Privacy Policy

Information we collect

We receive information from you and from authorised administrators at your hospital or business. Depending on how your team uses the service, this includes:

• Account names, email addresses, access roles and sign-in records.
• Roster names, roles, FTE, shift assignments, work rules, availability, leave and requests.
• Optional profile photos, self-reported skills and languages, and notes you or an administrator enter.
• Demo enquiries, sample rosters, support messages, feedback and attachments.
• Technical and audit records needed to operate and secure the site, such as request times, network addresses, errors and changes to settings.

Leave records or free-text notes can reveal health or other sensitive information. Only include what is necessary and authorised for rostering. Do not upload patient records, diagnoses or clinical documents. Anonymise demo samples where possible.

How information is used

We use this information to provide accounts, prepare and generate rosters, manage requests, publish shifts, deliver requested emails and calendar feeds, answer enquiries, resolve problems and protect the service. If required information is not provided, we may be unable to create an account, generate a roster or respond to an enquiry.

RosterSolver does not sell personal information or use roster records for advertising.

Who can see it

Your organisation controls its roster groups and memberships. Authorised administrators can access the information needed to manage their teams. Published team rosters and Team board profiles may be visible to other authorised staff in the group. Private account credentials are not shown to roster administrators.

The service operator can access information where needed for administration, support, troubleshooting and security. Hosting and email providers process information to deliver the service. Information may also be disclosed where required or authorised by law.

Exports, screenshots and calendar subscriptions create copies outside RosterSolver. Anyone with a private calendar link can access that feed until it is revoked. Your organisation and any calendar provider you choose also have their own privacy responsibilities.

Storage and service providers

The current hosted service uses Amazon Web Services in Sydney for its application data and backups. Roster generation also processes the required input on an operator-managed computer in Australia. Temporary solver job files are removed when the job finishes.

Google Workspace handles service email, including account setup, password resets and demo enquiries. Email content and attachments may be processed outside Australia, including in the United States and other countries where Google operates. We do not claim that all service-related information stays in Australia. See Google’s privacy information for its international processing arrangements.

Standard roster generation uses mathematical optimisation and does not require a hosted language model. A separately enabled cloud AI feature may send its described inputs to that provider for processing overseas. The optional Astra search uses OpenAI. Direct names and contact details are removed from its guidance payload, but work patterns may still be personal information. Provider processing may take place in the United States and other countries; see OpenAI’s privacy information. Do not enable optional cloud processing unless your organisation authorises it. Contact us to confirm the provider and data flow before use.

Cookies and browser storage

We use essential cookies for sign-in, security checks, the demo form and your selected workspace mode. Browser storage may remember interface choices and tutorial progress. The public website does not use advertising cookies or third-party analytics trackers. Blocking essential cookies can prevent sign-in or form submission.

Security and retention

Controls include HTTPS, hashed passwords, access checks, audit records and encrypted backups. No online service can promise complete security. Keep credentials and subscription links private, and remove access when staff leave.

We retain information while it is needed to provide the service, preserve roster history, investigate problems or meet applicable record-keeping obligations. Deletion from active systems does not immediately remove copies from backups, which expire under their retention settings. Ask us about the retention arrangements for your pilot or organisation.

Access, correction and deletion

You can update supported profile details in your account. For roster information, contact your hospital or business administrator. You can also email us to request access, correction, export or deletion. We will verify identity and authority before providing or changing records, and explain any limitation such as another person’s privacy or a record-keeping requirement.

Leaving a team does not automatically delete historical rosters. Your organisation may need to keep employment and rostering records.

Questions and complaints

Email admin@rostersolver.com with “Privacy” in the subject. Explain the issue and how we can contact you. We will assess the complaint, investigate the relevant records and respond; we aim to do so within 30 days. If more time is needed, we will let you know.

If you are dissatisfied, you can seek advice from the Office of the Australian Information Commissioner about whether it can consider your complaint. Your organisation may also have its own privacy complaint process.

Changes to this policy

We will update this page when our practices change and show the revision date. Material changes affecting an active pilot or subscription will also be communicated to the organisation’s nominated contact.