Privacy notice

Updated 15 September 2026

This notice explains how StaffRota uses information collected through this website and when providing its scheduling service. Use Contact for privacy questions or requests. If your employer provides your StaffRota account, contact your employer about the workforce information it manages.

Enquiries and launch interest

We collect the name, organisation, email address and message you submit so we can respond. Registering interest records your request for launch contact; it does not create a trial. You can ask us to stop launch communications at any time. We do not add contact enquiries to a launch mailing list automatically.

Accounts and workforce data

Trial signup uses account and organisation details to verify your email and create a workspace. The app processes the workforce information an organisation enters, such as schedules, leave, availability and, where enabled, pay configuration. Organisations control their own staff access and permissions. Passwords use one-way salted hashing; they are not stored as recoverable plain text.

Why we process information

We use enquiry details for our legitimate interest in answering genuine requests, trial details to take steps towards providing the requested service, and necessary security logs for our legitimate interest in protecting the service. Launch updates and optional browser attribution rely on your permission, which you can withdraw. For workforce records, the organisation using StaffRota determines its purposes and lawful basis; StaffRota processes those records on its instructions.

Referrals and campaigns

If you allow attribution, we retain referral and affiliate codes, campaign labels, public landing paths, referring domains and visit times. First and conversion touches can be associated with an enquiry and a later verified signup. We do not put campaign codes on every internal link or share this information with an advertising platform. You can withdraw browser attribution permission on Cookies and storage.

Service providers and security

Hosting and email delivery providers process information needed to operate the service. StaffRota uses Microsoft Azure infrastructure and its configured email delivery service. Account, security and application logs help investigate faults and abuse. Access controls and encryption reduce risk but do not make any online service risk-free.

Retention and your choices

Enquiries, signup records and security records are retained for the purposes described above and reviewed when no longer needed. You can request access, correction or deletion and ask about objections, restrictions or portability where applicable. Some information may need to be retained for security, contractual or legal reasons. UK users can raise a concern with the Information Commissioner's Office.

Before paid services launch

We will provide the applicable customer agreement and data-processing information before a paid subscription is agreed. This website notice does not replace an organisation's own privacy information for its staff.