alerts, billing notices, and task notifications) cannot be opted out of while your account is active.

12.2 Data We Use for Our Own Marketing

We may use the following data for our internal marketing and product improvement purposes:

• Aggregated, anonymized usage patterns (e.g., which features are most used, average session length, feature adoption rates) — never individual-level data
• Account tier and organization size (to send relevant plan upgrade communications)
• Your email address and name (for personalized communications)
• Your role (owner, admin, manager) to send role-appropriate content

We do not use employee profile data, timesheet data, HR documents, messages, or any workforce operational data for marketing purposes.

12.3 Marketing Calendar Feature Data

The Marketing Calendar feature within NavisTeams stores your organization's marketing events, promotions, campaigns, and action items. This data is:

• Owned entirely by your organization
• Never used by NavisTeams for our own marketing or shared with third parties
• Processed by the Anthropic Claude API solely when you use the AI import or AI action item generation features
• Retained according to your organization's configured retention period

12.4 Third-Party Marketing Tools

NavisTeams does not share your personal information with third-party advertising networks, data brokers, or marketing platforms. We do not run retargeting campaigns using your data or allow third-party pixels on authenticated platform pages.

12.5 Do Not Sell or Share

We do not sell, rent, or share your personal information or your employees' data with any third party for their own marketing purposes, consistent with California's CCPA/CPRA "Do Not Sell or Share" provisions.