Sigma Scheduling — Privacy Policy
Effective date: 2026-09-05 Operated by: Sigma Scheduling LLC, a limited liability company registered in the State of Utah, USA ("Sigma Scheduling," "we," "us," "our") Contact: hello@sigmascheduling.com Address: 1303 N High Cliffs Cir, Washington, UT 84780, USA Website: https://sigmascheduling.com
Sigma Scheduling is a group dispatch and time-tracking platform. Employers ("Employers") use it to schedule staff, dispatch them to jobs, and track their work hours. This policy explains what we collect from and about staff members ("you") and Employers, why, and your choices.
1. Our role
Sigma Scheduling is business-to-business software. When your Employer adds you and manages your schedule, your Employer is the controller of your employment data and decides how it is used; we act as their service provider / processor, handling that data on their behalf. We are also an independent controller for the limited data we need to operate the service securely (for example, your login credentials and consent records). If you want your employment records changed or deleted, your Employer is usually the right first point of contact; we will support their instructions.
2. Information we collect
We collect only what the service needs. Concretely:
2.1 Account and identity
- Name (first, last) and optional nickname.
- Mobile phone number(s) — used as your login identifier, for account verification, and (if you opt in) for SMS notifications.
- PIN — stored only as a one-way cryptographic hash (bcrypt). We never store your PIN in readable form.
2.2 Employment and scheduling data
- Which Employer(s) you work for and your role/manager status.
- Notes your Employer records about you, job/task assignments, and the work locations (including street address) you are dispatched to.
- Shift schedules — start/end times and time zone.
2.3 Time and attendance
- Clock-in and clock-out times, paid and unpaid break times, timesheet corrections you propose, and manager/admin approvals of your time.
2.4 Precise geolocation
- When you clock in or out, we capture and store the device's GPS coordinates (latitude, longitude) and accuracy at that moment, together with each work location's coordinates and geofence radius.
- We store this so your Employer can review where a clock-in or clock-out took place relative to the assigned work location and identify punches made away from the site. The app may show a manager a warning when a punch appears to be off-site, but location never blocks or prevents you from clocking in.
- We collect location only at the moment of a punch — we do not track your location continuously or in the background.
2.5 Notifications and communications
- Your phone number (for SMS) and, if you enable push notifications, a device push token used to deliver notifications through the Sigma Scheduling mobile app.
- Your notification channel preferences (SMS, push, or both) and records of your consent and opt-outs (including STOP requests).
- Delivery metadata for messages we send you.
2.6 Billing (Employers)
- For Employers, a tokenized payment reference used for subscription billing. Card details are handled by our payment processor; we store only a token, not full card numbers.
2.7 Technical and log data
- Change/audit logs of records (used to keep clients in sync and for accountability) and standard technical data needed to operate and secure the service.
3. How we use your information (and why)
| Purpose | Data used |
|---|
| Create and secure your account; verify your phone | name, phone, hashed PIN |
| Schedule and dispatch you; show your shifts | your Employer/company membership, jobs, tasks, locations, schedules |
| Track time and produce timesheets/payroll records | clock in/out, breaks, corrections, approvals |
| Record where each clock-in/out took place, for your Employer's review | punch-time GPS coordinates, geofence data |
| Send you shift/dispatch notifications you asked for | phone (SMS), push token, channel preferences |
| Bill Employers for the service | payment token |
| Keep the service reliable, synced, and secure | logs, technical data |
We do not use your information for advertising, and we do not sell it.
4. SMS / text messaging
If you opt in, we send transactional text messages about your own account and work: account verification/activation, shift and dispatch assignments, schedule changes, and reminders. We do not send marketing texts.
- Consent is captured through an in-app opt-in where you choose SMS, push, or both. The only message sent before that opt-in is a one-time account-verification/activation text.
- Message frequency varies based on your schedule and activity. Message and data rates may apply.
- Reply STOP to opt out of SMS at any time (you will still receive in-app push notifications if enabled), and HELP for help.
- We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes. Text-messaging originator opt-in data and consent are not shared with anyone.
5. How we share information
We share only as needed to run the service:
- With your Employer — your schedule, time, attendance, and related work data are visible to the Employer that manages you (and their managers/admins), because that is the purpose of the platform.
- Service providers acting on our behalf, under contract and only to provide the service — including cloud hosting and database infrastructure, SMS and push-notification delivery, mapping/geolocation support for geofencing, and payment processing for Employer billing. We may add or change these providers as the service evolves.
- Legal / safety — if required by law, legal process, or to protect rights and safety.
- Business transfers — if the business is sold or reorganized, subject to this policy.
We do not sell your personal information, and we do not share it for third-party marketing. (See Section 4 for the specific SMS carve-out.)
6. Location data — your control
Precise location is collected only at clock-in/clock-out so your Employer can review where the punch took place relative to the assigned site. You control it through your device's operating-system location permissions; if you deny location access, clocking in still works, but your Employer may see that the punch had no location attached. We retain punch coordinates as part of the time-and-attendance record.
7. Data retention
- We retain your data for as long as you have an active account with an Employer and as needed to provide the service and meet the Employer's recordkeeping needs (time and attendance records often must be kept for a period required by employment law).
- When an Employer or record is removed, it is first soft-deleted (marked deleted and hidden) and later purged. Verification/one-time tokens expire quickly by design (minutes).
- We delete or de-identify data when it is no longer needed for these purposes, subject to legal retention obligations.
8. Security
- Data is transmitted over encrypted (HTTPS/TLS) connections.
- Credentials (PINs, passwords) are stored only as one-way hashes; we cannot read them.
- Databases run in a private network with restricted access; payment card data is tokenized by our processor.
- No system is perfectly secure, but we work to protect your information using appropriate technical and organizational measures.
9. Your rights and choices
Depending on where you live, you may have the right to access, correct, delete, or restrict use of your personal information, and to opt out of certain processing. Because your Employer controls your employment records, requests about that data are often fastest through them; you can also contact us at hello@sigmascheduling.com and we will respond consistent with applicable law and coordinate with your Employer. You will not be discriminated against for exercising these rights.
- Notifications: change channels or turn off SMS (STOP) or push anytime in settings.
- Location: control via your device permissions.
10. Children
Sigma Scheduling is a workplace tool intended for people who are of legal working age and is not directed to children under 16. We do not knowingly collect information from children.
11. Changes to this policy
We may update this policy as the service evolves. We will change the "Effective date" above and, for material changes, provide a more prominent notice.
12. Contact
Sigma Scheduling LLC hello@sigmascheduling.com