RosterIt Privacy Policy
About this policy
Rostering Systems Limited (“RosterIt”, “we”, “us”) is a New Zealand company, and we handle personal information in line with the Privacy Act 2020, including the Information Privacy Principles (IPPs) and the Biometric Processing Privacy Code 2025. This policy explains what personal information we collect, where it comes from, why we use it, who we share it with, and how you can access or correct it.
It covers our website (rosterit.co.nz) and our web app, including when it is added to the home screen of a phone or tablet (together, the “Service”).
“You” means anyone whose personal information we handle: an employer or business that holds a RosterIt account, an employee or other person added to that account, or a visitor to our website.
This policy sits alongside our Terms of Service. Using the Service does not mean you give up any rights you have under the Privacy Act.
What we collect and where it comes from
Information you give us
- Account details: name, email address, phone number, password and job role.
- Business details (employers): business name, locations, billing contact and payment information. Card payments are processed by our payment provider; we do not store full card numbers.
- Communications: support requests, feedback and any other messages you send us.
Information an employer gives us about employees
Most information about employees comes from their employer, not from the employee directly. When an employer adds you to RosterIt, they may enter your name, contact details, date of birth, home address, emergency contact details, job role, availability, pay rate and other employment details.
This is an indirect collection under IPP 3A of the Privacy Act. If your employer has added you to RosterIt:
- Who collected it: Rostering Systems Limited, on behalf of your employer.
- Why: to build and share rosters, record time worked, manage leave and availability, and support your employer’s payroll.
- Who can see it: your employer, other authorised users in the same account, and the service providers listed in this policy.
- Your rights: you can ask your employer or us to access or correct it (see Your rights below).
Employers are responsible for having a lawful basis to give us their employees’ information and for telling their staff that they use RosterIt.
Information created when you use the Service
- Rosters and shifts, availability, leave requests, shift swaps, timesheets and clock-in/clock-out records.
- Messages and comments sent within the Service.
- Location at clock-in, if your employer turns on location checks and you allow location access on your device.
- Photos of your face, if your employer uses facial recognition clock-in (see below).
- Technical data such as device type, browser, IP address and app activity logs.
Information from other third parties
We may receive information from services you or your employer connect to RosterIt, such as Xero, Google Calendar or Microsoft Outlook (see below). We use it only to provide the connection you asked for.
Facial recognition clock-in
Some employers let staff clock in and out by looking at a camera on a work device. If your employer turns this on:
- To set you up, one or more photos of your face are added to your profile. We store these photos and a face template made from them.
- Each time you clock in or out, we compare a new photo with your template to confirm it is you. We keep that photo with the clock-in record so your employer can check it.
- The matching is done by Amazon Web Services (Amazon Rekognition) in Sydney, Australia. We use your photos and template only to confirm who is clocking in or out, never for any other purpose.
- If you do not want to use facial recognition, ask your employer about another way to clock in.
Google and Microsoft account data
If you connect a Google or Microsoft account, we access only the data covered by the permissions you approve, such as your name, email address and calendar. We use it only to provide the feature you turned on, for example adding your shifts to your Google or Outlook calendar.
- We do not sell Google user data.
- We do not use Google user data for advertising.
- We do not transfer it to others except service providers who help us run the feature, or where the law requires.
- We do not use Google user data to train AI or machine-learning models.
Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.
You can disconnect your calendar at any time in your RosterIt settings or from your Google or Microsoft account permissions page. When you disconnect, we stop accessing your calendar and delete any copies we hold within 30 days.
How we use your information
We use personal information to:
- Provide the Service: create rosters, send shift notifications, record time and leave, and export data to payroll.
- Manage accounts and billing, and verify who is signing in or clocking in.
- Respond to support requests and send service messages, such as changes to the Service or this policy.
- Keep the Service secure, prevent fraud and investigate misuse.
- Understand how the Service is used so we can fix problems and improve it, using aggregated or de-identified data where possible.
- Send product news or offers to account holders. You can unsubscribe at any time using the link in each email.
- Meet our legal obligations and enforce our Terms of Service.
We do not sell personal information. If we want to use your information for a purpose not described here, we will tell you first.
Cookies and similar technologies
We use cookies and similar technologies to keep you signed in, remember your settings, keep the Service secure and understand how it is used.
- Essential cookies are needed for the Service to work, such as sign-in sessions.
- Analytics cookies help us see which pages and features are used. We use third-party tools for this, for example Google Tag Manager and Hotjar, as well as tools that show in-app guides and send notifications. Our Privacy Officer can give you the current list of providers on request.
You can block or delete cookies in your browser settings, but parts of the Service may stop working.
Embedded content
Some pages on our website include content from other sites, such as videos. Those sites may collect information about you and set their own cookies, as if you had visited them directly. Their own privacy policies apply.
Who we share information with
- Your employer and colleagues: rosters, availability and messages are visible to authorised users in the same employer account, based on the permissions the employer sets.
- Service providers: companies that host our systems, process payments, send emails and SMS, match faces for facial recognition clock-in, report errors, and provide analytics or support tools. They may use the information only to provide services to us.
- Integrations you choose: payroll, accounting or calendar services that you or your employer connect, such as Xero, Google Calendar and Microsoft Outlook. Payroll export files are downloaded by the employer, who sends them to their own payroll provider.
- Business transfers: a buyer or investor, if RosterIt or its assets are sold or merged, under confidentiality obligations.
- Legal reasons: where the law requires it, or where needed to prevent a serious threat to someone’s safety, or to protect our legal rights.
We may also share aggregated data that does not identify anyone.
Storage and overseas disclosure
Our data is hosted by Amazon Web Services (AWS) in Sydney, Australia. Some service providers may process information outside New Zealand, for example in Australia or the United States.
When we send personal information overseas, we take reasonable steps to make sure it is protected in a way comparable to the Privacy Act, as required by IPP 12. This includes using providers bound by contract terms that protect personal information.
How long we keep information
We keep personal information only as long as we need it for the purposes in this policy or to meet legal requirements.
| Information | How long we keep it |
|---|---|
| Active account data | While the account is open |
| Account data after an employer closes their account | Deleted or de-identified within 120 days (the employer has the first 30 days to ask for an export) |
| An employee removed from an account | Hidden from others straight away; kept with the employer’s records until the employer’s account is closed |
| Facial recognition photos and face templates | Kept with the employer’s records until the employer removes them or closes their account |
| Billing and invoice records | 7 years, as required by New Zealand tax law |
| Backups | Deleted on a rolling cycle. Most are deleted within 16 days, and the last copies after 2 years |
| Calendar data after you disconnect | Deleted within 30 days |
Time and wage records belong to the employer, who must keep them for 6 years under the Employment Relations Act 2000. Employers should export these before closing their account.
Security
We protect personal information with technical and organisational safeguards, including encryption in transit, access controls limited to staff who need it, and regular backups. No system is completely secure, so we cannot guarantee absolute security.
Privacy breaches
If a privacy breach is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and affected people as soon as practicable, as the Privacy Act requires. Where the breach affects an employer’s account, we will also tell the employer.
Your rights
Under the Privacy Act you can ask to see the personal information we hold about you and ask us to correct it. There is no charge for asking.
- Employees: your employer controls most of the information in their account. You can usually update your own contact details and availability in the app. For anything else, contact your employer first, or contact us and we will work with them.
- Account holders: you can view, export or update your business and employee data in the Service, or ask us for help.
We will respond within 20 working days, as the Act requires. We may need to confirm your identity first.
Children
The Service is for businesses and their staff. Some employees may be under 18. Employers are responsible for the information they enter about younger staff. We do not knowingly collect information from children under 16 other than through an employer account.
Contact us and complaints
Our Privacy Officer handles privacy questions, requests and complaints:
- Email: accounts@rosterit.co.nz
- Post: Privacy Officer, Rostering Systems Limited, Unit 1, 1st Floor Carlton Building, 183 Victoria Ave, Whanganui 4500, New Zealand
If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner (privacy.org.nz, 0800 803 909).
Changes to this policy
We may update this policy from time to time. We will post the new version here with a new revision date. If a change significantly affects how we use your information, we will email account holders before it takes effect.