Privacy Policy

1. Data we collect

We collect information you provide directly and information collected automatically when you use our site or app.

• Account and contact data: name, email address, organisation, and role.
• Usage data: pages visited, actions taken, device, browser, and approximate location (from IP).
• Roster data: schedules, availability, and team information you enter into the app.

2. How we use your data

• To provide, operate, and improve imRoster.
• To communicate with you about your account, updates, and the launch.
• To support purchases and billing inside the imRoster app.
• To analyse usage and improve performance and security.
• To comply with legal obligations.

3. Legal bases (GDPR)

Where the GDPR applies, we process personal data on the bases of contract performance, your consent, our legitimate interests in operating and improving the service, and compliance with legal obligations.

4. Payments

Purchases and billing are handled inside the imRoster app. Payment card and billing data are collected and processed by Paddle, our Merchant of Record, in accordance with Paddle's privacy policy. We do not collect payment card details on this marketing website.

5. Cookies and analytics

We use cookies and similar technologies for essential functionality and, with your consent, for analytics (Google Analytics) and product insights (Microsoft Clarity). See our Cookie Policy for details and to manage your preferences.

6. AI assistant and third-party AI services

imRoster includes an AI assistant that helps you manage schedules, shifts, and leave through text chat and voice conversations.

• What data is sent: the messages you type, your voice audio when you start a voice conversation, and the workspace data needed to answer your request — such as member names, shift assignments, schedules, and leave records.
• Who it is sent to: our AI service providers, OpenRouter, Inc. (text chat) and OpenAI, L.L.C. (voice conversations). These providers process the data on our behalf solely to generate the assistant's responses.
• How it is collected: data is sent only when you actively use the assistant, by typing a message or starting a voice conversation. The app asks for your explicit consent inside the app before your first use of the assistant; nothing is transmitted to AI providers before you accept.
• How it is used: exclusively to generate responses to your requests. It is not used for advertising, is not sold, and is not used by the providers to train their AI models.
• Protection: both providers are contractually bound to process this data only for providing the service and to protect it with safeguards equal to or stronger than those described in this policy. You can review their privacy commitments at openai.com/policies/privacy-policy and openrouter.ai/privacy.

7. Sharing and sub-processors

We share data with service providers (sub-processors) who help us run imRoster, such as hosting and analytics providers. We do not sell your personal data. See our Sub-processors list in the Data Processing Agreement.

8. Data retention

We keep personal data only as long as necessary for the purposes described, to comply with legal obligations, resolve disputes, and enforce agreements. You can request deletion at any time.

9. Your rights

Depending on your location, you may have rights to access, correct, delete, restrict, or port your data, and to object to processing or withdraw consent. To exercise these rights, contact us.

10. International transfers

Your data may be processed in countries other than your own. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses.

11. Contact

For privacy questions or to exercise your rights, email [email protected].