Privacy Policy — StaffZeno

Last updated 12 October 2026

StaffZeno is staffing and recruitment software. Businesses ("customers") use it to manage their own candidates, employees, payroll and hiring pipeline. This policy explains how we handle data on the staffzeno.com service.

Two roles, and the difference matters. For an account holder's own details we decide how the data is used. For the candidate and employee records a customer puts into their account, that customer decides — we only store and process it on their instructions. If you are a candidate and want your record changed or removed, contact the agency you applied to; we will help them do it.

What we collect

From the people who sign up

Name, work email, password (stored only as a one-way hash, never in readable form).
Company name, subdomain, timezone, logo and branding choices.
Subscription plan and billing status.

What customers put into their account

Customers upload and enter their own recruiting records. Depending on how they use the product, that can include candidate names, contact details, resumes and the text extracted from them, work authorisation and visa expiry, interview notes and scores, submissions to clients, employee attendance, leave, timesheets and payroll figures.

We do not buy data, and we do not add to these records from outside sources.

Automatically

Standard web server logs: IP address, browser, pages requested, timestamps.
A session cookie so you stay signed in. No advertising or cross-site tracking cookies.

How we use it

To run the service: signing you in, showing your records, sending the notifications you ask for.
To take payment and manage subscriptions.
To keep the service secure, diagnose faults and prevent abuse.
To reply when you contact us.

We do not sell personal data, and we do not use customer records to train any AI model.

Artificial intelligence

AI features are off until a user connects their own AI account, and they stay off for everyone who has not. We hold no AI provider account on your behalf and no shared API key.

When a user connects an account, their credentials are encrypted before storage and are usable only by that user. A colleague cannot spend them.
When that user runs an AI feature, the relevant text — for example a resume and the job description it is being compared against — is sent to their AI provider under their account, and the provider's own terms apply to it.
Disconnecting removes the stored credentials and stops any further data being sent.

The AI connector

Customers may connect Claude or ChatGPT so their team can ask questions about their own account from inside those apps. A connection is made per person and grants read-only access, limited to the records that person can already open when signed in — the same permission rules apply, re-checked on every request. It cannot change records. An admin can revoke it at any time from Settings → Apps. See the connector documentation.

Who else sees it

Only the services needed to run the product, and only what each one needs:

Service	What it receives	Why
Hosting provider	Everything stored, as the server operator	Running the application and database
Stripe	Billing contact and payment details	Subscription payments. Card numbers go to Stripe directly and are never stored by us
Telnyx	Phone numbers, call audio, message text	Only if SMS or phone screening is used
Email provider	Recipient address and message content	Sending notifications and account email
The user's own AI provider	Only the text that feature sends	Only when that user has connected their own account

We also disclose data if the law requires it, and we would tell the affected customer unless we are prohibited from doing so.

Where it is kept, and how it is protected

Traffic to the service is served over HTTPS.
Passwords are stored as one-way hashes and cannot be read back, by us or anyone else.
Stored AI credentials are encrypted at rest with a key held outside the database.
Each customer's data is separated by account, and every query is bound to the account it belongs to.
Access to production systems is limited to the people who maintain the service.

No service can promise perfect security, and we do not. If a breach affects your data we will tell you without undue delay.

How long it is kept

While the account is open: customer records are kept until the customer deletes them.
After an account closes: data is retained for up to 90 days so the account can be restored by mistake-correction, then deleted.
Billing records: kept as long as tax and accounting rules require.
Server logs: kept for a short period for security and debugging, then rotated.
AI credentials: deleted immediately on disconnect.

Your choices

You can ask us to give you a copy of your data, correct it, or delete it. Account holders can also do most of this themselves inside the product. If you are a candidate or employee in an agency's account, ask that agency first — the records are theirs to control, and we will support them in acting on your request.

Depending on where you live you may have further rights over your personal data. Write to us and we will honour them.

Children

The service is for business use and is not directed at children. We do not knowingly collect data from anyone under 16.

Changes

If this policy changes materially we will update the date at the top and, for changes that affect customers, tell them by email.

Contact

Questions, requests or complaints about privacy: noreply@staffzeno.com