Privacy notice
How RosterWise Ltd uses personal information about website visitors, the people who use RosterWise for their organisation and the workers whose rosters our customers check.
Who we are and how to contact us
RosterWise is provided by RosterWise Ltd (“RosterWise”, “we” or “us”). It helps organisations review the working patterns in their rosters. We provide it to business customers under a signed agreement. Accounts are created by our team for authorised users, and there is no public sign-up or online checkout.
We have two roles:
- Controller of our own business information: enquiries, customer accounts, sign-in and security records, and our business records. We decide how this information is used.
- Processor of the workforce information our customers put into RosterWise: rosters, staff references, findings and the decisions their managers record. The customer is the controller of that information and we use it only on their instructions.
For any privacy question or request, email hello@rosterwise.co.uk.
Information we collect
Website visitors and enquiries
The website has no analytics or advertising trackers. When you visit, our website delivery provider receives technical information, such as your IP address, browser details and the page requested, so it can deliver pages and protect the site. If you email us, we receive your message, your contact details and anything else you choose to send.
Job applications
If you apply for a role by email, we receive your CV, your message and anything else you choose to send. We use it only to consider your application and to contact you about it, and only the people at RosterWise involved in the recruitment see it.
People who use RosterWise for their organisation
- Account information: your work email address, your organisation and your role.
- Sign-in and security records: your password (checked by our authentication provider; we never see it), your authenticator-app enrolment, when you sign in and out, and technical details such as IP address and browser in our security and service logs.
- Actions you record: the review decisions you make in RosterWise, with the reason you give, who recorded them and when.
- Support and account recovery: what you send us and, if you ask us to restore access, a record of how we confirmed it was you. We don’t ask for identity documents.
- Business contacts: the names and contact details of the people we deal with for an agreement, including the contact we use to confirm account-recovery requests.
Workforce information
Rosters, staff references, findings and recorded decisions, supplied and controlled by your employer. See information supplied by your employer.
Signed-in pages use a sign-in cookie and some browser storage. Read cookies and browser storage.
Why we use it and our lawful bases
This table covers information we control. For workforce information, your employer decides the purpose and is responsible for its own lawful basis.
| Why we use it | Lawful basis |
|---|---|
| Delivering and protecting the website, and replying to enquiries | Legitimate interests in running our website and responding to people who contact us |
| Considering job applications and replying to applicants | Legitimate interests in recruiting the advisers we need |
| Creating and managing accounts for our customers’ authorised users, and providing the service under the customer’s agreement | Legitimate interests in providing the service our customers have agreed to |
| Signing you in, preventing misuse, confirming who you are before restoring access, and investigating security incidents | Legitimate interests in keeping the service and our customers’ information secure |
| Managing agreements with customers and keeping business and accounting records | Legitimate interests in running our business; legal obligation for records the law requires us to keep |
| Responding to requests about your information and meeting other legal duties | Legal obligation |
Where we rely on legitimate interests, we’ve weighed our interests against your rights and expectations. You can ask us for details, and you can object (see your rights). We don’t sell personal information, use it for advertising or use it to train artificial intelligence models.
Information supplied by your employer
If your employer uses RosterWise, they may upload rosters containing your shifts. Rosters identify you by your employer’s own staff reference, together with shift times, sites, teams and roles. RosterWise doesn’t need your name, and it rejects files with email addresses, phone numbers, dates of birth or National Insurance numbers in the columns it uses.
A staff reference can still identify you to your employer, so we treat roster details, the findings drawn from them and the decisions managers record as personal information. RosterWise checks working patterns, such as rest between shifts, shift length and night work, against stated reference points, and highlights shifts for review. These findings are prompts for a person to review. They are not a medical or fitness assessment, and RosterWise never changes a roster on its own: your employer’s managers decide what happens and remain responsible for those decisions.
Your employer decides how this information is used and is responsible for telling you about it and responding to your requests about it.
Who we share it with and overseas processing
We use service providers for:
- Hosting: running the RosterWise service and storing its database.
- Authentication: checking passwords and authenticator codes, and sending account emails such as password set-up.
- Website delivery: delivering this website’s pages.
- Business communications: our email, including the enquiries and job applications you send us.
Business customers can ask us for our current list of providers.
Not all information stays in the UK. Our authentication provider processes sign-in information, such as your email address, IP address and sign-in activity, in the United States. Website pages are delivered from a global network, so your request may be handled outside the UK. Our providers may also store or access some service records from other countries.
We may also share information where the law requires it, or to protect our rights, our customers or the public.
How long we keep information
We keep information only for as long as we need it for the purposes above, or as the law requires. We don’t keep the roster files you upload: RosterWise extracts the details it needs and discards the file.
- Enquiries: while we deal with your enquiry and any follow-up. If you become a customer, relevant correspondence becomes part of our agreement records.
- Job applications: while we consider your application. If you aren’t offered a role, we delete it 9 months after we tell you our decision, in case of questions or legal claims about it. If you are, it becomes part of the records of our agreement with you.
- Accounts: while your account is active, and for a limited period after it ends so we can deal with questions, security and access disputes.
- Workforce information: while we provide the service to your employer, or for any shorter period they instruct. When their agreement ends, we delete it or return it as the agreement sets out, unless the law requires us to keep it. A customer’s agreement can shorten these periods but does not replace our own retention policy.
- Security logs and records: for as long as we need them to keep the service secure and investigate incidents.
- Business records: agreements, account-access records and accounting records, for as long as the law requires and for the period in which legal claims could be made.
- Backups: information deleted from our live systems may remain in backups until those backups expire in their normal cycle.
We may keep information for longer if it’s needed for an open investigation, dispute or legal claim.
Your rights and complaints
Under UK data protection law you have the right to be informed about how your information is used, and rights to:
- access a copy of your information;
- have inaccurate information corrected;
- have information erased;
- restrict or object to how it is used;
- data portability.
Some rights apply only in certain circumstances. To make a request about information we control, email hello@rosterwise.co.uk. We may need to confirm who you are before we act, and we’ll respond within one month unless the law allows longer.
Workforce information: please contact your employer, who is responsible for answering requests about it. If you contact us instead, we’ll explain how to raise it with your employer. We won’t pass your message or your identity to your employer unless you agree. When your employer asks us to, we’ll help them respond.
If you’re unhappy with how we’ve handled your information, please tell us so we can try to put it right. You can also complain to the Information Commissioner’s Office, the UK’s data protection regulator.
We’ll update this notice when our service or practices change and show the date of the latest version at the top of this page.