Privacy Policy

Who we are

Simple Rota ("we", "us") provides rota scheduling tools to UK hospitality businesses. You can reach us atsupport@simple-rota.com.

What data we collect

If you join the waitlist: your email address. We use it to tell you when Simple Rota is ready for you, and for occasional product updates before launch. Every email has an unsubscribe link, or you can ask us to remove you at any time.

From you (the account holder): business name, billing email, address (if provided during onboarding), and Stripe customer ID for billing.

From your staff: name, email address, phone number (optional), employment type, hourly rate (optional), contracted hours, holiday request dates, and shift confirmations. This data is provided by you (the employer) when you add staff or by the staff member themselves when accepting an invitation.

Technical: server logs (IP address, request paths, timestamps) retained for 30 days for security and debugging.

Why we collect it

Strictly to provide the scheduling service to you, and to contact waitlist members about it. We do not sell data, share it with advertisers, or use it to train models.

Lawful basis

For waitlist members: consent (you gave us your email to hear about launch), which you can withdraw at any time. For account holders: contract (you signed up for the service). For staff data: legitimate interestof the employer to run a rota, with the employer as data controller.

Who has access

You and your designated admins. Your staff can see their own profile and shifts but not other staff's personal details.

Our sub-processors: Supabase (auth and database, eu-west), Stripe (billing only), Resend (transactional email and the waitlist), Vercel (hosting). Each operates under UK/EU data protection terms.

How long we keep it

Waitlist emails are kept until you unsubscribe, ask us to delete them, or we invite you and you create an account. Account data is retained while your subscription is active and for 30 days after cancellation. After 30 days, customer data is hard-deleted unless you have requested early deletion.

Your rights

Under UK GDPR you have the right to access, rectify, or delete your personal data. Emailsupport@simple-rota.com with "Data access" or "Data deletion" in the subject line. We will respond within one working day and complete the request within 30 days.

For staff: contact your employer (the account holder) first. If you cannot resolve it with them, you can email us directly and we will work with both parties.

Cookies

This website sets no cookies. The Simple Rota app uses first-party cookies strictly necessary for authentication. We do not use tracking, advertising, or analytics cookies.

Changes to this policy

If we make material changes we will email account holders at least 14 days before they take effect.