Privacy policy

Who we are

ClockRota is a staff scheduling and clock-in service for UK hospitality businesses, operated from the United Kingdom. We are the data controller for the personal data described in this policy. Contact us at support@clockrota.co.uk.

What data we collect

We collect only what we need to run the rota and clock-in service. This is split into four groups:

• Account. Name, work email address, a hashed password, the venue name and address you create, your role at that venue (Owner / Manager / Staff), and timestamps for sign-up and email verification. For Owners, billing details are processed by Stripe — we never see your card number.
• How you found us.If you answer the optional “How did you hear about ClockRota?” question when you sign up, we store your answer alongside the website or search that referred you. It is used only to understand which of our own pages and posts are working, it is never shared, and leaving the question blank makes no difference to your account.
• Clock-in. Scheduled and worked shifts, clock-in and clock-out timestamps, the method used (magic link, PIN, or fingerprint/face unlock), approximate location at the moment of clock-in (only if you grant the browser the location permission), and the IP address of the device that submitted the clock-in. Location is captured only at the single moment a clock-in is recorded — we do not track your location at any other time.
• Mobile app.If you install the ClockRota mobile app, we additionally process a device push token (issued by Apple's APNs or Google's FCM) so we can send shift reminders and rota updates. If you choose to enable biometric unlock (Face ID, Touch ID, fingerprint), the biometric data itself is stored on-device by iOS or Android and is never sent to ClockRota servers — we only see whether the unlock succeeded. Push notifications may include the venue name and a shift time, and are sent at most a few times per day.

Why we collect it

Account data is used to authenticate you and to run the rota for your venue. Clock-in data is used to produce timesheets, calculate wage cost (Owners only), and prove attendance. Mobile push tokens are used to deliver shift reminders. The lawful bases we rely on are contract (running the service you signed up for) and legitimate interests (preventing fraud and securing your account). Marketing emails are opt-in only.

How long we keep it

We keep your account data for 90 days after your subscription is cancelled, then permanently delete it. Backups are purged within a further 30 days. Timesheet records relevant to HMRC compliance may be retained longer where the law requires it, in which case we keep only the minimum necessary.

Who we share it with

We use a small set of third-party processors. Each is contractually bound by a data processing agreement and may only act on our instructions.

• Stripe — payment processing for Owners. Stores billing details; we never see your card number.
• Resend — outbound transactional email (verification, password reset, shift notifications).
• Supabase — managed PostgreSQL hosting for the application database, located in the UK / EU.
• Vercel — application hosting, edge delivery, and request logs.

We do not sell your data to anyone and we do not share it with advertisers.

Your rights under UK GDPR

You can ask us to:

• Access a copy of the personal data we hold about you.
• Correct anything that is inaccurate.
• Delete your account and the personal data tied to it.
• Export your data in a portable, machine-readable format.

To exercise any of these rights, email support@clockrota.co.uk. You also have the right to lodge a complaint with the UK Information Commissioner's Office at ico.org.uk if you believe we have not handled your data properly.

Contact

Questions about this policy or your data? Email us at support@clockrota.co.uk.

Changes to this policy

If we make material changes to how we handle your data, we will update the “Last updated” date at the top of this page and, where the change affects existing customers, notify Owners by email at least 14 days before the change takes effect.