Privacy Policy

Last updated: March 3, 2026

At Roster, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our staff scheduling platform.

Information We Collect

Account and Profile Information

When you create an account and use Roster, we collect:

  • Name and contact information (email address, phone number)
  • Account credentials (username, password)
  • Organization and workplace information
  • Employee profiles and availability preferences
  • Communications with our support team

Scheduling and Shift Data

To provide our scheduling services, we collect and process:

  • Shift schedules, assignments, and time entries
  • Department and team information
  • Employee availability and time-off requests
  • Schedule changes and updates
  • Calendar and timezone settings

Automatically Collected Information

When you use our mobile app and services, we automatically collect:

  • Device information (mobile device type, operating system, app version)
  • Usage data (features used, actions taken, interaction patterns)
  • Log data (access times, errors, performance data)

How We Use Your Information

We use the information we collect to:

  • Create and manage staff schedules and shift assignments
  • Provide AI-powered scheduling features and recommendations
  • Send shift notifications and schedule updates
  • Enable team communication and collaboration
  • Maintain and improve our platform
  • Respond to your questions and support requests
  • Analyze usage patterns to improve our features
  • Comply with legal obligations

Information Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

  • Within your organization: Schedule and employee data is shared with authorized members of your organization
  • AI service providers: We use OpenAI to power our AI-powered schedule creation feature. When an administrator uses this feature, the following data is sent to OpenAI's API for processing: employee full names, department names, shift dates, and the administrator's natural language scheduling request. This data is used solely to generate shift schedules. OpenAI does not use data submitted via the API to train its models by default, in accordance with OpenAI's privacy policy.
  • Service providers: We work with hosting providers and essential service vendors who help us operate the platform
  • With your consent: When you explicitly authorize us to share information
  • Legal requirements: When required by law or to protect our rights and safety
  • Business transfers: In connection with a merger, acquisition, or sale of assets

Data Security

We take reasonable measures to protect your information from unauthorized access, use, or disclosure:

  • Secure data encryption for data transmission and storage
  • Password protection and secure authentication
  • Access controls limiting who can view your data
  • Regular security updates and monitoring

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your information.

Data Retention

We retain your information for as long as your account is active or as needed to provide our services. When you delete your account, we will delete or anonymize your personal information within a reasonable timeframe, except where we're required to retain it for legal, tax, or business purposes.

Your Rights and Choices

You have the following rights regarding your personal information:

  • Access: Request a copy of your personal information
  • Correction: Update or correct your information through your account settings
  • Deletion: Request deletion of your account and associated data
  • Export: Request a copy of your scheduling data
  • Opt-out: Control notification preferences in your account settings

To exercise these rights or if you have questions, contact us at info.roster@gmail.com

Cookies and Similar Technologies

We may use cookies and similar technologies to:

  • Keep you logged in to your account
  • Remember your preferences and settings
  • Understand how you use our platform
  • Improve your experience

You can control cookies through your browser or device settings. Disabling cookies may affect some functionality of our services.

Children's Privacy

Roster is designed for workplace use and is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child, please contact us immediately and we will take steps to delete it.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through our app. Your continued use of Roster after changes take effect constitutes acceptance of the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy or how we handle your data, please contact us at:

  • Email: info.roster@gmail.com