Privacy Policy

1. Introduction

RotaMate ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our care rostering platform.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

For the purposes of data protection law, we are the data controller:

3. Data We Collect

We may collect and process the following categories of personal data:

Account Information

• Name and email address
• Organisation name
• Account type and subscription status

Care Home Data

• Staff names and roles
• Shift schedules and assignments
• Staff availability submissions
• Certification and qualification records

Usage Data

• Log-in times and session data
• Feature usage patterns
• Device and browser information

4. How We Use Your Data

We use your data for the following purposes:

• Providing and maintaining the RotaMate service
• Processing your rota generation and analysis requests
• Sending account-related communications
• Improving our platform and user experience
• Complying with legal obligations

5. Data Retention

We retain your personal data for as long as your account is active. If you delete your account, we will remove your personal data within 30 days, except where we need to retain certain information for legal or legitimate business purposes.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, and regular security assessments.

7. Your Rights

Under UK GDPR, you have the following rights:

• Right of access — Request a copy of your personal data
• Right to rectification — Request correction of inaccurate data
• Right to erasure — Request deletion of your data
• Right to restrict processing — Request limitation of data processing
• Right to data portability — Request transfer of your data
• Right to object — Object to processing of your data

To exercise any of these rights, contact us at data@myrotamate.co.uk.

8. Data Transfers

Your data is stored on servers within the United Kingdom. We do not transfer your personal data outside the UK without appropriate safeguards.

9. Cookies

We use essential cookies to maintain your session and provide the service. For full details, see our Cookie Policy.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.