Who this notice is for
This notice describes how StaffPass handles personal information when an estate uses the StaffPass service: the residents who approve renewals, the domestic workers and drivers whose access is renewed, and the security staff who operate the system. It also covers visitors to this website.
Roles: who controls the data, who processes it
Each estate that uses StaffPass is the responsible party for the personal information of its own residents, workers and drivers under the Protection of Personal Information Act (POPIA). It decides when and how the service is used, including whether and when to message residents.
StaffPass is the operator: it processes that information only on the estate's instruction, only to provide the renewal and (where licensed) timekeeping service, and for no purpose of its own. The full detail of this relationship is set out in the data processing agreement each estate signs with StaffPass.
What is processed, and why
For a resident: name, phone number and property reference, used to ask for a renewal approval by SMS or WhatsApp and to sign in to the security dashboard.
For a domestic worker or driver: name, phone number, property reference and licence expiry date, used to run the renewal workflow. Where an estate also licenses the Timekeeping module, gate movement records are kept to build shifts and timesheets, and a worker's own consent is required before they are sent a message about an individual tap.
This information originates from, and is kept in step with, the access-control system the estate already runs at its gate. StaffPass does not collect personal information independently of that system.
Where it is stored
StaffPass runs on a server on each estate's own premises. Data is not centrally hosted by StaffPass, and is not shared with any party beyond the messaging provider needed to deliver an SMS or WhatsApp message on the estate's behalf.
How long it is kept
Retention periods differ by the kind of record: gate movement data is kept for the shortest period, and records of approval decisions for the longest, because they may need to be referred back to later. Each estate can see and adjust these periods within the service.
Your rights
You may ask to access, correct or request deletion of your personal information. Because identity details for residents and workers come from the estate's own access-control system, corrections are made there first. Requests should be directed to the estate's own administration or security office, who will involve StaffPass where a change to the StaffPass service is needed.
This website
This website does not use advertising or analytics cookies. If you email us, for example to book a demo, the information you send is used only to respond to your enquiry.
Contact
Questions about this notice can be sent to [email protected], or raised directly with the estate whose StaffPass installation you are a resident, worker or driver of.