Privacy Policy
Last updated: 19 October 2026
This policy explains what information WorkSchedule collects when you use our shift-scheduling service, how we use it, who we share it with, and the rights you have over your data. Plain English where possible.
1. Who we are
WorkSchedule (“we”, “us”, “our”) is a UK-based shift scheduling platform for hospitality and small business teams. We are the data controller for the personal information we hold about you. You can contact us about this policy at [email protected].
2. Information we collect
We collect the following categories of information:
- Account information — name, email, password (hashed), phone number, role.
- Workplace information — company name, workplace names, employee names, roles and availability you add.
- Schedule data — shifts, assignments, time-off requests, hours worked.
- Billing information — handled directly by Stripe; we store only the subscription tier, status, and customer reference.
- Usage data — pages visited, browser type, IP address, device information.
- Communications — emails you send us, feedback submissions, support messages.
3. How we use your information
We use your information to:
- Provide the service — for example, building rotas, sending notifications when you publish a schedule.
- Authenticate you and keep your account secure.
- Process payments and manage your subscription.
- Send transactional emails (invitations, time-off decisions, password resets, billing alerts).
- Improve the product, fix bugs, and prevent abuse.
- Comply with our legal obligations.
Support access. When you ask us for help, or where it is necessary to investigate a fault or security issue, authorised WorkSchedule support staff may access your workspace data (including staff rotas and the employee view) strictly to resolve that issue. Support sessions are read-only by default; making changes requires the workspace owner's approval. Every session is recorded with the staff member, time and reason and is visible in your Security Activity. Sensitive data such as pay and costing details, time-off requests and feedback is blocked, and dates of birth are masked unless revealing them is required and logged.
4. Legal bases (UK GDPR)
We rely on the following legal bases:
- Contract — to deliver the service you signed up for.
- Legitimate interests — to keep the service secure, prevent fraud, and improve features.
- Legal obligation — to keep records required by tax or regulatory law.
- Consent — for optional cookies and marketing emails (you can withdraw at any time).
5. Your rights
Under UK GDPR you have the right to:
| Right | What it means |
|---|---|
| Access | Request a copy of the personal data we hold about you. |
| Rectification | Ask us to correct information that is inaccurate or incomplete. |
| Erasure | Ask us to delete your account and associated data. |
| Restriction | Ask us to pause processing while a query is resolved. |
| Portability | Receive your data in a machine-readable format. |
| Object | Object to processing based on legitimate interests. |
| Complain | Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk. |
To exercise any of these rights, email [email protected]. We will respond within 30 days.
7. How long we keep data
| Data type | Retention period |
|---|---|
| Account information | While the account is open; after closure, Account Owner download access ends at the displayed deadline after at least 30 days. Scheduled cleanup then removes records and logins used only by that business; shared logins are kept. |
| Schedule, staff, leave and history records | While the account is open (or until you delete a workplace); after closure, available only to the Account Owner until the displayed download deadline. Access ends at that deadline; deletion is processed by daily cleanup, with failures retried, rather than guaranteed at that exact time. |
| Backup contacts and emergency records requests | An Account Owner names a backup contact (name, email and relationship), who is told if the account closes. If the owner cannot act, a backup contact or person with legal standing (for example an executor, liquidator or other director) may request the records. We release them only after checking evidence, by a private time-limited link, and may pause deletion while we do. Backup contact details are removed with the business records. |
| Billing records | For applicable tax and accounting obligations; the record-specific retention schedule is under review. |
| Email delivery and operational audit records | Retention periods and automated removal are under review. We do not currently promise a fixed deletion period for these operational records. |
| Backups | Provider-managed daily backups may contain copies of records after deletion from the active service, until those snapshots age out. Backup retention periods are not published as fixed figures, so we cannot state one; we do not promise a 30-day rolling backup period or recovery of stored files. |
Employers must download and securely retain their own records for applicable legal retention periods. WorkSchedule does not retain workforce data for six years. Downloads exclude payroll calculations and payment records; cost figures are estimates.
8. How we protect your data
- All traffic is encrypted in transit (HTTPS / TLS 1.2+).
- Passwords are hashed with industry-standard algorithms.
- Database access is protected by Row Level Security — your data is isolated per workspace.
- Provider-managed database backups and service monitoring; these do not replace your own copies of records.
- Strict access controls for our team.
If we ever experience a breach affecting your data, we will notify you and the ICO within 72 hours where required.
10. International transfers
Most data is stored in the EU. Some processors (e.g. Stripe) may transfer data to the US. We rely on Standard Contractual Clauses approved by the UK ICO for any such transfer.
11. Children
WorkSchedule is not intended for users under 16. We do not knowingly collect data from children.
12. Changes to this policy
We may update this policy from time to time. Material changes will be notified by email or via an in-app banner. The “last updated” date at the top of this page shows when it was last revised.
13. Contact us
For any privacy question, request, or complaint: [email protected].