Privacy Policy

RocketRota is provided by Jack McConnell trading as RocketRota, a sole trader. This notice explains how personal information is handled when you visit our website, create an account, use a workplace or contact us. It covers our website and progressive web app.

For privacy enquiries, contact rocketrota.team@gmail.com. Existing users can also raise a privacy enquiry through in-app support. Please do not send identity documents or sensitive workforce records in an initial email or support message.

We act as a controller when we decide why and how to use information for our own account administration, business contacts, billing, security, support and legal obligations. The purposes and lawful bases below describe that processing under the UK GDPR and the Data Protection Act 2018, as amended.

Your employer or the organisation running your workplace normally acts as controller for workforce information, such as rotas, pay rates and time records. RocketRota processes that information on its instructions as a processor under the processing terms in our Terms and Conditions. Your workplace decides what records to enter, who should have access and its employment-related purposes, lawful bases and retention requirements.

Your workplace should provide its own workforce privacy information. Start with it for questions about attendance, payroll, rota decisions or workplace records. If you contact us about information it controls, we will pass the request to the appropriate workplace contact and assist as required; this does not remove your data-protection rights.

The information involved depends on your role, the features your workplace enables and what you or your workplace provide.

Information comes from you when you register, sign in, clock in or out, use the Service or contact us; from your workplace when it creates records, assigns access or updates information; and from activity recorded through the Service. Payment and delivery providers also return information needed to administer payments, email and notifications.

Some workforce information may be entered before you create an account, for example when your workplace sets up an employee profile or sends an invitation. Ask your workplace which information it has supplied and why.

For processing where RocketRota is controller, we use the following lawful bases. The workplace is responsible for identifying the bases for its own workforce processing; accepting our Terms or reading this notice is not blanket consent to every use of personal information.

Workforce information is made available within your workplace through the roles, permissions and features it uses. Authorised RocketRota operators may access information where needed for support, administration, security or lawful instructions. Your workplace may download files and share them with its payroll provider or other advisers; it is responsible for that subsequent use.

We use infrastructure, deployment, communications and payment providers as described below. Information may also be disclosed to professional advisers, authorities or courts where necessary and lawful, or to a prospective business successor under appropriate safeguards. We do not sell personal information or use it to build advertising profiles.

Browser and operating-system push services handle delivery information when you enable notifications. If you contact our listed Gmail address, Google also processes that correspondence as the email provider. Avoid sending sensitive workforce records by ordinary email; an appropriate method should be agreed for any such request.

The following providers support the Service. A primary hosting country does not necessarily describe every support, administration or onward-processing location. Providers may also act as independent controllers for their own account, security, billing or legal purposes.

Using the providers above involves processing outside the United Kingdom, including primary database hosting in Ireland, application hosting in Germany and email processing in the United States. Support access, deployment management and onward processing can involve additional countries.

Restricted transfers require an applicable UK adequacy regulation or appropriate safeguards, such as standard contractual clauses with the UK Addendum, together with any required assessment and supplementary measures. Supabase and Resend publish data-processing agreements containing contractual transfer safeguards. We are confirming the arrangements applicable to all our provider accounts before launch; this notice does not assert that every provider's processing stays in the UK or EU. Contact us for information about the safeguards applicable to your information.

Application controls include authenticated accounts, session checks and organisation- and location-based permission checks. Passkeys are available, privileged service credentials are used in server-side code, and payment-card collection takes place through Stripe-hosted checkout. Access to personal information should be limited to the purposes described in this notice and the workplace's instructions.

Production access, backup and recovery arrangements are still being verified before launch. We do not promise a particular backup frequency or recovery period in this draft. You and your workplace should protect credentials, manage access appropriately and keep downloaded files secure.

We determine retention for information we control by its purpose: whether an account or customer relationship remains active, whether a support issue is resolved, the need to investigate security incidents, applicable legal record-keeping duties and the period reasonably needed to establish or defend claims. We should not keep information simply because it might be useful later. Final operational retention and deletion schedules are being confirmed before launch.

Your workplace determines retention instructions for its workforce records, subject to applicable law and our processing agreement. Ending a subscription or deactivating an employee does not automatically erase historical records. Account closure and deletion are separate from cancellation of renewal. Return and deletion of workplace information are covered by the processing terms. Personal data requests can be submitted and tracked through Account → Privacy & data; reviewed downloads are time-limited and do not delete the underlying records.

Any backup copies must remain protected and beyond ordinary use until they expire or are deleted under the applicable retention arrangements. The actual backup arrangements and deletion period have not yet been confirmed; we do not claim automatic daily backups or a fixed backup-deletion deadline in this draft.

Sign-in uses cookies to recognise your session and a short-lived session cache configured for five minutes. Signing out ends the current sign-in session; session lifetime and browser cookie settings also affect how long sign-in information remains. Necessary authentication and security storage supports the service you request.

The interface can save a sidebar preference in a cookie called sidebar_state for up to seven days. Local storage can remember that a welcome message has been dismissed and can remain until cleared. Appearance settings may also be saved by your browser. The installed web app uses a service worker to cache assets such as icons, images, styles and an offline page; it is not designed to store your live rota or timesheet pages for offline access.

The current application does not integrate advertising pixels or third-party advertising analytics. Internal operational records described above are separate from advertising tracking. Providers such as Stripe have their own storage practices on their services. We must assess and obtain consent before introducing any storage or tracking use that requires it.

You can manage, block or clear cookies and site storage through your browser; doing so can sign you out or reset preferences, and blocking necessary storage can prevent features from working. Contact us if you want to object to optional preference storage. Push notifications can be turned off through app preferences where available and through browser or device settings.

RocketRota automatically performs calculations and applies configured rules, including cost estimates, usage totals, clocking flags and payable-time calculations. These assist workplace review; they do not determine what wages are legally due. Your workplace remains responsible for employment and payroll decisions and should check the underlying records and settings.

RocketRota does not itself use these features to make solely automated hiring, dismissal or similar decisions with legal or comparably significant effects on individuals. Ask your workplace how it uses the information when making decisions about you.

Depending on the information, purpose and lawful basis, you can request access to your personal information, correction, erasure, restriction of processing and, in applicable cases, a portable copy. You can object to processing based on legitimate interests and to direct marketing. Where we rely on consent, you can withdraw it without affecting the lawfulness of earlier processing. These rights have legal conditions and exceptions.

You can request a copy of your personal information and track the response in Account → Privacy & data, including without an active workplace membership. You can also contact rocketrota.team@gmail.com or use in-app support. For employer-controlled records, your workplace is responsible for responding; we will help coordinate its response under our processing obligations. We may need proportionate information to verify identity or authority and protect other people's information. You do not have to use the account page to make a valid request.

We handle requests without undue delay and within the applicable legal time limit, normally one month. We will explain any lawful extension, verification requirement or refusal that applies. Requests are normally free; any fee or refusal must be permitted by law. Access and portability rights are not limited by a commercial account-closure request window.

• Request a copy of your personal data

Please raise privacy concerns through the contact routes above so we can investigate and respond. For workplace decisions or workforce records, your workplace is normally the first contact. You can also complain to the Information Commissioner's Office, the UK's data-protection regulator, or another competent supervisory authority where applicable. You do not have to obtain our permission to complain.

• Raise a concern with the ICO

We will update this notice when our practices, providers or legal requirements change. The date above identifies the latest version. We will bring material changes to affected users' attention through an appropriate channel, and seek consent where a new activity requires it rather than treating continued use as blanket privacy consent.