Privacy Policy

Last updated: 19 May 2026

1. Who we are

Staffable AI operates staffableai.com and provides AI Employee audits, workflow mapping, owner-controlled automation setup, Staffable Console setup, and related business implementation services. For website enquiries, audit requests, bookings, and direct business communications, Staffable AI acts as the business deciding why and how the personal data is used.

For privacy, correction, deletion, withdrawal of consent, and grievance requests, contact us through the website contact form at staffableai.com/contact. If you are already a client, you may also use the contact method listed in your proposal, invoice, or project agreement.

2. Scope of this policy

This policy applies when you visit the website, submit an audit or contact form, apply for a free audit, book a call, reply to Staffable AI, share workflow information, or discuss a paid setup. A separate written agreement may add project-specific privacy, confidentiality, or data processing terms for paid client work.

3. Personal data we collect

• Identity and contact details such as name, email address, phone or WhatsApp number, country, business name, role, and preferred contact method.
• Audit and enquiry details such as business type, team size, tools used, lead sources, manual tasks, approval steps, reporting needs, pain points, budget signals, and messages you choose to submit.
• Booking data such as selected date, time, timezone, meeting status, calendar event details, meeting link, rescheduling records, and attendance notes.
• Technical data such as IP address, browser, device type, page URLs, referral source, timestamps, form submission metadata, server logs, and security events.
• Communication records from email, forms, calls, calendars, project discussions, support messages, admin alerts, and notes needed to respond to you.
• Client project data that a paid client chooses to provide for workflow setup, integration planning, testing, documentation, and delivery.

4. Data you should not send through public forms

Do not submit passwords, API keys, payment card numbers, Aadhaar numbers, government IDs, bank login details, health records, full customer databases, confidential employee files, children's data, or regulated/sensitive information through public website forms. If a paid project requires sensitive access or confidential records, it should be shared only through a separately agreed secure process with clear scope and access rules.

5. Why we use personal data

• To review audit requests and decide whether the business is a fit for a free workflow audit.
• To contact you about your enquiry, audit request, booking, call preparation, proposal, or project discussion.
• To understand your business workflow and prepare useful recommendations before or after a call.
• To create and maintain internal lead, booking, support, project, invoice, and communication records.
• To operate, secure, debug, measure, and improve the website, forms, booking flow, backend integrations, and abuse prevention.
• To deliver paid services, configure approved tools, test workflows, document setup, and provide support where agreed.
• To comply with law, tax/accounting duties, contractual obligations, dispute handling, security investigation, and lawful requests.

6. Consent and other lawful reasons

When you submit a form, tick a consent box, book a call, or voluntarily send information, you consent to Staffable AI using that data for the purpose explained at collection and in this policy. Some processing is also necessary to respond to your request, perform agreed services, keep business records, protect the website, prevent misuse, or comply with legal obligations.

You may withdraw consent for future optional contact by contacting us. Withdrawal does not affect processing already completed, records we must keep, or processing that is still needed for legal, security, dispute, accounting, or service-delivery reasons.

7. Marketing and follow-up

If you request an audit, book a call, download or request material, or contact Staffable AI, we may follow up about the request and related services by email, phone, WhatsApp, SMS, or similar business channels. You can ask us to stop non-essential promotional follow-up at any time. Service, security, payment, or project messages may still be sent where needed.

8. AI-assisted processing

Staffable AI may use AI tools to summarize business workflow notes, prepare draft recommendations, organize project information, draft internal checklists, or support implementation work. AI-prepared material is intended to be reviewed by a human before it is used for important business decisions or external customer communication. We aim to avoid sending unnecessary sensitive personal data to AI tools and may anonymize, summarize, or limit data where practical.

9. Who processes or receives data

Staffable AI does not sell personal data. Data may be processed or shared only as needed for the website, audit, booking, notification, support, legal, or delivery process.

• Hosting, domain, security, server, and website infrastructure providers.
• Google services such as Google Sheets, Google Calendar, Google Drive, Gmail, Google APIs, and related workspace tools used for records, bookings, alerts, and operations.
• Cal.com and calendar or meeting providers used for scheduling, reminders, meeting links, and rescheduling.
• Email, WhatsApp, SMS, Telegram, or notification tools used to contact you or alert the admin team.
• Payment, invoicing, accounting, tax, banking, and professional service providers where paid work is involved.
• AI, automation, CRM, analytics, logging, debugging, and integration tools used to deliver or improve approved services.
• Legal authorities, regulators, advisers, or dispute-resolution parties where required by law or needed to protect rights, users, security, or business records.

10. International processing

Some processors and tools may store or process data outside India. By using the website, submitting a request, booking a call, or working with Staffable AI, you understand that providers such as Google, Cal.com, hosting providers, AI providers, email providers, and notification tools may process data in other countries according to their own infrastructure, contracts, and policies.

11. Retention

We keep personal data only for as long as reasonably needed for the purpose collected, including enquiry follow-up, audit review, project delivery, support, legal compliance, tax/accounting records, security, dispute handling, and business continuity. Lead records that do not become clients should be deleted or anonymized when they are no longer useful or legally needed. Paid client records, invoices, project files, access logs, and dispute records may be kept longer where required or defensible.

12. Your privacy rights

Subject to applicable law and reasonable verification, you may ask Staffable AI to confirm whether we process your personal data, receive a summary of the data and processing, correct inaccurate or incomplete data, delete data that is no longer needed, withdraw consent for future optional processing, stop non-essential marketing contact, nominate another person where applicable law provides such a right, or raise a grievance.

To make a request, contact us through staffableai.com/contact and include your name, email address used with Staffable AI, request type, and enough detail for us to identify the record. We may ask for reasonable verification before acting. We will try to respond within a reasonable period and will explain if a request cannot be fulfilled fully because of legal, security, fraud-prevention, contractual, accounting, or dispute reasons.

13. Your responsibilities

Please provide accurate information, use only data you are authorized to share, avoid unnecessary sensitive data, keep your own account credentials secure, and notify us if data you submitted needs correction. Do not use website forms to submit unlawful content, harmful code, or data belonging to others without authority.

14. Security

Staffable AI uses reasonable technical and organizational safeguards such as HTTPS, server-side validation, access limits, restricted admin access, logging, backups where appropriate, and careful use of third-party tools. No internet system is completely secure, so public forms should not be used for secrets, credentials, or highly sensitive records.

15. Children

Staffable AI is a business service and is not directed at children. Do not submit personal data if you are not legally able to provide valid consent or enter business communications.

16. Changes to this policy

We may update this policy when legal requirements, website features, processors, forms, or services change. The latest version will be posted on this page with the updated date.