Privacy Policy

This Privacy Policy explains what information FloorFlow (the "Platform") collects, how it is used, and the choices available to you. FloorFlow is an operational tool provided through your employer; your organization is the controller of the data processed within it.

1. Information We Collect

• Account data: your name, work email, assigned role, and store assignment.
• Credentials: your password and shift PIN, which are stored only as salted one-way hashes — never in readable form. We also keep a short count of failed PIN attempts to lock the code temporarily after repeated wrong tries.
• Uploaded documents & images: photos and PDFs you capture or upload (schedules, rotation calendars, order sheets, delivery logs, vendor invoices, loss/shrink records). These are held in private storage and served only to authorized, signed-in users of your store.
• Push notification data: if you enable push alerts on a device, we store that device's push subscription (a browser-provided endpoint and keys) and its browser/user-agent string so we can deliver alerts. Turning push off on a device removes its subscription.
• Operational data: tasks, case counts, backstock sign-offs, aisle notes, rotation plans, and schedule imports you create or are assigned.
• Activity & audit data: a log of actions you take, with timestamps and attribution, used for operational accountability.
• Break & shift data: break dispatches, acknowledgments, and shift participation.
• Performance & grading data: daily department grades, the notes or directives attached to them, and any follow-up actions they generate. These are operational quality checks used to coordinate follow-up work, not formal disciplinary records.
• Financial & vendor data: vendor invoices you upload, AI-extracted invoice line items, and the rolling vendor price book used to flag pricing discrepancies.
• Store configuration: per-store settings such as the store's average hourly wage, which management maintains and which feeds labor-cost analytics. This is a single blended store figure, not an individual's pay rate.

2. How We Use Information

Information is used solely to operate the Platform: coordinating floor work, surfacing what needs doing, enabling management oversight, maintaining accountability, powering real-time alerts and labor and sales analytics, and improving reliability. AI-assisted features (such as parsing an uploaded schedule, rotation calendar, or vendor invoice into line items) process the document you provide only to produce the requested result; extracted amounts are compared against your store's own vendor price history to flag anomalies.

3. Location & Timezone

A manager may configure the store's address and timezone during setup. This is used to display the correct local time and to bucket calendar activity by day. The Platform does not track your personal device location.

4. Sharing & Visibility

Your activity is visible to authorized management and oversight roles within your organization. Data is partitioned by store: store-level users see only their own store, while cross-store visibility, the command-center rollup, and multi-store analytics are limited to authorized district and corporate roles. This isolation is enforced at the database level. We do not sell personal information. Data is processed by our infrastructure providers (hosting, database, and AI inference) strictly to deliver the service.

5. Data Retention

Operational and audit records are retained for as long as your organization requires them for accountability and reporting, then removed in accordance with your organization's policies.

6. Security

Access is protected by authentication and role-based permissions, and every data operation is scoped to your authorization. Passwords and PINs are stored only as salted one-way hashes; the PIN locks for a short cooldown after repeated failed attempts. Uploaded documents are kept in private storage and are only served to authorized, signed-in users. Server-side actions that send notifications or read store data require a valid session and are limited to your own store. Despite reasonable safeguards, no system is perfectly secure; report any concern to your management.

7. Your Choices

Because FloorFlow is an employer-provided tool, requests to access or correct your data should be directed to your store management or HR representative, who can act on them within the organization's policies.

8. Contact

For privacy questions, contact your store management or HR representative.