Effective October 23, 2026
Who we are and what Smalti is
Smalti is a workforce tool — shift schedules and shift trading, a time clock and shared clock tablets, timesheets and pay periods, checklists and a shift log, and team messaging — provided by Logikmancer LLC, a Minnesota company doing business as Smalti. You use it through your employer: your employer chooses to use Smalti, creates your account by invitation, and controls the organization your data belongs to. For that data your employer decides what is collected and why, and we handle it on your employer's behalf. A business starts its own organization through the free trial sign-up at usesmalti.com/start/; the person who signs up becomes its first admin. This policy explains what information the Smalti apps and service handle, and how.
Information we collect
- Account details: your name, work email address, role, the work location(s) and position qualifications your employer assigns you, and — only if you give one — a cell number. Your employer may also record a payroll ID for you and whether you are exempt from overtime.
- Availability and time off: the hours you say you can work, days you mark as available or unavailable, and time-off requests, including any reason you write, and whether they were approved.
- Time records: where your workplace uses the time clock, your clock-ins, clock-outs and breaks, the location each was recorded at, whether it was made on your phone or the location's shared clock tablet, and any corrections made to them by you or a manager. Where your workplace turns it on, a phone clock-in or clock-out also records whether you scanned the code shown on the location's tablet.
- Clock tablet PIN: if your workplace uses a shared clock tablet, a 4-digit PIN, stored only as a hash (we can't read it back).
- Pay rates: if your employer records them in Smalti, your hourly rate or salary and the day each takes effect. Smalti uses them only to show your employer what a schedule will cost — it doesn't run payroll.
- Checklists and the shift log: where your workplace uses checklists, the answers you give (a tick, a temperature reading, a note), when, and whether from your phone, the location's shared clock tablet or the web; and notes you leave for the next shift.
- Profile photo (optional): if you add one in the app — from your camera or photo library — the photo itself. Smalti never reads your photo library beyond the one picture you choose.
- Scheduling activity: the shifts you're assigned, marketplace posts, claims and swap offers you make, and their outcomes.
- Messages and announcements: messages you send in your team's position groups, and announcements managers send. Deleting a message removes its content; a "message deleted" placeholder remains.
- Notifications: the notifications delivered to your in-app inbox and whether you've read them. When no phone of yours can be reached, a short notice may be emailed to your work address instead — you can turn this off in the app's Settings.
- Trial sign-up: if you start a trial for your business, your name, work email, business name, and your first location's name and time zone, plus the network address the form was sent from (used only to limit repeated sign-ups and spam). The form is spam-checked by Cloudflare Turnstile. Nothing is set up until you open the link we email you; a sign-up that is never confirmed creates no account. When you set up the account, we keep a record that you accepted our Terms of Service: which version, when, and your name and email.
- Contact and support forms: if you write to us through usesmalti.com, your name, email address and message, which reach us by email, and the network address the form was sent from, used only to limit spam and not kept. The forms are spam-checked by Cloudflare Turnstile.
- Sign-in and device data: a securely hashed password (we never store the password itself), session tokens tied to your device, and — if you enable push notifications — a push token for your device.
What we don't collect
- No GPS or location tracking. "Locations" in Smalti are the work sites your employer defines — the app never accesses your device's location.
- No biometric data. Face ID / fingerprint unlock happens entirely on your device through the operating system; biometric information never reaches our servers.
- No advertising or tracking. Smalti contains no ads, no third-party analytics, and no data brokers. We do not sell your information — to anyone, ever.
How your information is used
Solely to operate the service: showing you your schedule, running the shift marketplace with its eligibility checks, recording your time, delivering messages and notifications, sending invitation, account and notice emails, and keeping your account secure. Audit records of administrative actions (for example, who changed a shift) are kept so your employer can account for changes.
Who can see your information
Smalti is a workplace tool, and visibility follows your workplace: coworkers see your name — and your profile photo, if you add one — on shared shifts, shift cards, marketplace posts and messages; a location's shared clock tablet shows your first name and last initial and whether you are on the clock; members of a position group see the messages you send there; and your employer's managers and admins can see schedule data, time records, availability and the delivery status of work notifications for the people they oversee, and can take down a profile photo that isn't suitable for work (you are told when they do). A profile photo is served by an unguessable link that changes whenever you change or remove the photo; Smalti only gives that link to members of your organization. Your pay rate, if your employer records one, is narrower still: you can see it, and so can your employer's admins and the managers they give pay access to; other managers see only cost totals that cover at least three people.
Smalti's own staff look inside an organization only to provide support or keep the service running. Pay rates are closed to them even then, unless they open them for a stated reason — your employer's admins are told each time, and it stays in their pay log. Apart from Smalti staff and the service providers below, nobody outside your organization sees your data, and we disclose information beyond this only if the law requires it.
Service providers
We use these companies to run Smalti, and only for this:
- Namecheap — the servers and database, in Phoenix, Arizona, United States.
- Backblaze — encrypted nightly backups, in its US East region, kept 35 days. They are encrypted before they leave our server, and the key to read them is never on it.
- Google Firebase, and Apple's push service — delivering push notifications to phones. A notification carries a short summary, such as a shift's day, time and place or a coworker's name — never pay amounts; a new-message alert carries no message text.
- Cloudflare — the spam check on the sign-up, contact and support forms.
- Apple and Google — distributing the mobile apps through their app stores.
Smalti's emails are sent by our own server, not a mail provider. The web pages, the admin console and the apps load their fonts from our own server. One exception: in the employee app's browser version, if a message or name contains an emoji or a script our font lacks (Chinese or Arabic, say), your browser fetches the font for just that character from Google. The phone apps use your phone's own fonts for these.
Where your data lives
Smalti is a hosted service. Your data is stored on Smalti's servers, run by Namecheap in Phoenix, Arizona, United States, and encrypted nightly backups are kept for 35 days with Backblaze in its US East region. An employer may instead run Smalti on its own server, in which case your data is stored there and your employer controls where. The mobile app also keeps a small offline copy of your recent shifts, notifications, and messages on your device so they remain visible without a connection; that copy is protected by your device's security and is cleared when you sign out. Clock-ins made without a connection wait on the device — in the browser version, in the browser's storage — until they are sent. In the browser version, the app keeps you signed in between visits only if you tick Keep me signed in on this browser.
Security
All traffic between the apps and the server is encrypted with TLS. Passwords and clock tablet PINs are stored only as salted hashes. Pay rates are additionally encrypted with a key kept for your employer's organization and never stored in the database or its backups, so they can't be read from a copy of either. Sessions use short-lived tokens with rotating refresh tokens bound to your device, and signing out — or your employer deactivating an account — immediately revokes that device's access, including biometric unlock and push notifications.
Retention and deletion
Your information is retained while your account is active. You can remove your profile photo at any time in the app's Account screen, and it stops being shown as soon as your account is deactivated.
When your account is permanently deleted, your personal data — assignments, marketplace activity, qualifications, availability and time-off requests, messages, pay rates, profile photo, clock tablet PIN, sessions, and notifications — is deleted with it; shifts you created for others are kept for the schedule's integrity with your name removed; shift-log notes you left are deleted.
Time and checklist records are the exception. Your clock-ins, clock-outs, breaks, corrections and checklist answers are your employer's records, which employment law requires it to keep. They are kept for four years from when each was made, then deleted. An account that has them is therefore closed rather than erased: your name stays on those records, and so do any pay rates recorded for you, until the four years are up.
When a business stops using Smalti. If a free trial ends without the business subscribing, or a subscription is cancelled, the organization is locked after any grace period: nobody can change anything, and its admins can still sign in to download their data. 90 days after locking, the organization's data is erased — except the time and checklist records above, with the names they belong to, which are kept for their four years. The organization's audit log (who changed what) and the history of its settings are kept with those records.
Smalti also keeps encrypted nightly backups for up to 35 days, so the service can recover from a failure; what is deleted leaves the live service at once and the backups as they age out.
Your requests
Your employer controls your organization's data, so for a copy of your data, a correction, or deletion, ask your employer's Smalti administrator first; we act on your employer's instructions. To ask for your account to be deleted, see how to delete your account. You can also reach us directly below, and we will pass a request to your employer or help where the law gives you a right we can meet directly.
Young workers
Employers may add employees under 18 who work for them, and the employer is responsible for any parental consent or notice the law requires. Smalti is not designed for, or offered to, children under 13, and we don't knowingly collect information from them.
Changes to this policy
If this policy changes materially, we'll update this page and note the new effective date above.
Contact
Logikmancer LLC (Smalti), 17820 Ikaria Trail, Lakeville, MN 55044, United States. Questions about privacy or your data: support@usesmalti.com, or visit our support page.