Privacy

Who is responsible for your data

RotaBot is run by Dylan Langmead, an individual based in the United Kingdom, who is the data controller for this website and for the personal data RotaBot handles for its own purposes, such as demo and support requests.

For the staff, rota and attendance data an organisation puts into RotaBot, including what the staff app records, the data controller is that organisation — your employer, the RotaBot customer. Your employer decides how that data is used, and RotaBot processes it on their behalf to run the service.

What we collect

If you request a demo or contact support through this website, we collect the name, email address, organisation and any team size, phone number or message you choose to give us. If you have an account, we collect the email address it is created with.

Inside the application, RotaBot holds the operational data your organisation puts into it: staff records, contracted hours, roles, availability, holiday requests, shifts and timesheets.

The RotaBot staff app

RotaBot has a staff app for iPhone and Android, for employees of organisations that use RotaBot. There is no self-signup: your employer’s manager creates your account, and you sign in with your email address and a password.

The app holds your email address, your name, the identifiers RotaBot uses for your account and staff record, your shifts, your leave requests and allowance, your availability, and your clock in and clock out times and breaks. You request holiday through the app; it does not ask you for health information. Sickness absence is recorded by your employer, not requested through the app, and the app shows you any that has been recorded for you, as it shows your other leave. Each clock event also records whether it came from an iPhone or an Android phone, and the network address it was sent from.

Location. When you tap Clock In or Clock Out, the app reads your phone’s precise location once, at that moment, and sends it with the clock record so your employer can confirm you were at the venue. That is the only time the app uses location: it is never read in the background and never tracked continuously. If location is unavailable, or you refuse the permission, the clock in or clock out still records without it.

The location is stored with the time entry and is visible to your employer. Your employer — the RotaBot customer — is who uses this data; RotaBot processes it to run the service. The app contains no advertising or analytics software.

What happens to a demo or support request

It is stored in our database and sent to the RotaBot team by email so somebody can reply to you. It is not shared with anyone else, and it is not added to a marketing list.

What we use it for

Demo requests are used to contact you about a demonstration of RotaBot, and support requests to reply to you. Account and operational data is used to run the service for your organisation — building, storing and publishing your rotas, and recording attendance.

We do not sell your data, and we do not use it for advertising.

Where it is stored, and who processes it

Application data is stored in our managed database and processed by the RotaBot scheduling service. Authentication is handled by our identity provider, which sets a session token in your browser or in the staff app so you stay signed in.

These are the companies that process data on our behalf:

• Supabase — database and authentication
• Render — hosting for the RotaBot backend
• Vercel — hosting for this website and the web application, and cookieless visit counts for the public website
• SMTP2GO — email delivery

Cookies and similar storage

The public website sets no advertising or analytics cookies, and there is nothing here to consent to. We do count visits, using Vercel Web Analytics: it records the page visited, the site that referred you, your device type and your country, and it does that without cookies and without storing anything in your browser or any identifier that could single you out or follow you to another site.

The application stores a sign-in session and your appearance preference in your browser so the app works and looks the way you left it. The application itself is not measured at all.

How long we keep it

Account and operational data is kept while your organisation uses RotaBot. When an organisation stops using RotaBot, its data is deleted on request through the contact route below.

Your rights, and how to ask

You can ask us what personal data we hold about you, ask for it to be corrected, or ask for it to be deleted. Where your employer is the RotaBot customer, requests about rota data are handled together with them.

To make a request, including a request to delete your account or your data, use the support page or email support@rotabotapp.com. Say which organisation you work or worked for, so we can find the right records.

Complaints

If you are in the UK and are not happy with how we have handled your data, you can complain to the Information Commissioner’s Office (ICO), the UK supervisory authority, at ico.org.uk.