Legal notice

STAFF. is a time-tracking, planning and inventory application for field teams. It is designed, developed and published by PASHAJ BV, a company established in Belgium.

• •Publisher · PASHAJ BV (BE1018.498.317), Viron, Belgium
• •Publication manager · PASHAJ BV
• •Contact · info@pashaj.eu
• •Phone · +32 (0) 499.74.24.54
• •Application · STAFF., web and mobile versions

STAFF. processes personal data to record and approve working time. This policy explains what data is processed, why, how long it is kept and what your rights are.

Data we process

• •Identity and contact · name, email address, phone number, role in the organisation, profile picture.
• •Time entries · clock-in and clock-out times, breaks, project, site, task, notes and approval.
• •Location · position sent at clock-in and, during an active shift, a history of positions in order to verify presence at the workplace.
• •Inventory and documents · stock movements, orders, documents uploaded or signed.
• •Activity log · actions performed in the application (creation, update, deletion) with their author and timestamp.
• •Technical data · device type, session identifiers and connection logs.

Why this data is processed

• •Record, approve and invoice hours worked.
• •Verify presence on site (geofence, QR code or one-time code).
• •Organise planning, projects and tasks.
• •Manage inventory, documents and accreditations.
• •Secure accounts and provide support and traceability of actions.

Legal basis (GDPR)

• •Performance of the contract · managing time, planning and invoicing.
• •Legitimate interest · evidence of hours worked, security and traceability of operations.
• •Consent · access to your location, which you can withdraw at any time in your phone settings.
• •Legal obligation · keeping accounting and payroll records.

Location

Your position is used only to verify presence at the workplace at clock-in and, during an active shift, to record work-related movement. It is never used for advertising and is not tracked outside the shift.

People who clock in without an account (guest clock-in) only provide the information requested at clock-in.

Retention

• •Time entries · kept for as long as the applicable accounting and social obligations require (in Belgium, generally seven years for supporting documents).
• •Accounts and activity logs · kept during the working relationship, then deleted with the account or anonymised.
• •Documents and files · kept while the related project or accreditation is active.
• •Deletions · records deleted in the application are marked as such and removed from current views.

Data sharing

Your data is never sold. It is available to the administrators of your organisation and to the members they authorise, as well as to our technical processors (hosting, authentication, email delivery) bound by confidentiality commitments. Data may be disclosed to authorities where the law requires it.

Where a member is made available to another organisation as part of staff lending, only the information needed for that assignment is shared with the host organisation.

Security

Access is controlled by role (master, administrator, staff member) and each organisation's data is isolated. Exchanges with the application are encrypted in transit.

Your rights

You have the right to access, rectify, erase, restrict, object to and port your data. You can request deletion of your account from your profile (Profile, then Delete my account) or by writing to info@pashaj.eu. You may also lodge a complaint with the Belgian Data Protection Authority, rue de la Presse 35, 1000 Brussels.

Cookies and local storage

The application does not use advertising cookies. The browser stores locally what it needs to work: your login session, your preferences (language, theme) and clock-ins queued while offline, which are cleared once they sync.

Purpose

These terms govern the use of the STAFF. application: time tracking, planning, projects, documents and inventory. By using the application, you accept these terms.

Accounts and access

• •Each user is responsible for the accuracy of their account information and for keeping their credentials confidential.
• •An account is personal and may not be shared.
• •An organisation's administrator invites members, assigns roles and manages access.

Acceptable use

• •Clocking in for another person, falsifying a time or a location, or circumventing a presence check is prohibited.
• •Any attempted fraud may lead to the account being suspended and reported to the employer concerned.
• •Use of the application must comply with your organisation's internal rules and with the applicable labour law.

Time records and evidence

Time records are internal evidence, approved by the administrator. Final approval of hours, their payment and their invoicing rests with the employer or the client: the application does not replace an employer's legal obligations.

Availability

The application is provided as is. The publisher strives to keep it available and may interrupt it temporarily for maintenance. An offline mode lets you keep clocking in; data syncs when you are back online.

Intellectual property

The application, its code, its brands and its content belong to PASHAJ BV. Data entered by your organisation belongs to it: it remains responsible for that data and can export it at any time.

Liability

The application is a tool for recording, planning and follow-up. PASHAJ BV provides the software and does not take part in the working relationship between your organisation and the people working for it.

Accordingly, the publisher accepts no responsibility in particular for:

• •Employment contracts · drafting, entering into, amending or the validity of contracts and commitments with workers, clients or partners.
• •Legal obligations · compliance with the legal, social, tax and administrative obligations related to employing staff (declarations, pay, insurance, mandatory documents).
• •Certifications and compliance · checking, validity or monitoring of qualifications, certificates, accreditations, visas and work permits for each staff member.
• •Planning and schedules · whether staff members turn up, follow the agreed planning, hours and shifts, or carry out the tasks assigned to them.
• •Financial losses · financial losses, lost profit, penalties or damage suffered by you or by third parties in connection with these activities.
• •Other related activities · any other matter relating to recruiting, providing or supervising staff.

The publisher disclaims all liability for direct or indirect damage resulting from these activities, including loss of revenue, data or customers, except in the case of its own gross negligence or wilful misconduct, or personal injury caused by its fault.

Approval of clocked hours, attendance, signed documents and inventory movements is the responsibility of your organisation's administrator. The publisher cannot be held liable for decisions taken on the basis of the recorded data, or for data loss resulting from non-compliant use. To the extent permitted by law, its liability is limited to providing the service.

STAFF. is developed by PASHAJ BV, using open components and third-party services. Thanks to their authors and communities.

• •Design and development · PASHAJ BV, Viron, Belgium (info@pashaj.eu).
• •Platform and infrastructure · Base44: authentication, database, hosting and email delivery.
• •Typefaces · Space Grotesk and Inter (Google Fonts, OFL licence).
• •Icons · Lucide (ISC licence).
• •Mapping · © OpenStreetMap contributors, tiles © CARTO, Nominatim geocoding (OpenStreetMap).
• •Barcode and QR reading · ZXing and jsQR.
• •PDF documents · jsPDF and pdf-lib.
• •Technical components · React, Tailwind CSS, Radix UI, Recharts, Leaflet and Three.js.