Privacy Policy

Last updated: May 2026

ManageMyStaffing ("we", "us", "our") provides workforce-management software to skilled-nursing facilities and other healthcare employers. This Privacy Policy explains what information we collect, how we use it, and the choices you have.

1. Information we collect

• Account information — name, email address, phone number, role, building assignment.
• Employment information — hire date, employment status, hourly rate or salary, license numbers (for licensed roles), shift assignments, time-clock punches.
• Health-related information — limited to what's needed to operate the schedule and meet CMS Payroll-Based Journal (PBJ) reporting (e.g. employee role classification, hours worked). We do not collect resident PHI through this app; resident census data is aggregated counts only, sourced from your facility's EHR via integration.
• Communications — SMS / email message content sent through the app, plus replies received via inbound webhooks.
• Usage data — IP address, browser type, login timestamps, audit-log events (who did what, when).

2. How we use information

• Operate the schedule, time clock, and payroll calculations on behalf of your employer (the facility).
• Send you SMS and email notifications about open shifts, schedule changes, and HR documents — only when you've opted in via the SMS Consent step in the new-hire onboarding paperwork (a self-service, optional step with a default-unchecked checkbox; opting in requires entering a valid US mobile number and signing on-screen). You can revoke at any time by replying STOP to any message, or by contacting your HR administrator. A self-serve Communication Preferences page is on the roadmap.
• Send patient post-discharge follow-up SMS to patients enrolled by the facility's care team. Patient enrollment uses a paper consent form (Form MMS-SMS-CONSENT v1.0) signed at facility intake; see our Patient SMS Opt-in page for the consent form and program details.
• Generate compliance reports (PBJ, CMS Five-Star, audit logs).
• Detect and respond to security incidents.

3. SMS communications & opt-out

If you have opted in to SMS notifications, you may receive messages about shift availability, schedule changes, and time-off responses. Message frequency varies based on your role and your facility's staffing.

• Reply STOP to any message to unsubscribe from all SMS communications.
• Reply HELP to receive contact information.
• Message and data rates may apply per your wireless carrier's plan.
• Carriers supported: AT&T, T-Mobile, Verizon, US Cellular, and others.
• Your mobile number, SMS opt-in, and consent data are never shared, sold, or rented to any third parties or affiliates for marketing or promotional purposes. SMS consent data is used solely to send the notifications described above.

4. How we share information

We share information only with:

• Your employer (the facility that hired you and added you to the app).
• Service providers who help us operate the platform — Microsoft Azure (hosting, SMS via Azure Communication Services), payroll vendors you've authorized us to push data to (e.g. Paycom, ADP), the carrier providing your SMS service.
• Government agencies (CMS, state Medicaid) when required for PBJ reporting.
• Law enforcement, when compelled by valid legal process.

We do not sell personal information.

5. Security

ManageMyStaffing uses industry-standard technical safeguards including AES-256 encryption at rest, TLS 1.2+ in transit, role-based access controls, MFA for administrative access, and tamper-evident audit logging. All secrets are stored in Azure Key Vault.

6. Cookies & session data

We use a single HTTP-only session cookie to keep you logged in. This cookie is strictly functional — it contains an encrypted authentication token and is not used for tracking or advertising. No third-party analytics or advertising cookies are used. The cookie is deleted when you log out or when your session expires.

7. Data retention

Audit logs are retained for 6 years. Other personal data is retained while you're active and for 2 years after last activity, unless your employer requests earlier deletion or longer retention is required by law.

8. Your rights

• Request a copy of the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion (subject to legal retention requirements).
• Opt out of SMS at any time (reply STOP).

Contact your facility's HR administrator first; they can fulfill most requests directly. For escalations, email privacy@managemystaffing.com.

9. Contact

ManageMyStaffing — Manage My Staffing LLC
3805 Turkey Creek Dr, Austin, TX 78730
Email: privacy@managemystaffing.com
Phone: +1 (806) 318-5030

10. Changes

We'll update the "Last updated" date at the top when we make material changes. For significant changes, we'll also notify your facility's administrators.