Privacy Policy

This Privacy Policy describes how Soonest ("we," "our," or "us"), operated by Soonest Inc. (Salt Lake City, Utah), collects, uses, and protects information when you use our scheduling platform and related services.

What data we collect

We collect information you or your organization provides directly, including:

• Account information: organization name, administrator name, email address, and phone number
• Staff scheduling data: employee names, email addresses, shift preferences, availability, and time-off requests
• Time and attendance data: clock-in and clock-out records, location data (geofencing) used solely for attendance verification
• Usage data: how you interact with the platform, feature usage, and session information for product improvement

We do not collect, process, or store any patient health information (PHI) or medical records. Soonest is a workforce scheduling platform — not a clinical tool — and has no access to patient data of any kind.

How we use your data

We use the information we collect to:

• Provide, operate, and improve the Soonest scheduling platform
• Generate schedules, process shift requests, and produce payroll exports
• Send service-related communications (schedule publications, shift notifications, account updates)
• Provide customer support and onboarding assistance through your Schedule Assistant
• Analyze aggregate usage trends to improve product features

Data sharing

We do not sell your data. We do not share personal information with third parties for their marketing purposes. We may share data with:

• Service providers who help us operate the platform (hosting, analytics, email delivery) under strict data processing agreements
• Your organization's designated administrators, who control access to their employees' scheduling data
• Law enforcement or regulatory authorities when legally required

Any payroll exports generated by Soonest are delivered to you directly. We do not transmit payroll data to third-party payroll processors on your behalf — that step is initiated and controlled by your team.

Data security

We use industry-standard security practices to protect your data, including:

• 256-bit encryption in transit (TLS) and at rest
• Role-based access controls — staff see only their own schedules; admins see their organization's data
• Regular security reviews and vulnerability assessments
• Geofencing data is used only to verify clock-in location and is not stored beyond the attendance record

Data retention

We retain scheduling and attendance data for the duration of your subscription plus 12 months, unless you request earlier deletion. You may request an export of your organization's data at any time by contacting us at support@getsoonest.com.

Cookies and tracking

We use cookies to maintain session state and authentication. We may use analytics tools to understand how the platform is used in aggregate. We do not use advertising trackers or sell behavioral data.

Your rights

Depending on your location, you may have rights to access, correct, export, or delete your personal data. To exercise any of these rights, contact us at support@getsoonest.com. We will respond within 30 days.

Children's privacy

Our platform is intended for use by healthcare organizations and their employees. We do not knowingly collect information from individuals under 18.

Changes to this policy

We may update this Privacy Policy from time to time. We will notify active customers of material changes via email or in-platform notification. Continued use of Soonest after changes take effect constitutes acceptance of the updated policy.

Contact us

Questions about this policy or how we handle your data:

support@getsoonest.com
Soonest Inc., Salt Lake City, Utah