So Smart Scheduling Privacy Policy

Effective date: October 18, 2026

So Smart Scheduling helps managers and teams that work around the clock plan shift schedules. It is an app from So Smart Apps LLC ("we", "our", "us"). This policy explains what So Smart Scheduling collects, why, and who can see it. It adds to our general Privacy Policy; where the two differ for So Smart Scheduling, this one applies.

Who uses So Smart Scheduling

An employer's schedule administrators set up units and invite employees. If you use the app through your employer, your employer's administrators manage the unit and the records in it, and questions about how your employer uses those records should also go to your employer.

Information we collect

Account information. You sign in with email (password or sign-in link), Google or Apple. We receive your email address, your name and a sign-in identifier. We never receive your Google or Apple password.

Unit and schedule data.

• Employer and unit details: name, logo, shifts, roles, skills and minimum staffing.
• People in the unit: names, emails, roles, skills and membership, entered by administrators or from invites.
• Schedules, assignments and scheduling periods; scheduling rules and the structured versions created from them.
• Requests: availability (days wanted and days you cannot work), personal rules, shift swaps and rule-change requests.
• Leave records, such as vacation, sick, military or family and medical leave, with dates. Additional leave details are kept in a restricted record that only administrators can read.
• An audit log of administrative actions in the unit.

Photos. The photo library is used only when an administrator chooses an image to set the employer logo.

Notifications. Schedule and request notices are saved to your in-app inbox. If you allow push notifications, a push token for your device is saved to your account.

Diagnostics.

• Bug reports. If you send one (tap the floating bug button, or shake your phone, and fill in the form), or if the app sends one automatically after an unexpected error, the report contains the description or voice-note transcript you give, an optional contact email you type, the error log, the app name, version and build number, and your device model and operating-system version, plus any screenshot or photo you choose to attach. Voice notes are turned into text by your device's speech recognition. Reports go to a So Smart Apps bug-tracking service hosted on Google Cloud.
• To cap AI cost, we keep a count of AI requests per account per day.

How we use information

• To build, publish and share schedules, fill open shifts and show gaps or rule conflicts.
• To handle requests, leave and invites, and to notify people when a schedule is published or a request changes.
• To fix bugs, keep the app secure, and answer support requests.

AI processing

When you write a rule or notes in plain English, set up a unit from a description, or ask for a schedule explanation, that text, with the unit context needed (such as shift, role and skill names), is sent through our server to Anthropic's Claude AI service. Each request uses fixed instructions for its task. The result is read back to you to confirm before it is used. Anthropic processes the request under its own terms. AI output can be wrong; AI-generated text has a Report button.

Who can see your information

• Members of your unit see the published schedule and the information the unit's settings show to members.
• Your unit's administrators see the unit's people, requests, leave details and audit log.
• Service providers that process data for us, listed below.
• Legal and safety. We may disclose information if the law requires it, to protect someone's safety, or in a sale or merger of our business, in which case this policy continues to apply.

Service providers

• Google Firebase / Google Cloud: sign-in, database, cloud functions and push notifications.
• Anthropic: AI processing described above.
• Google Sign-In and Sign in with Apple, if you choose them.

We do not use advertising networks, and we do not track you across other companies' apps or websites.

Retention and deletion

• We keep information while your account is active and while your employer's unit uses the service.
• Delete your account in the app: Settings > Delete my account. This deletes your sign-in and your user record and removes you from every unit. The unit's own employee record about you stays with your employer, with your email and account link removed, and the unit's audit log records that an account was deleted.
• Unit data (schedules, leave and requests) is managed by your employer's administrators. To ask about it, contact your administrator or email leon@sosmartapps.app.
• Cannot open the app? Email leon@sosmartapps.app from the address on your account. We confirm who you are, delete the account and reply within 30 days.
• Backups and logs may keep copies for a short time after deletion.

Your choices and rights

• Turn device permissions (such as location, camera, microphone, photos and notifications) on or off in your device settings at any time. Features that need a permission stop working without it.
• Edit or delete the information the app lets you manage.
• Ask us for a copy of your information, to correct it, or to delete it by emailing leon@sosmartapps.app. Depending on where you live (for example California), you may have additional rights. We may need to confirm who you are first.
• We do not sell your personal information and we do not share it for advertising.

Security

Data is sent over encrypted connections and stored on Google Cloud (Firebase), which encrypts it at rest. Access rules limit your records to your signed-in account and the people you choose to share with. No system is completely secure, so keep your device updated and share only with people you trust.

Not an HR or compliance system

So Smart Scheduling is a scheduling tool. It does not determine leave eligibility or guarantee compliance with labor or leave laws; your employer remains responsible for those decisions.

Children's privacy

So Smart Scheduling is a workplace tool for adults and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

Changes to this policy

We may update this policy. The updated version will be posted here with a new effective date, and for material changes we will tell you in the app or by email.

Contact us

So Smart Apps LLC
leon@sosmartapps.app
sosmartapps.app

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