Privacy Policy

This Privacy Policy describes how WorkForceu.net, Inc., a Texas corporation doing business as “Office Automated” (“Office Automated,” “we,” “us,” or “our”) collects, uses, and shares information in connection with (a) our website at officeautomated.com (the “Site”), (b) the Office Automated software platform provided to subscribing businesses at oahub.app and related domains (the “Platform”), and (c) our mobile application, OfficeAutomated Hub, shown as “OA Hub” on your device (the “App”).

1. Our role: your practice controls its data

The Platform is business software. Each subscribing business (a “Customer” — typically a medical or professional practice) creates and controls the information inside its own Platform account, including information about its employees. For that information, the Customer is the data controller and Office Automated acts as a service provider processing data on the Customer's behalf and instructions. If you are an employee of a practice that uses Office Automated and you have questions about information in your employer's account, please contact your employer first.

2. Information we collect

On the Site

• Demo bookings and inquiries. When you book a demo or contact us, we collect the information you provide — typically your name, email address, phone number, and practice details. Scheduling is powered by our CRM provider (see Section 5).
• Technical data. Standard server logs (IP address, browser type, pages visited) collected by our hosting provider for security and operations.

On the Platform

• Account and staff data entered by the Customer: names, work contact details, positions, employment records, training records, schedules, time entries, PTO balances, performance documentation, and similar workforce information.
• Content the Customer creates: office manuals, checklists, courses, tasks, messages, files, and statistics.
• Billing data. Subscriptions are processed by Stripe. Payment card numbers are handled by Stripe and never stored on our servers.
• Usage and log data needed to operate, secure, and support the service.

3. Mobile app

The App is a companion to the Platform for the employees of our Customers. You sign in with the account your employer created for you, and the information you view or enter through the App is Platform data, handled as described in the rest of this policy. The App also uses certain features of your device, each only for the purpose described here:

• Location. When you clock in or clock out, the App reads your device's precise location once, at that moment, so your employer can confirm the punch was made at the office. The App requests “While Using the App” permission only. It does not collect location in the background and does not track your movements. If you decline location permission you can still clock in and out; the punch is recorded without a location and may be flagged for your employer's review.
• Camera, microphone, and photo library. These are used only when you choose to attach a photo or record a video into a checklist, task, message, office manual topic, or course lesson. Photos are stored with your employer's other Platform files, and videos are uploaded to Vimeo, our video hosting provider. The App does not access your camera, microphone, or photo library at any other time.
• Push notifications. If you allow notifications, the App registers a push notification token that identifies your device. We store the token with your account and share it with Expo's push notification service, which delivers notifications to your device through the Apple Push Notification service on iPhone or Google's Firebase Cloud Messaging on Android. Messages themselves are carried by Twilio, our in-app messaging provider. You can turn notifications off at any time in the App or in your device settings, and the token is removed from your account when you sign out.
• Device unlock. If you turn on device unlock, the check (Face ID, Touch ID, fingerprint, or your device passcode or screen lock) is performed entirely on your device by its operating system. The App learns only whether the check succeeded. We never receive, access, or store your face or fingerprint data.
• Offline storage. So that the App keeps working without a connection, it stores a copy of certain content on your device — such as your office manual, today's checklists, and items waiting to upload — and keeps your sign-in session in the device's secure storage. This offline copy stays on your device and is removed when you delete the App.
• No tracking. The App contains no third-party analytics or advertising software development kits. We do not use the App to track you across other companies' apps or websites, and we do not share App data with data brokers.

4. How we use information

• To provide, operate, secure, and support the Site and Platform;
• To process subscriptions and billing;
• To communicate with you — including demo scheduling, service notifications, and (where enabled) SMS notifications with configurable quiet hours; you can opt out of SMS at any time by replying STOP or adjusting notification settings;
• To improve the service.

We do not sell personal information, and we do not use Customer data for advertising.

5. Service providers (subprocessors)

We use a small set of service providers to run Office Automated. Each receives only what is needed to perform its function:

6. Protected health information (PHI)

Office Automated is workforce and operations software. It is not designed or intended to store, process, or transmit protected health information as defined by HIPAA, and Customers agree in our Terms of Service not to upload PHI to the Platform. Office Automated does not sign Business Associate Agreements.

7. Data ownership, retention, and deletion

• Customers own their Platform data. We process it only to provide the service.
• Customers can export their data, and may request export assistance at support@officeautomated.com.
• When a subscription ends, Customer data is retained for a limited wind-down period (so a returning Customer does not lose their standards), after which it is deleted from production systems. Backups age out on a rolling schedule.

8. Security

We use industry-standard safeguards, including encryption in transit and at rest, tenant isolation controls in the database, role-based access controls within each Customer account, and encrypted storage of credentials and API keys. No method of transmission or storage is 100% secure, but we take the protection of your information seriously — our own practice runs on this Platform every day.

9. Cookies

The Site uses only the cookies necessary for it to function, including those set by our scheduling widget when you book a demo. We do not use third-party advertising trackers.

10. Your choices and rights

You may request access to, correction of, or deletion of personal information we hold about you by emailing support@officeautomated.com. If your information lives inside a Customer's Platform account, we may refer your request to that Customer, since they control that data. You can opt out of marketing communications at any time via the unsubscribe link or by contacting us.

11. Children

The Site and Platform are business tools intended for adults and are not directed to children under 16. We do not knowingly collect information from children.

12. Changes to this policy

We may update this policy from time to time. Material changes will be posted on this page with an updated effective date, and Platform Customers will be notified of material changes.

13. Contact

WorkForceu.net, Inc., a Texas corporation doing business as “Office Automated”
6021 Fairmont Pkwy, Suite 250, Pasadena, TX 77505
support@officeautomated.com