Legal
Privacy policy
How Shift@PennHousing collects, uses, discloses, and safeguards information about the Penn Housing staff who use it.
Effective date: August 6, 2026 Last updated: August 6, 2026
1. Introduction
This Privacy Policy describes how Shift@PennHousing (“the App,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards information when Penn Housing student workers, Service Managers (SM), House Managers (HM), Building Administrators (BA), and other authorized staff (“you” or “Users”) use the App on iOS, Android, or the web.
Shift@PennHousing is developed and maintained by Andrew Chelimo (“the Developer”) for internal use by University of Pennsylvania Housing staff. It is not distributed on the public App Store or Google Play Store, and it is not available for use by the general public. Access is restricted to individuals who have been onboarded by Penn Housing management.
If you do not agree with the terms of this Privacy Policy, please do not access or use the App. Questions about this policy should be directed to your Penn Housing administrator or to the Developer at the contact listed in Section 12.
2. Scope
This Policy applies to the Shift@PennHousing mobile applications (iOS and Android) and the Shift@PennHousing web application (collectively, “the App”), and to any data processed through them. It does not apply to third-party websites, services, or applications that the App may link to, even if accessed through the App.
3. Information we collect
We collect only the information reasonably necessary to operate a staff scheduling and desk-coverage system. We do not collect data for advertising, do not sell personal information, and do not use the App to build advertising profiles.
| Category | What’s collected |
|---|---|
| Identity and contact | Full name, Penn email (sign-in), phone (where provided), assigned house and role |
| Schedule and work data | Shift assignments and history, claims, drops, swaps, floats, permanent transfers, break requests, weekly hours, preference submissions, leave requests and approvals |
| Device and push | Push notification device tokens (delivered through Firebase Cloud Messaging, which routes to APNs on iOS), used solely for shift assignments, float requests, acknowledgment reminders, swap requests, and schedule updates |
3.1 AI-assisted scheduling data
When a manager (SM/HM/BM/RSM/Admin) uses the AI-assisted schedule-building feature, relevant scheduling inputs (worker availability, preferences, house staffing requirements, and existing shift patterns) are sent to Anthropic’s Claude API to generate a proposed schedule. This is limited to schedule-construction data, initiated only when a manager affirmatively triggers it, and does not include free-form personal chat, health information, or unrelated personal content.
3.2 Information we do not collect
We do not collect precise GPS/location data, biometric identifiers, payment or financial account information, government identification numbers, health information, or social media account data. We do not access your device’s camera, microphone, contacts, or photo library.
3.3 Automatically collected technical information
Standard operational logs (timestamps of actions, error logs, authentication events) are recorded for security, debugging, and audit purposes, and retained only as long as necessary for those purposes.
4. How we use your information
We use the information above exclusively to authenticate you and maintain your account; build, publish, and display work schedules; route and deliver shift coverage (claims, drops, swaps, floats, and automated escalation); enforce scheduling rules including hours caps and house-eligibility restrictions; send operational push notifications about your shifts and required actions; generate AI-assisted schedule proposals for manager review; maintain audit records required for staffing accountability; and diagnose and fix technical issues.
We do not use your information for advertising, do not build behavioral profiles for marketing, and do not sell, rent, or trade your information to third parties.
5. Legal basis for processing
Where applicable data protection law requires a stated legal basis, we process your information on the following grounds: performance of your work or staffing relationship with Penn Housing, our legitimate interest in operating a functional and secure staff-scheduling system, and compliance with applicable university and legal obligations.
6. Third-party service providers
We share information only with service providers who process data on our behalf, under obligations consistent with this Policy. We do not permit these providers to use your information for their own independent purposes.
| Provider | Purpose | Data involved |
|---|---|---|
| Supabase | Database hosting, authentication, backend infrastructure | All data described in Section 3 |
| Firebase (Google) / Apple Push Notification service | Push notification delivery | Device push tokens, notification content |
| Anthropic (Claude API) | AI-assisted schedule generation (Section 3.1 only) | Scheduling and availability data, not personal chat content |
| Vercel | Web application hosting | Data transmitted to the web app |
We may also disclose information where required to comply with a legal obligation, protect the rights and safety of Users, or investigate suspected misuse of the App, and to University of Pennsylvania Housing administration in the ordinary course of staffing operations, since Penn Housing management is the operator of the underlying staffing program.
7. Data retention
We retain your information for as long as your account remains active and for a reasonable period thereafter to satisfy staffing-record, audit, and legal recordkeeping needs. Upon separation from Penn Housing employment, your account is deactivated; historical shift and hours records may be retained as required for institutional recordkeeping. You may request deletion of your account information as described in Section 9, subject to any records we are required to retain by law or university policy.
8. Data security
We implement administrative, technical, and physical safeguards designed to protect your information, including role-based access controls, row-level security enforced at the database layer, encrypted transport (TLS) for all data in transit, and restricted service-role access to backend systems. No method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.
9. Your rights and choices
Depending on your circumstances, you may have the right to access the personal information we hold about you, correct inaccurate information, request deletion of your account information (subject to Section 7), withdraw consent for push notifications by disabling them in your device settings, and object to or restrict certain processing where applicable law provides this right.
To exercise these rights, contact us using the information in Section 12. We will respond within a reasonable time and in accordance with applicable law.
10. Children’s privacy
The App is intended solely for use by Penn Housing student workers and staff, who are university students or employees. The App is not directed to, and we do not knowingly collect information from, children under the age of 13.
11. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in the App’s functionality or legal requirements. We will update the “Last updated” date above and, for material changes, provide notice through the App or through Penn Housing administration. Continued use of the App after changes take effect constitutes acceptance of the revised Policy.
12. Contact us
For questions, requests, or concerns about this Privacy Policy or your information, contact Andrew Chelimo at andrewchelimo2000@gmail.com. You may also raise data-related questions with your Penn Housing manager, who can escalate to the Developer on your behalf.