Privacy Policy

Who we are

RotaBay ("we", "us") provides on-call and shift scheduling software for medical teams at rotabay.com. This policy covers our website, free tools, the public published-schedule pages and the RotaBay application.

What RotaBay stores, and what it doesn't

RotaBay stores names, email addresses and schedules: the teams, providers, shift types, schedules, assignments, swap requests and time-off entries you create. It is scheduling software, not a clinical or medical-records system: do not store patient information in RotaBay.

Information we collect

Account information: when you sign up, we collect your name, email address and the organization details you choose to add.

Schedule data you create: providers, shift types, rules, generated and manually edited schedules, swap requests and time-off entries. This is your data; we store it so the app can work for you.

Provider information: names, initials, and optionally emails your team enters for the people on a roster, used to build and publish schedules.

Payment information: if you subscribe to Practice, our payment processor (Stripe) handles card details. We don't store full card numbers.

Usage information: basic, privacy-respecting analytics about how the site and app are used, so we can fix problems and improve the product.

Published schedule pages

Each published schedule has a public page (a unique, hard-to-guess link) that anyone with the link can view: the who's-on status, upcoming assignments and a calendar (ICS) feed. It is not indexed by search engines. Your team controls who receives the link.

Our free tools

Tools on our website, such as the on-call schedule generator and the ACGME duty-hour checker, run entirely in your browser using the same open scheduling engine as the app. The team, shift and rule details you type into them are not sent to or stored by us.

How we use your information

To provide and run the service, including storing your schedule data and processing payments.

To contact you about your account, important changes, and support requests.

To improve the product and keep it secure. We do not sell your personal information to anyone.

Who we share it with

We share data only with the service providers we need to run the product, such as our hosting provider, database provider and payment processor (Stripe), and only so they can perform those services for us.

We may disclose information if required by law, or to protect the rights, safety or property of our users or others.

Data retention

We keep your account data for as long as your account is active. If you close your account, we delete your data within a reasonable period, except where we're required to keep records for legal or accounting reasons.

Your rights

You can access, correct or delete your personal information at any time from within your account, or by using the contact link in the footer below. Depending on where you live, you may have additional rights under laws such as the GDPR or CCPA, and we'll honour valid requests.

Security

We use industry-standard measures to protect your data, including encryption in transit. No system is perfectly secure, but we take reasonable steps to keep your information safe.

Changes to this policy

We may update this policy from time to time. If we make material changes, we'll let you know. The "last updated" date above always reflects the current version.

Contact

Questions about privacy? Use the contact link in the footer below and we'll help.