Privacy Policy

Effective Date: July 2026

Data We Collect

LoonLink collects the following personal data to operate the workforce management platform:

  • Account Information: name, email, username, password hash, employee ID, role, avatar URL, admin notes
  • Schedule & Time Data: scheduled shifts, time entries, clock-in/out times, pay codes, absence/leave requests with dates and reasons
  • Substitute System Data: sub profile preferences, skills, availability, blocked dates, preferred substitutes, cancellation and no-show records
  • Organization Data: company name, department structure, locations, employee types, leave types and balances, pay periods
  • Technical Data: IP address (stored in audit logs for security), request identifiers

Cookies

LoonLink uses the following cookies to operate the platform:

  • loonlink_token — Authentication token (httpOnly, session-based, expires after 1 hour)
  • loonlink_refresh_token — Token refresh credential (httpOnly, expires after 7 days)

These cookies are strictly necessary for the platform to function. We do not use advertising, tracking, or third-party analytics cookies.

How We Use Data

  • Operate the workforce scheduling, time tracking, absence management, and substitute assignment features
  • Generate reports and exports for authorized administrators
  • Maintain audit trails of administrative actions for security and compliance
  • Send notifications related to absences, schedule changes, and substitute job assignments
  • Enforce access controls and multi-tenant isolation

Data Sharing

We do not sell personal data. Authorized administrators within your organization can access data scoped to their organization. We do not share data across organizations.

Data Retention

Account data is retained while the account is active. Audit logs are retained per configurable retention policy (default 90 days). When an organization is deleted, all associated data is permanently removed.

Security

  • Passwords are hashed with bcrypt (12 rounds)
  • All API traffic requires authentication (JWT in httpOnly cookies)
  • Multi-tenant isolation is enforced at the application layer
  • Audit logs track administrative actions
  • File uploads are validated for type and size

Your Rights

You may request access to, correction of, or deletion of your personal data by contacting your organization administrator.

Changes

We may update this policy. Material changes will be communicated through the platform.