StaffingAgent.ai

Privacy Policy

Effective: May 23, 2026

1. Introduction

This Privacy Policy describes how StaffingAgent LLC (“StaffingAgent,” “we,” “us,” or “our”) collects, uses, discloses, and retains information when you use the StaffingAgent.ai platform, visit our website, or interact with our services on behalf of a staffing firm customer. StaffingAgent provides middle-office automation software embedded in Applicant Tracking Systems (ATS) for staffing companies.

This policy applies to:

• Authorized users at staffing firm customers (recruiters, account managers, payroll and billing staff, administrators);
• Candidates and contract workers whose data is processed through the platform on behalf of a staffing firm customer; and
• Visitors to staffingagent.ai and related web properties.

StaffingAgent processes candidate and worker data as a service provider to its staffing firm customers. In most cases, the staffing firm is the data controller and StaffingAgent acts as a processor handling data according to the customer’s instructions and applicable agreements.

2. Information we collect

Depending on how you interact with StaffingAgent, we may collect:

• Account and contact information: Name, business email address, job title, company name, and login credentials for authorized platform users.
• Operational and placement data: Information synced from the customer’s ATS and related systems, such as placement records, timesheets, pay and bill rates, invoices, client accounts, and operational alerts.
• Candidate and worker information: Names, contact details, employment status, timesheet activity, and other fields required to deliver operational notifications and middle-office automation on the customer’s behalf.
• Communications data: SMS and email message content, delivery status, opt-in and opt-out records, and support correspondence.
• Usage and technical data: Log files, device and browser information, IP address, feature usage, audit trails, and security event data.

We do not intentionally collect sensitive categories of personal information such as government ID numbers or payment card data through the platform unless required for a specific customer workflow and authorized by that customer.

3. How we use information

We use collected information to:

• Provide, operate, maintain, and improve the StaffingAgent Command Center and AI agent services;
• Detect operational anomalies, generate alerts, and facilitate human-in-the-loop review and approval workflows;
• Send operational SMS and email notifications authorized by the staffing firm customer;
• Authenticate users, enforce access controls, and maintain audit and accountability records;
• Provide customer support, respond to inquiries, and communicate about the service;
• Monitor platform security, prevent fraud, and comply with legal obligations;
• Analyze aggregated, de-identified usage patterns to improve product performance.

We do not use candidate or worker contact information for our own marketing or promotional purposes.

4. SMS communications

When you provide your mobile phone number to StaffingAgent LLC during candidate onboarding or through a placement, you may receive SMS messages related to your active job placement, including timesheet notifications, schedule changes, and account-related alerts. Message frequency varies based on placement activity. Message and data rates may apply. Text STOP to unsubscribe at any time. Text HELP for assistance.

Operational SMS is sent only on behalf of staffing firm customers that have obtained appropriate consent from recipients. For additional detail on consent collection and opt-out handling, see our SMS Messaging Policy.

5. Mobile information sharing

6. How we share information

We may share information in the following circumstances:

• Service providers: With vendors that help us operate the platform, such as cloud hosting (AWS), messaging delivery (Twilio), email delivery (AWS SES), and LLM inference providers, under contractual obligations that limit use to providing services to StaffingAgent.
• Staffing firm customers: Operational data is accessible to authorized users at the customer organization that owns the relevant tenant.
• Legal and safety: When required by law, regulation, legal process, or to protect the rights, property, or safety of StaffingAgent, our customers, or others.
• Business transfers: In connection with a merger, acquisition, financing, or sale of assets, subject to continued protection of personal information.

We do not sell, rent, or trade personal information. We do not share personal information with third parties for their independent marketing or promotional purposes.

7. Data retention

We retain information for as long as necessary to provide the service, meet contractual obligations with customers, resolve disputes, enforce agreements, and comply with applicable law.

SMS opt-in records are retained for the duration of the placement plus seven years following placement end, in alignment with employment record retention requirements.

Other categories of data are retained according to customer contract terms, operational need, and legal requirements. Customers may request deletion or export of tenant data subject to their agreement and applicable law.

8. Security

We implement administrative, technical, and organizational measures designed to protect personal information, including encryption in transit, access controls, tenant isolation, audit logging, and role-based permissions. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

PII is redacted from debug outputs and LLM traces by default. Full personal information is sent to language models only when a customer explicitly enables it for a specific operational workflow.

9. Your choices and rights

Depending on your relationship with StaffingAgent and applicable law, you may have rights to access, correct, delete, or restrict processing of your personal information, or to object to certain processing.

• Candidates and workers: Contact your staffing firm employer or agency to exercise rights related to placement data. StaffingAgent processes this data on the customer’s behalf.
• SMS recipients: Reply STOP to opt out of SMS at any time. Reply HELP for assistance.
• Platform users and website visitors: Contact us at support@staffingagent.ai with your request. We will respond within a reasonable timeframe and as required by law.

10. Cookies and website analytics

Our marketing website may use cookies and similar technologies to remember preferences, measure site performance, and understand visitor traffic. You can control cookies through your browser settings. Essential cookies required for site functionality may not be disableable without affecting your experience.

11. Children’s privacy

StaffingAgent services are not directed to individuals under 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, contact us and we will take appropriate steps to delete it.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date at the top of this page. Continued use of the service after changes become effective constitutes acceptance of the revised policy.

13. Contact us

Questions about this Privacy Policy or our data practices may be directed to: