Privacy Policy

Last updated: October 18, 2025

1. Information We Collect

To provide our workforce management services, we collect and process the following types of information:

Account Information

Email addresses, names, passwords, and profile details necessary to create and secure your Rota.biz account.

Workforce Data

Employee names, contact information, positions, qualifications, availability, work schedules, clock-in/out times, and break records.

Usage Data

Information about how you interact with our service, including features used, time spent, and actions taken within the platform.

Payment Information

Credit card details and billing information processed securely through our payment service providers.

2. How We Use Your Information

We use the collected information to:

Provide and maintain our workforce management services
Process payments and prevent fraudulent transactions
Improve and personalize your experience
Send administrative emails and service updates
Provide customer support
Analyze usage patterns to enhance our platform
Ensure compliance with legal obligations

3. Data Security

We implement industry-standard security measures to protect your information:

Data encryption in transit and at rest
Secure cloud infrastructure with regular security updates
Access controls and authentication systems
Regular security assessments and monitoring
Employee training on data protection

While we strive to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

4. Data Sharing

We do not sell your personal information. We share your data only in the following circumstances:

Within your organization: Based on the permission levels you define
Service providers: With third parties who help us operate our business (payment processors, cloud storage, email services)
Legal requirements: When required by law, regulation, or legal process
Business transfers: If Rota.biz is involved in a merger, acquisition, or asset sale
With consent: When you explicitly authorize us to share your information

5. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

Access and view the personal data we hold about you
Correct inaccurate or incomplete data
Request deletion of your personal data
Export your data in a structured, machine-readable format
Object to certain processing of your data
Withdraw consent where processing is based on consent

To exercise these rights, please contact us through your account settings or via our contact form.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services, comply with legal obligations, resolve disputes, and enforce our agreements. When you delete your account, we will retain certain information as required by law or for legitimate business purposes, but will delete or anonymize all other personal data.

7. Third-Party Services

We use the following third-party services to enhance your experience:

Google Fonts

Our website uses Google Fonts to display typography. When you visit our site, your browser may send certain information (such as your IP address and browser type) to Google's servers to load these fonts. This connection is necessary to render text properly on our pages.

Google Fonts is provided by Google LLC. For more information on how Google collects and uses data, please review Google's Privacy Policy.

Image Hosting Services

We use external image hosting services (such as Unsplash) to display high-quality images on our marketing pages. These services may collect technical information about your visit, such as IP address and browser information, when images are loaded.

8. Cookies and Tracking

Rota.biz uses cookies and similar technologies to maintain session information, remember preferences, and analyze how users interact with our platform. We categorize cookies into the following types:

Essential Cookies

These cookies are necessary for the website to function properly. They enable core functionality such as security, network management, and accessibility. You cannot opt out of these cookies as they are essential for the service to work.

Examples: Session cookies, authentication tokens, security tokens

Analytics Cookies

These cookies help us understand how visitors interact with our website by collecting and reporting information anonymously. This information helps us improve our website and user experience.

Examples: Google Analytics, usage statistics, performance monitoring

Marketing Cookies

These cookies are used to track visitors across websites and display relevant advertisements. They may also be used to measure the effectiveness of advertising campaigns and limit the number of times you see an ad.

Examples: Standard YouTube embeds (youtube.com), social media widgets, advertising networks

Note: We use privacy-enhanced YouTube embeds (youtube-nocookie.com) for essential videos, which do not require marketing consent.

Managing Cookie Preferences

You have full control over which non-essential cookies we use. You can manage your preferences at any time by clicking the "Cookie Settings" link in the footer of this page, or through your browser settings. Please note that disabling certain cookies may limit some functionality of our website.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information during such transfers, in compliance with applicable data protection laws.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy on our website and, where appropriate, sending an email notification. Your continued use of Rota.biz after such changes indicates your acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us.