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Privacy Policy

Last updated: March 2026

1. Who We Are

Zero Rota Ltd operates the Zero Rota workforce scheduling platform. We are the data controller for the personal information processed through our service.

2. What We Collect

We collect the following information when you use Zero Rota:

  • Account information: name, email address, password (hashed)
  • Organisation data: company name, branch locations, staff roles
  • Scheduling data: shifts, leave requests, time entries, tasks
  • Device information: browser type, IP address (for security)
  • Location data: GPS coordinates (only when clock-in geofencing is enabled, with your consent)

3. How We Use Your Data

We use your data to provide and improve the scheduling service, process payments, send transactional notifications (shift reminders, leave approvals), and ensure platform security.

4. Data Storage & Security

Your data is stored securely in the EU (AWS eu-west-1 via Supabase). All data is encrypted at rest and in transit. We enforce strict row-level security policies to ensure tenant isolation - your data is never accessible to other organisations.

5. Data Sharing

We do not sell, trade, or share your personal data with third parties except:

  • Payment processing via Stripe (card details are never stored on our servers)
  • Push notifications via Firebase Cloud Messaging
  • When required by law enforcement or legal process

6. Your Rights (GDPR)

Under the UK GDPR, you have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Request deletion of your data
  • Export your data in a portable format
  • Object to processing
  • Withdraw consent at any time

7. Data Retention

We retain your data for as long as your account is active. When you delete your account or cancel your subscription, we delete your personal data within 30 days. Anonymised analytics data may be retained indefinitely.

8. Cookies

We use essential cookies for authentication and session management. We do not use tracking cookies or third-party advertising cookies.

9. Contact

For privacy-related enquiries or to exercise your rights, contact us at privacy@zerorota.com.