Privacy Policy

HeadroomSIO— Headroom (manager web app) & StaffSide (staff mobile app)
Effective July 12, 2026 · Last updated July 12, 2026

This policy explains what HeadroomSIO ("we," "us," "our") collects, why, who we share it with, and the choices you have. It covers both the Headroom manager web app and the StaffSide staff mobile app (together, the "Service").

1. Who we are

• Service operator:Walker Thomas O'Brien Brown, sole proprietor, doing business as HeadroomSIO.
• Contact: [email protected]
• Based in: Louisiana, United States. The Service is intended for U.S. customers and is available over the web and through Google Play.

2. Our roles — please read this

Who is responsible for your information depends on how it reaches us:

• For a restaurant's own account and business data, we are the business you deal with directly (a "controller").
• When a restaurant adds you or enters information about you (a manager adding their staff) — the restaurant is the controller and we act as its service provider (a "processor"). The restaurant decides what is entered and is responsible for having the right to enter it. We process that data only to provide the Service and only on the restaurant's instructions. For that data, exercise your rights with the restaurant first (see Section 8).
• When you give us information about yourself directly — for example, by self-registering on StaffSide to track your own tips and schedule — we are the controller of that information, you are our direct user, and you exercise your privacy rights (including deletion) directly with us (see Sections 8 and 9).

In short: when a restaurant enters information about you, the restaurant is responsible for it; when you give us your information yourself, we are.

3. What we collect

Account & identity (managers and staff)

• Name, email, and password (passwords are managed by our authentication provider, Supabase — we never see them in plain text).
• Role and access PINs.
• Staff accounts are created by their manager, not by self-signup.

Staff / employee information (entered by a manager, or by you in StaffSide)

• Name, email, hourly pay rate, availability, roles/skills, performance or skill scores, server numbers, aliases, and the tips and shifts you track for yourself.

Business & operational data

• Venue name, address, and location (latitude/longitude); schedules and shifts; sales figures; server performance; checkouts and tip / cashout data; inventory counts; distributor/supplier lists; cocktail/recipe data; and reservation counts and history.

Images (for text scanning / OCR) and camera access

• Photos of invoices, delivery slips, schedules, checkout slips, and menus that you upload so we can read the text on them automatically. These images can contain staff names and sales numbers. To read them, we send the image (or its extracted text) to our AI providers, Anthropic (Claude) and Google (Gemini), which return the recognized text. They process the data to perform that task and do not own your content. See Section 5.
• The StaffSide mobile app asks for camera access only so you can photograph a checkout slip or posted schedule when you choose to. The camera is never used in the background. Checkout-slip and schedule photos taken in StaffSide are processed transiently — the image is read, the numbers or shifts are extracted, and the photo itself is not stored on our servers. Only the extracted figures you confirm are saved.

Communications

• Staff messages and message threads. Message content is stored so the messaging feature works.

Reviews & marketing (optional modules — only if you turn them on)

• Google reviews and a Google account connection (OAuth tokens), AI-generated post suggestions, uploaded media, and guest-submitted photos or feedback.

Device data

• Push-notification tokens from the StaffSide app, so we can send shift and message notifications.

Location

• We use your venue'saddress/coordinates to fetch local events and conditions near the restaurant for the optional "Area Pulse" feature. The StaffSide app does not collect the personal location of staff devices.

What we do not collect

• Payment card numbers — these are handled entirely by Stripe; we never store them.
• Health or biometric data.
• Data from children. This is a business tool and is not directed at anyone under 18.

4. How we use this information

• To provide and operate the Service — scheduling, inventory, sales tracking, messaging, reservations, and the optional modules you enable.
• To create your account, sign you in, and send transactional email (sign-up, password reset, billing receipts).
• To read text from images you upload (OCR).
• To send push notifications you've opted into through StaffSide.
• To bill your subscription and provide support.
• To keep the Service secure and to meet legal obligations.

We do not sell your data, and we do not use it for advertising.

5. Who we share data with (sub-processors)

We use a small number of trusted providers to run the Service. They only receive what they need to do their job.

We may also disclose data if required by law, to protect our rights or users' safety, or in connection with a sale or transfer of the business (in which case this policy follows the data).

Google user data and Limited Use

If you connect your Google Business Profile (an optional feature you turn on from the Reviews module), you authorize HeadroomSIO through Google's OAuth flow using the https://www.googleapis.com/auth/business.managescope. With that authorization we access only your venue's own Business Profile data, and only to:

• read your listing's reviews, ratings, and reviewer names so we can display and organize them in your dashboard; and
• post, edit, or delete your replies to those reviews when you ask us to.

We store the OAuth tokens needed to keep that connection working, along with the review content we sync, in our database (Supabase), scoped to your venue. To power the optional feature that attributes reviews to the staff they mention, synced review text may be processed by our AI subprocessor, Anthropic (Claude), solely to detect staff names and sentiment; it is not used for advertising and is not used to train generalized AI models. You can disconnect at any time, and you can revoke our access directly from your Google account at myaccount.google.com/permissions.

HeadroomSIO's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell Google user data, do not use it for advertising, and do not use it to train generalized artificial-intelligence or machine-learning models. We use it only to provide and improve the review-management features you connected it for.

6. Tip and financial data

Tip, cashout, and sales figures are sensitive business information. We collect them only to power the checkout, cashout, and reporting features, we restrict access to them within your venue, and we never sell or share them for marketing.

7. Aggregate insights (opt-in, off by default)

If — and only if — you turn on the benchmarking option in your settings, we may use your sales and inventory data in anonymized, aggregated form (combined with other venues, with nothing that identifies you, your staff, or your specific numbers) to produce cross-venue benchmarks and demand insights. This is off by default. You can turn it on or off at any time; turning it off stops future use.

8. Your rights and choices

You can ask us to:

• Access the personal information we hold about you;
• Export a copy of it;
• Correctinformation that's wrong; and
• Delete your account and data (see Section 9).

To make a request, email [email protected]. We'll verify your identity before acting and respond within the time the law requires.

Staff members

• If you use StaffSide on your own (the standalone tip and schedule tracker), we are the controller of that data — contact us directly using the email above to access, correct, export, or delete it, or delete your account in the app (see Section 9).
• For information a restaurant entered about you,the restaurant is the controller — contact your employer first. You may also contact us and we'll route your request to them and assist as their processor.

California residents (CCPA/CPRA)

• You have the right to know what personal information we collect and how we use it (described above), to request access and deletion, to correct inaccurate information, and to not be discriminated against for exercising these rights.
• We do not sell or "share" (for cross-context behavioral advertising) your personal information.
• You may exercise these rights using the contact above; an authorized agent may submit a request on your behalf with proof of authorization.

Other U.S. states

If your state gives you similar rights (such as access, correction, deletion, and a copy of your data), you can exercise them using the same contact above and we'll honor them.

9. Deleting your account

StaffSide users: you can delete your account from inside the StaffSide app at Settings → Account → Delete account. This permanently removes your StaffSide account and the personal data you gave us — your profile, the tips and shifts you tracked, your push token, and your messages. If you also belong to a restaurant, deleting your account removes your access and personal data, but records the restaurant owns about your work stay with the restaurant (contact them for those).

Restaurants (Headroom):email [email protected] to delete your venue account. When a venue account is deleted, we remove the venue's data, including staff records and uploaded images.

Can't reach the app? Email [email protected] from your account email, or use our account deletion page, and we'll delete your data after verifying your identity. Some records are kept only as long as the law requires — for example, billing and tax records related to a subscription. Backups that still contain your data are purged on our regular backup cycle.

10. How long we keep data

We keep your data while your account is active and for 30 days after the account is closed, after which it is deleted from active systems, with backups purged on a rolling cycle. Financial/billing records are kept as long as the law requires.

11. Security

Data is encrypted in transit. Access is restricted by role and isolated per venue, and sign-in is handled by our authentication provider. No system is perfectly secure, but we take reasonable measures to protect your information and will notify you of a breach as required by law.

12. Children

The Service is a business tool intended for users 18 and older and is not directed at children. We do not knowingly collect data from anyone under 18.

13. Changes to this policy

If we make a material change, we'll update the date at the top and, where appropriate, notify you in the app or by email. Continued use after a change means you accept the updated policy.

14. Contact us

Questions or requests: [email protected]