RosterMate Privacy Policy

Last updated: 31 July 2025

RosterMate Ltd ("RosterMate", "we", "our", or "us") is committed to protecting the privacy of our customers and users. This Privacy Policy outlines how we collect, use, store, share, and protect your personal information in connection with your use of RosterMate's web platform, mobile app, and associated services ("Services").

By using our Services, you agree to the collection and use of your information in accordance with this policy.

1. Who this Policy Applies To

This Privacy Policy applies to:

• Clients using RosterMate to manage teams and employees
• Employees whose information is managed through RosterMate
• Visitors to our website and apps
• Prospective users who contact or interact with us

2. What Personal Information We Collect

We may collect the following types of personal information:

From Clients (Account Owners, Admins):

• Name, email address, phone number
• Company details
• Billing details (e.g. cardholder name, last 4 digits of credit card, expiry date)
• Login activity and usage data

From Employees:

• Full name, email, mobile number
• Profile photo (optional)
• Tags, roles, shift data, time and attendance logs
• Location data (if GPS-based clock-in is enabled)
• Leave records, qualifications, pay rates (if entered)
• Other HR-related data submitted by your employer

Automatically Collected Data:

• Device information, browser type
• IP address, session timestamps
• Cookies and usage patterns
• Pages visited and app interactions

3. How We Collect Information

We collect personal information in the following ways:

• When you register for or use our Services
• When you are added as an employee by a company using RosterMate
• When you fill out forms or submit data (e.g. messages, shift preferences)
• When you contact support or sales
• Automatically via cookies, analytics tools, or GPS (if enabled)

4. How We Use Your Information

We use personal information for the following purposes:

Purpose	Examples
To provide and manage our Services	Rostering, time tracking, leave management
To communicate with you	Support, account notifications, updates
For security and fraud prevention	Login tracking, suspicious activity monitoring
To improve our services	Usage analytics, customer feedback
To process payments	Invoicing, subscription management
To comply with legal obligations	Responding to lawful requests, auditing

5. Location Data

• We do not track your location outside of shift-related actions
• Location permissions can be adjusted via your device settings
• We act as a data processor for this information on behalf of your employer

6. Marketing & Communications

We may contact clients (not employees) with:

• Product updates and feature announcements
• Promotional offers and newsletters

You can unsubscribe at any time using the link in our emails or by contacting us at inquiry@rostermate.co.nz.

We do not send marketing emails to employees unless they opt in.

7. Cookies and Analytics

We use cookies and similar technologies to:

• Enhance site performance
• Understand usage trends
• Offer a smoother login experience

You can control cookie settings via your browser. Disabling them may affect functionality.

8. Sharing and Disclosure

We do not sell your personal information.

We may share data with:

• Trusted service providers (e.g. payment processors, cloud hosting, analytics)
• Government agencies when legally required
• Your employer (if you are an employee user)

We ensure all third-party providers meet high privacy and security standards.

9. International Data Transfers

Our servers and third-party providers may be located outside of New Zealand (e.g., Australia, US, EU). Where data is transferred internationally, we take reasonable steps to ensure appropriate safeguards are in place.

10. Data Retention

We retain your information only as long as necessary to:

• Provide our Services
• Comply with legal obligations
• Resolve disputes or enforce agreements

Employers may request deletion of employee data at any time.

11. Your Rights

Under New Zealand's Privacy Act 2020, you have the right to:

• Request access to your personal information
• Request correction of inaccurate data
• Complain about a privacy breach

To exercise these rights, email us at inquiry@rostermate.co.nz.

12. Security

We use industry-standard security practices, including:

• SSL encryption
• Secure password hashing
• Access controls and audit logging
• Regular data backups

However, no system is 100% secure. You are responsible for safeguarding your login credentials.

13. Data Controller and Contact Details

For most employee data, RosterMate acts as a data processor, and the employer is the data controller.

For client accounts and marketing data, RosterMate is the data controller.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we'll post the revised version on our website and indicate the effective date at the top.