Privacy Policy

Information we collect

Depending on how RotaHQ is used, we may process:

• Name
• Email address
• Phone number
• Address or other employee contact information where supplied by the employer
• Account and authentication identifiers
• Business, workplace and location information
• Employment information such as role and employment type
• Work schedules and published shifts
• Attendance, clock-in, clock-out and break records
• Leave requests and availability information
• Kiosk and workplace attendance information
• Business logos and other content uploaded by authorised users
• Technical, security and audit information necessary to operate and protect the service

How we use information

We use information to:

• Provide RotaHQ accounts and authentication
• Create and display rotas and shifts
• Manage employees and workplace locations
• Process attendance and kiosk activity
• Manage leave and availability
• Send service-related notifications and authentication emails
• Provide customer support
• Maintain security, prevent abuse and diagnose technical problems
• Operate and improve RotaHQ

Employers and employees

Businesses using RotaHQ may enter and manage information about their employees. Employers are responsible for ensuring they have an appropriate basis for providing employee information to RotaHQ.

Service providers

RotaHQ uses trusted infrastructure and service providers to operate the service, which may include:

• Supabase for authentication, databases and storage
• Vercel for website and application hosting
• Resend for transactional email delivery
• Expo/EAS and Apple infrastructure for mobile application distribution and operation
• Stripe for subscription payment processing on the RotaHQ website

These providers process information only as necessary to provide their services.

Payments

The RotaHQ iOS app does not process subscription purchases. Business subscriptions are handled through the RotaHQ website. Payment information is processed by Stripe and RotaHQ does not store full payment-card details.

Data sharing

RotaHQ does not sell personal information to advertisers. We may share information with service providers necessary to operate RotaHQ, where required by law, or where necessary to protect users, RotaHQ or others.

Data retention

Information is retained only for as long as necessary to provide RotaHQ, meet legal obligations, resolve disputes and maintain security. Business and employee information may be deleted or anonymised when it is no longer required.

Security

RotaHQ uses technical and organisational measures designed to protect information, including access controls, authentication and database security policies. No internet service can guarantee absolute security.

Your rights

Depending on your location, you may have rights to access, correct, delete or restrict the processing of your personal information, or request a copy of your information.

Employees may initially need to contact their employer regarding information managed by that employer. Users can also contact RotaHQ regarding privacy requests.

Account and data deletion

Users who want their account or associated personal information deleted can contact RotaHQ at the email below. Where the information is controlled by an employer, we may need to coordinate the request with that employer.

Children

RotaHQ is a workplace-management service and is not directed at children.

Changes to this policy

We may update this Privacy Policy as RotaHQ develops. The latest version will always be available on this page.