Privacy notice

This notice explains what personal information RotaFox collects, why, and what your rights are. If anything is unclear, email hello@rotafox.co.uk.

Two kinds of information

Your account and our website. When you create an account or visit this site, we decide how that information is used, so we are its controller.

Your team’s information. When a business uses RotaFox to manage its staff, the business decides what to record about its people. The business is the controller of that information and we process it on its behalf. If you work for a business that uses RotaFox, please contact your employer about your information first.

What we collect

• Account details: your name, email address and password (stored securely by our sign-in provider, never in plain text).
• Business details you enter: business and venue names, addresses, contact details, company and VAT numbers.
• Staff information businesses enter: names, job titles, contact details, home addresses, emergency contacts, start dates, contracted hours, pay rates, shifts, availability, holiday and absence, and clock-in and clock-out times.
• Security records: when people sign in and what changes they make in the app, so problems can be investigated.
• Website analytics: anonymous page views and button clicks, without cookies.

Why we use it

• To provide the service you signed up for (performing our contract with you).
• To keep the service secure and fix problems (our legitimate interests).
• To understand which pages are useful and improve the website (our legitimate interests, using anonymous data).
• To meet legal obligations, such as keeping financial records once paid plans begin.

We don’t sell personal information and we don’t use it for advertising.

Where it’s stored and who helps us

• Supabase: our database and sign-in, hosted in London.
• Vercel: hosts the website and app, running in London. Vercel is a US company, so some information may be processed in the United States under its data protection terms.

We’ll update this list before we add any new provider, such as for email or payments.

How long we keep it

We keep account and business information while your account is open. You can delete your account yourself at any time, in the app (More, then Delete my account) or on the website (Your account, then Delete my account). That deletes your login and your own information straight away. Each business you worked for keeps its own records about your work, such as shifts, hours, time off and pay, because employers may have to keep them by law; ask them about those records. You can also email us to delete your account.

Your rights

You can ask for a copy of your information, ask us to correct or delete it, object to or restrict how we use it, and ask for it in a portable format. Email hello@rotafox.co.uk. If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk.

Changes

If we change how we use personal information, we’ll update this page and the date at the top.