Privacy notice
What information RotaProof holds, why, where it's kept, and your rights.
Last updated 1 October 2026
Who we are
RotaProof is run by Design Plus Media Limited, 75 Spring Hill, Kingswood, Bristol, BS15 1XW. Registered in England and Wales, company number 06584138.
- Contact for anything about your data: hello@rotaproof.co.uk
- Person responsible for data protection: Sam Brown
At a glance
- RotaProof is software that cleaning companies use to keep right-to-work records, rotas and timesheets.
- For worker records, the cleaning company decides what's kept and why. We store it for them. If you're a cleaner, read this section and contact your employer first.
- For customer logins, sales contacts and website visitors, we decide what's kept and we're responsible for it.
- RotaProof runs on a server in the UK, with encrypted backup copies in France. Uploaded documents are encrypted.
- We never sell personal information or use it for advertising. There are no tracking cookies.
Our role: controller or processor
Data protection law gives two main roles.
| Information | Who decides how it's used |
|---|---|
| Customer accounts and logins, security logs, account emails, support emails, website visits, sales contacts | We do. We're the controller. |
| Workers, right-to-work checks and documents, share codes, agencies, sites, shifts, clock-in times and locations, timesheets, guaranteed-hours and shift-change records, client portal links | The cleaning company does. They're the controller and we're their processor. We only use it to provide RotaProof to them, under our data processing agreement. |
If you use RotaProof at work
What we hold
- Your login: your name, email address, a scrambled (hashed) copy of your password, your role (admin or manager) and when you confirmed your email address.
- Two-step login: if you turn it on, the secret for your authenticator app (stored encrypted) and scrambled copies of your recovery codes.
- Your company: its name, its Companies House number if you give it, and its plan.
- Payments: if you pay for a plan, whether you pay monthly or yearly, when your next payment is due, whether it went through, and Stripe's reference numbers for your company. Stripe holds your card details; we never see them.
- Security records: see website visitors and security logs.
- Messages: anything you send us for support.
Why, and our legal reason
| What we use it for | Legal reason |
|---|---|
| Running your account, logging you in, sending account emails such as email confirmation and password resets | Contract: we need it to provide the service your company signed up for |
| Keeping RotaProof secure, stopping password guessing and misuse, logging what our own staff do when helping you | Legitimate interests: keeping the service and everyone's data safe |
| Answering support questions and improving RotaProof | Legitimate interests: running and improving the service |
| Invoices and accounting records, once billing starts | Legal obligation: tax and accounting law |
If your employer uses RotaProof
This section is for cleaners and other workers whose employer, or the company they work for, uses RotaProof. That company is responsible for your information. We store it for them and don't use it for anything else.
What your employer may keep about you
- Your name, the type of worker you are (for example employee, self-employed or agency), the agency or app that supplies you, when you started and left, and a payroll number.
- Right-to-work check: the date and way it was done, what document was seen, your share code, whether your permission to work is unlimited or time-limited and when it ends, who did the check, and notes.
- Copies of documents: such as a passport, visa or Home Office online check result. These show your nationality, date of birth, photo and immigration status. They're encrypted when stored.
- Rotas and timesheets: your shifts, the sites, when you clocked in and out, and any changes a manager made and why.
- Guaranteed hours and shift notice: if your employer uses these, the hours your contract guarantees, your hourly pay, the hours you worked each week, any offer of guaranteed hours and your answer, changes to your shifts with the notice you got, and any cancellation pay due.
- What your employer's clients can see: your employer can give the clients whose sites you clean a page showing the shifts there. It can show your first name and the first letter of your surname, when you clocked in and out, and that your right-to-work check is in order. Never your documents, immigration details or location.
- Clock-in location: see below.
Clock-in location
Your employer may give you a personal link to clock in and out on your phone. When you tap clock in or clock out, your phone asks whether RotaProof can use your location. You can say no and still clock in.
If you say yes, RotaProof records where your phone was at that moment, how accurate the reading was, and how far that was from the site. It doesn't track you at any other time. Your employer can see this with your timesheet.
So that the clock-in page works with no signal, your phone keeps a copy of it (your name, your shifts and their sites). If you clock in or out with no signal, the time and location are kept on your phone until they can be sent, then removed from it.
Why your employer keeps it
UK law requires employers to check that people can legally work for them and to keep proof. From 1 October 2026 this also covers self-employed subcontractors and workers supplied by agencies and apps. Rotas and timesheets are kept to run the work and pay you correctly. Hours and shift-change records help your employer give you the offers of guaranteed hours, notice and cancellation pay that the Employment Rights Act 2025 brings in.
Your questions and requests
Ask your employer first. They decide what's kept and for how long. If you contact us, we'll pass your request to them and help them answer it.
If we contacted you about RotaProof
We contact cleaning businesses that might find RotaProof useful.
- Where we got your details: the business name and address come from the public Companies House register. Your name, role, work email or phone number come from a public source, such as your company's website. Our first email tells you the specific source.
- What we keep: company details, your name and role, your work email and phone number, where we found them, notes of our calls and emails, any replies you send us, and whether you asked us to stop.
- Legal reason: legitimate interests, telling businesses about a service relevant to a legal change that affects them. We only send sales emails to limited companies and LLPs. We phone sole traders and partnerships instead, after checking the Corporate Telephone Preference Service.
- Stopping: every email has a one-click unsubscribe link, or just reply and ask. After that we keep only a scrambled (hashed) copy of your email address, so we can make sure we never contact you again.
- How long: we delete your details 2 years after we last contacted you, unless your business becomes a customer. Copies of emails you send to our sales mailbox are deleted from RotaProof's records after 12 months.
Website visitors and security logs
- Web server logs: your IP address, the page you asked for, the time and your browser type. Kept for 14 days to keep the service running and secure.
- System logs: error and request records from the app, deleted after 30 days.
- Rate limits: to slow down password guessing and misuse, we count attempts using a scrambled (hashed) email address or IP address. These counts disappear after between 15 minutes and 24 hours.
- Staff actions: if someone at RotaProof opens a record or document to help a customer, we record who, what and when, and keep that record for 2 years.
Legal reason: legitimate interests, keeping the service secure.
Cookies
| Cookie | What it does | How long |
|---|---|---|
sessionid | Keeps you logged in | Ends after 8 hours, or 2 hours without using RotaProof |
csrftoken | Protects forms from misuse by other websites | Up to a year |
Both are needed for RotaProof to work, so we don't ask for consent. There are no analytics, advertising or tracking cookies.
Who we share it with
We use a small number of companies to run RotaProof. They only act on our instructions and are bound by data protection contracts.
| Company | What they do | Where the data is |
|---|---|---|
| Contabo GmbH | Hosts the server that runs RotaProof and stores the database and documents | UK (Portsmouth) |
| OVH SAS | Stores a second, encrypted copy of our backups. OVH can't open them. | France |
| Brevo SAS | Sends account emails, such as email confirmation, password resets and trial reminders | EU (France-based company) |
| Stripe Payments UK Ltd | Takes card payments for paid plans and sends receipts. Card details go straight to Stripe | UK, with some processing by Stripe in the US under legal safeguards |
| Unity Tech (unity-tech.co.uk) | Hosts our email inboxes, including hello@rotaproof.co.uk, and sends our sales emails | UK |
Cloudflare provides our domain name service but doesn't see visits to the site. The current list is always on our data processing agreement page.
We only share information with the Home Office, the Information Commissioner's Office, the police or courts when the law requires it. We never sell personal information and never use it for advertising.
Where it's stored
RotaProof, its database and uploaded documents are on a server in the UK. Uploaded documents are encrypted. Backups are made every night, encrypted, and kept for 14 days on the server and 30 days in the separate copy in France.
Some information goes to the European Economic Area (France) for backups and emails. UK law recognises the EEA as giving adequate protection, so no extra safeguards are needed. We don't intend to send personal information outside the UK and EEA.
How long we keep it
| Information | How long |
|---|---|
| Customer logins and company details | While the account is open, then deleted within 30 days of it closing |
| Worker records, checks, documents, rotas, timesheets and clock-in locations | The cleaning company decides, and its admins can delete a worker's records at any time. Clock-in locations are removed automatically after 12 months. Everything is deleted within 30 days of the company closing its account. |
| Backups | Deleted information stays in encrypted backups for up to 30 days more |
| Sales contacts | 2 years after we last contacted you, unless your business becomes a customer |
| Unsubscribe list | A scrambled copy of your email address, kept so we never contact you again |
| Support emails | 2 years after the conversation ends |
| Web server logs | 14 days |
| System logs | Up to 30 days |
| Invoices and accounting records | As long as tax law requires, usually 6 years |
Employers are expected to keep right-to-work records while someone works for them and for 2 years after they leave. Companies can download their inspection pack before closing their account. A company's admins can delete a single worker's records themselves in RotaProof.
Keeping it safe
Encrypted connections, encrypted documents, two-step login, nightly encrypted backups, and checks on every page that you only see your own company's records. Read how we look after your records.
Your rights
Under UK data protection law you can ask us to:
- give you a copy of your information
- correct information that's wrong
- delete your information
- limit how we use it
- stop using it, including an absolute right to stop sales contact
- give you your information in a format you can take elsewhere
Email hello@rotaproof.co.uk. It's free. We reply within one month. If a request is complex we may take up to two months more, and we'll tell you why. If we need to confirm who you are, the month starts once we have what we need.
If the information is a worker record held for a cleaning company, we'll pass your request to that company and help them answer it.
Complaints
If you're unhappy with how we've handled your information, tell us first by emailing hello@rotaproof.co.uk with "Data protection complaint" in the subject, or by post to the address at the top of this page. We'll confirm we've received it within 30 days, look into it, and tell you the outcome without undue delay.
You can also complain to the Information Commissioner's Office at any time: ico.org.uk/make-a-complaint or 0303 123 1113.
Changes to this notice
We'll update this page when anything changes and change the date at the top. If a change affects customers significantly, we'll email the admins of each company first.