How RotaPulse handles personal data — clearly and responsibly.
RotaPulse provides workforce management software for UK security and service businesses. This policy explains what personal data we process and why. It is a plain-English summary and not a substitute for tailored legal advice.
For our customers we process account and billing details. On behalf of our customers (as a data processor) we process employee and operative records — such as names, contact details, vetting and licensing information, attendance, location at clock-in, and pay data — strictly to deliver the service.
We use data only to provide and improve the service: scheduling, vetting, attendance, payroll, invoicing, reporting and support. We do not sell personal data, and we do not use it for advertising.
We process data to perform our contract with customers and to meet our legitimate interests in running and securing the service. Our customers are responsible for the lawful basis of the workforce data they hold in RotaPulse.
Each customer’s data is isolated at the database level with row-level security, encrypted in transit, and access is restricted by role. We apply appropriate technical and organisational measures to protect personal data.
We retain data for as long as an account is active and as needed to meet legal obligations (for example, vetting records that must be kept for a defined period). Customers can export or request deletion of data subject to those obligations.
On our public website we collect anonymous, aggregated visit statistics — pages viewed, approximate country (derived from your IP at the network edge, never precise location), and the referring website. This is first-party and self-hosted: we do not use third-party trackers and do not track you across other sites. A random visitor identifier is stored in your browser’s local storage (not a cookie) so we can count unique visits; it contains no personal information and is never linked to your identity.
RotaPulse uses YouTube API Services to publish RotaPulse’s own marketing videos to RotaPulse’s own YouTube channel. Only RotaPulse staff use this feature: customers and their employees cannot connect YouTube accounts, and no customer or workforce data is sent to YouTube. When our administrator connects our channel, Google gives us an access token, and we read only the channel’s name and ID to confirm which channel is connected. We do not collect, store or share any other YouTube data, and this feature uses no cookies. Tokens are kept on our servers, are never shown in the browser, and are deleted when the channel is disconnected. Access can be revoked at any time from the Google security settings page. By using YouTube features you agree to be bound by the YouTube Terms of Service, and Google’s use of data is described in the Google Privacy Policy. We publish our own content to our accounts on other platforms (such as LinkedIn, Facebook, Instagram, X, TikTok, Pinterest and Google Business Profile) through their official APIs on the same basis.
Individuals have rights under UK GDPR including access, rectification and erasure. As we usually act as a processor, please direct requests to the employer who holds your data; we will support them in responding.
For privacy questions, please get in touch via our contact form at rotapulse.com/contact and we will respond promptly.
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