Privacy policy

Information we process

• Account details such as name, email address, phone number, optional profile picture, role, and login sessions.
• Department membership, availability submissions, duty assignments, swaps, and covers.
• In-app notifications and security/audit events needed to operate the service.
• Direct staff messages, read status, blocks, community-guideline acceptance, and safety reports. Message text stays inside RotaFair and is not included in push notifications.
• A device push token and mobile platform when you allow remote notifications. Push messages cover rota operations only; shift handoff alerts are not sent to the mobile app.
• Shift handoff content entered on the authenticated RotaFair website by authorized clinical staff. It is encrypted before storage and visible only to the outgoing and incoming doctors assigned by the published rota.

Mobile app boundary

The RotaFair mobile app is a rota operations tool. It does not collect, display, download, or receive shift handoff content or handoff status. Clinical handoffs are a separate web-only hospital feature reached through an emailed link and an authenticated browser session.

How we use information

We use this information only to authenticate users, generate and publish rotas, coordinate availability and shift changes, deliver service messages, maintain audit history, protect the service, enable private staff messaging, investigate safety reports, enforce the community guidelines, and support the hospital's operations. RotaFair does not sell personal data, show advertising, or use third-party advertising or tracking SDKs.

Sharing and storage

Information is shared with authorized staff in the relevant hospital or department and with infrastructure providers that host the service or deliver requested email and push notifications. Data is stored in the hospital deployment and its protected backups. We do not disclose it for independent marketing purposes.

Retention and deletion

Account and service data is kept while needed to provide RotaFair and meet the hospital's operational, safety, legal, and audit obligations. You can permanently delete your RotaFair login from the app under More → Delete account. This removes the account, sessions, profile picture, notifications, registered devices, and department access. Roster and published rota records that the hospital must retain remain with the department and are no longer linked to a login. Direct messages, message blocks, policy acceptance, and chat reports involving the deleted account are also removed.

See the standalone account deletion instructions for help if you no longer have the app.

Your choices and contact

You may ask to access, correct, or delete your account information. Your hospital manager can correct roster and rota records. For privacy or support requests, contact [email protected].