Privacy and cookie notice

Rota Hive Ltd (“RotaHive”, “we”, “us”), a company registered in England and Wales under company number 17414265, is the data controller for the personal data described in this notice. Our registered office is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.

Questions about this notice or how we handle personal data should be sent to hello@rotahive.com with the subject line “Privacy enquiry”, or by post to the address above.

This notice applies to:

• visitors to rotahive.com and any pages we publish under that domain;
• people who contact us by email, through a form on this website, or through a booking link we provide;
• people who ask about a demo, pilot or partnership, and the organisations they represent.

It does not cover personal data that a customer organisation enters into the RotaHive platform about its own workforce. In that situation the customer is the data controller and RotaHive acts as a processor on its instructions (see section 11).

Information you give us. When you contact us or request a demo or pilot discussion we may collect:

• your name, job role and the organisation you work for;
• your work email address and, if you provide it, a telephone number;
• the industry you work in, the approximate size of your workforce and how you currently manage scheduling;
• anything else you choose to tell us about your scheduling challenges or requirements;
• your marketing preferences and any consent you give us.

Please do not send us sensitive information, such as health data or personal details of your staff or patients, through the website or by email. We do not need it to arrange a demo.

Information collected automatically. When you use the website our hosting provider records standard technical data such as your IP address, browser type, device type, pages requested and the date and time of the request. This is used for security, to keep the site running and to understand aggregate usage (see section 5).

UK data-protection law requires us to have a lawful basis for each use of personal data. We rely on the following:

• Steps taken at your request before entering a contract. This covers responding to your enquiry, arranging a demo, discussing a pilot and preparing a proposal.
• Our legitimate interests. These include running and securing the website, understanding which parts of it are useful, keeping records of our conversations with prospective customers, and contacting you about RotaHive where you have shown a professional interest in it. We balance these interests against your rights and you may object at any time.
• Consent. We rely on this for any non-essential cookies and for marketing emails where consent is required. You can withdraw consent at any time.
• Legal obligation. This covers keeping records we are required to keep and responding to lawful requests from regulators or authorities.

We do not sell personal data and we do not use it for automated decision-making that produces legal or similarly significant effects on you.

This website is designed to work without non-essential cookies. At present it sets only cookies or similar technologies that are strictly necessary for the site to function and to be delivered securely by our hosting provider. These do not require your consent and cannot be switched off without affecting how the site works.

If we introduce analytics, marketing or other non-essential cookies in future, we will ask for your consent first through a cookie banner, give you an equally easy way to reject them, and let you change your preferences at any time. This notice will be updated to name the tools we use.

Most browsers let you block or delete cookies through their settings. Information on managing cookies is available at aboutcookies.org.uk.

We share personal data only where necessary and only with:

• Service providers who host the website, deliver email and help us manage enquiries. They act on our instructions under written contracts and may not use the data for their own purposes.
• Professional advisers such as lawyers, accountants and insurers where we need their advice.
• Authorities where we are required to do so by law or to protect our rights.
• A buyer or successor if RotaHive or substantially all of its assets are acquired, in which case personal data would be transferred as one of those assets and remain subject to this notice.

We will publish a list of our service providers (sub-processors) for the RotaHive platform when customer contracts require it.

We aim to keep personal data in the United Kingdom or the European Economic Area. Where a service provider processes data outside those areas, we make sure the transfer is covered by a UK adequacy regulation or by appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details of the safeguards used.

• Enquiries and demo requests. We keep these for as long as we are in an active conversation with you or your organisation, and for up to 24 months after our last contact so we can pick up where we left off. If the conversation leads to a contract, records are kept for the life of the contract plus six years.
• Marketing preferences. We keep these until you ask us to stop, plus a suppression record so we do not contact you again.
• Website technical logs. These are typically kept for no longer than 12 months, unless they are needed to investigate a security incident.

We may keep anonymised or aggregated information, which no longer identifies anyone, for longer.

We use appropriate technical and organisational measures to protect personal data, including encrypted connections (HTTPS), access limited to the people who need it, and reputable hosting providers. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we will notify you and the regulator where the law requires it if a breach affects your data.

Under the UK GDPR and the Data Protection Act 2018 you have the right to:

• access the personal data we hold about you and receive a copy;
• rectify data that is inaccurate or incomplete;
• erase your data in certain circumstances;
• restrict how we use your data in certain circumstances;
• object to processing based on our legitimate interests, and to direct marketing at any time;
• data portability: receive data you gave us in a structured, machine-readable format;
• withdraw consent where consent is the basis for processing.

To exercise any of these rights, email hello@rotahive.com. We will respond within one month, and we may ask you to confirm your identity first. There is normally no fee.

When an organisation uses the RotaHive platform to schedule its workforce, that organisation decides what data about its people is entered and why. It is the data controller for that information; RotaHive processes it only to provide the service, under a written data-processing agreement with the customer. If you are a worker whose details appear in RotaHive, please direct requests about your data to your employer in the first instance. We will help them respond.

We will update this notice when our practices change, for example if we introduce analytics cookies, a demo booking tool or new service providers. The date at the top shows when it was last revised. Material changes will be highlighted on this page.

Contact us first with any concern at hello@rotahive.com or by post to 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. We would like the chance to put things right.

You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office (ICO), at ico.org.uk/make-a-complaint or on 0303 123 1113.

See also our website terms of use.