Privacy notice

Effective September 19, 2026

Information used to provide the service

StaffCubby stores director account details, center details, employee contact information, credential dates, uploaded credential documents, renewal-request details, and activity records to provide staff-record organization and renewal workflows. Employees do not need a StaffCubby account to use a director-created upload link. Centers decide what information they enter and should inform their staff about this use.

Billing information

Paid subscriptions use Stripe-hosted Checkout and Billing services. Stripe processes payment details and provides subscription information needed to manage access. StaffCubby stores limited billing metadata, such as a Stripe customer or subscription identifier, plan, status, and renewal date. StaffCubby does not store full payment-card numbers.

Service providers

Account, database, and document services use Supabase. Transactional email uses Resend when configured. Subscription billing uses Stripe. Hosting is provided by Vercel. Optional AI extraction sends a selected credential image to OpenAI only when requested; extracted dates must be reviewed by a director. Each provider handles information under its own privacy notice and terms.

Data boundaries

Do not upload SSNs, full background investigation reports, identity documents, criminal-history details, or medical records. StaffCubby is not designed to store this information. Credential documents are kept in private storage and authorized viewing links expire.

Retention and access

Records remain available until removed under the center’s retention process. Directors can permanently delete a staff record and its linked credentials and documents, or delete an individual uploaded document while keeping its credential dates. Archiving a staff member does not delete their files. A limited activity entry may remain to record that a deletion occurred. Directors control what is retained and should follow their licensing and employment obligations. To request a correction, export, account closure, or deletion, email Mark@StaffCubby.com. We’ll confirm the request and any records that must be retained before removing data.

Cookies and analytics

Essential session cookies keep users signed in. The application records operational events and does not include advertising trackers. The public walkthrough uses representative records and does not send real emails or upload real documents.

Questions

Employees should contact their center. Directors can reach StaffCubby at Mark@StaffCubby.com for privacy questions, account help, or data requests.