Privacy Policy

Workrota is a staff scheduling product operated by Drepyn LLC (“we”, “us”). It is used by hospitality businesses (“workspaces”) to build schedules, trade shifts, and communicate with their teams, on the web and through our iOS and Android apps. Questions: support@workrota.app.

Account information. Name, email address, password (stored as a salted hash — we never see it), and optionally a phone number, birthday, and profile photo.

Work information. Your roles, availability, scheduled and worked shifts, shift trades, time punches, and pay-rate data your employer enters. Your workspace's managers control much of this data — for questions about it, start with them.

Messages. Posts and direct messages you send on your workspace's message wall stay within your workspace; we process them to deliver the service.

Billing information (workspace owners who subscribe). When an owner chooses a paid plan, our payment processor, Stripe, collects their payment details and billing address. Card numbers go directly to Stripe and never touch our servers. We keep only what we need to run the subscription: the Stripe customer and subscription identifiers, the plan, its status and renewal dates, and, where sales tax applies, the tax calculated for the purchase. Billing records are kept as long as the law requires.

Calendar information (only if connected). If a workspace owner connects a calendar, we read that calendar’s events — see “Google Calendar data” below.

Device & usage information. Push notification tokens (if you enable notifications), device type, and product usage events (pages viewed, features used) that help us fix problems and improve the product. We use cookies only to keep you signed in and to run the service — not for advertising.

To run WorkRota: showing schedules, routing shift-trade approvals, delivering messages and notifications, generating draft schedules for managers, taking payment for paid plans and calculating sales tax, sending transactional email (invites, notifications, billing and trial notices), preventing abuse, and improving the product. We do not sell your personal information, and we do not use it for third-party advertising.

We use a small set of vendors to operate the service, each processing data only on our instructions: Supabase (database & authentication), Vercel (hosting), Resend (email delivery), Stripe (payment processing and sales tax, for workspace owners who subscribe), Twilio (text messages you opt in to), Expo and Apple/Google push services (notifications), Google (Calendar, only if a workspace owner connects one), Sentry (error monitoring), PostHog (product analytics), and Anthropic (AI-assisted draft scheduling — schedule, availability and event data only, not your messages).

A workspace owner (or someone they authorize) can connect a Google Calendar so the venue’s events appear on its Events calendar. When they do, Google asks them to approve read-only access to their calendar and shares the Google account’s email address with us. We never change, create, or delete anything in Google Calendar.

What we read: the event titles, dates and times, locations, and descriptions from the one calendar the owner chooses, and the names of the calendars on that account (so they can pick). Events are refreshed about hourly.

How we use it: only to show those events to that venue’s team and to take them into account when the venue’s managers ask for a draft schedule (event details for the week may be sent to our AI provider to produce that draft; it is not used to train AI models). We do not sell Google data or use it for advertising, and we do not share it with anyone other than the service providers that run Workrota on our behalf (our hosting, database, and AI providers, listed above) or where the law requires. Our people don’t read it except where needed for security, support, or legal reasons.

How it’s stored and removed: the connection’s sign-in token is kept server-side only and is never sent to a browser. Disconnecting in Settings → Calendar sync deletes that token and removes the upcoming events imported from it (past events stay in your venue’s history unless you ask us to remove them — see below). You can also revoke access any time at myaccount.google.com/permissions.

Deleting your Google data: disconnecting removes the sign-in token and upcoming imported events right away. To have everything we imported from your Google account deleted, including past events, email support@workrota.app from the address you connected with and we’ll delete it within 30 days.

Workrota’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We keep your data while your account is active. You can delete your account any time in Settings → Delete account (in the app or on the web). Deletion removes your personal information; anonymized operational records (for example, that a shift was worked) may be retained for your workspace's business records. Workspace owners with an active team must transfer ownership first, or contact support@workrota.app.

Depending on where you live, you may have rights to access, correct, export, or delete your personal information. Email support@workrota.app and we'll respond within 30 days. Where your employer is the controller of workplace data, we'll route your request to them.

Data is encrypted in transit (TLS) and at rest. Access within your workspace is governed by roles and row-level security — staff see their own data and their team's schedule; pay rates are visible only to roles your workspace grants.

With your consent, we may send text messages related to your work schedule — for example when a schedule is posted or one of your shifts changes, open shifts, time-off and shift-request decisions, and approval alerts for managers. You give consent yourself by ticking the text-message box in the app; nobody else can turn texting on for you. Message frequency varies with your schedule activity; message and data rates may apply. Reply STOP to opt out at any time, or HELP (or email support@workrota.app) for help. See our SMS Terms for full details.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Mobile opt-in data and consent are not shared with, or sold to, any third party. Text messaging originator opt-in data and consent will not be shared with any third parties, excluding the vendors that deliver messages on our behalf.

WorkRota is a workplace tool and is not directed to children under 16. We don't knowingly collect data from anyone under 16.

If we make material changes to this policy we'll notify you in the app or by email before they take effect.