Privacy policy

Who we are

PerfectRota is a trading name of Sweetbyte Ltd, a company registered in England and Wales (company number 09949224), registered office 16-18 West Street, Rochford, England, SS4 1AJ. We are registered with the Information Commissioner’s Office (ICO), number ZB072721. In this policy “we” and “us” mean Sweetbyte Ltd trading as PerfectRota. Questions about this policy or your information: customerservice@perfectrota.com, or write to us at The Maltings, Locks Hill, Rochford, SS4 1BB.

Two kinds of information

• Information about you as our customer or visitor (for example the business owner who signs up, or someone who contacts us). We decide how it’s used, so we are its “controller”. Most of this policy is about this.
• Information a business puts into PerfectRota about its staff (names, shifts, holiday and so on). The business (your employer) decides how that is used and is its controller; we only hold and process it for them, as their “processor”, under Part C of our Terms. If you work for a business that uses PerfectRota, please ask your employer about your information first. You can still contact us, and we’ll pass your request on to them.

What we collect

• When you start a free trial: your name, work email, business name, type of business, and when you agreed to our Terms and this policy. Your card details are typed into Stripe’s secure page and are held by Stripe, never by us. Stripe tells us a “fingerprint” for the card (a code that is the same each time the same card is used, not the card number), so that each card and each email can have only one free trial. If you tick “I’m purchasing as a business”, your business’s VAT number and billing address are held by Stripe too.
• Your account: the details of the people at your business who use PerfectRota as managers (name, email, level, the sites they look after), their password (stored scrambled, so nobody can read it), when they sign in, and a record of who changed what in the account.
• Billing: your plan, staff count, invoices, payments and whether a payment failed. Stripe holds your card and payment details.
• When you contact us: your name, business name, email, phone number if you give it, and anything you write to us.
• When something goes wrong: if a page of the app crashes or the server has an error, we receive an error report: what went wrong, when, which page, which business and the type of browser. We use it only to fix problems.
• When you visit the website: our hosting provider keeps standard technical logs (such as your IP address, browser type and the pages requested) to run the site and keep it secure.

The emails we send

• Account emails, needed to provide the service: set your password, confirm your email, reset your password, invites, rotas sent to staff, and emails about your account closing or your data being deleted. Stripe sends receipts, invoices, the reminder 7 days before your trial ends and emails about failed payments.
• Getting-started tips during a free trial: up to four short emails (around days 2, 3, 7 and 20 of the trial) to help you set up, each sent only if you haven’t done that step yet. Every tip has a Stop these tips link at the bottom; one click and a button stops the rest. Your email app’s own Unsubscribe button works too.
• News about PerfectRota: we don’t send newsletters at the moment. If we start, it will be occasional, and every email will let you stop them.

The demo

The PerfectRota demo at app.perfectrota.com saves everything you enter only in your own web browser, on your device. It is not sent to us, and we can’t see it. It stays there until you press Reset demo or clear your browser’s data. Please use made-up or sample details in the demo rather than real staff information.

Why we use it, and our legal basis

• To set up and run your free trial and account, take payment and send account emails: to perform our contract with your business (and the steps before it), and our legitimate interest in running PerfectRota for business customers.
• To make sure each email and each card has only one free trial: our legitimate interest in preventing misuse of free trials.
• Getting-started tips: our legitimate interest in helping new customers get value from their trial. You can stop them at any time.
• Error reports, sign-in records and the record of who changed what: our legitimate interest in keeping PerfectRota working and secure, and helping you see what happened in your account.
• To reply to you or arrange a call: because you asked us to, and our legitimate interest in answering enquiries.
• Invoices and payment records: our legal obligation to keep accounting and VAT records.

We never sell your information, and we don’t use it for advertising.

Who we share it with

Only the companies that help us run PerfectRota, who may only use it on our instructions:

PerfectRota’s database is in Frankfurt, Germany (EU), which the UK recognises as protecting personal information properly. Where information goes to the United States, it is protected by the safeguards UK law requires, such as the UK–US data bridge or the UK’s approved contract clauses. We may also share information if the law requires it, or with a company that takes over PerfectRota (we’d tell you first).

How long we keep it

• Your account: while you’re a customer. If your account closes, everything in it is kept for 90 days (so you can restart or download it), then deleted. We keep only your business’s name, our Stripe customer reference and the dates.
• Invoices and payment records: 6 years, as the law requires (held in Stripe).
• Free trial record: that an email (stored scrambled) or a card fingerprint has had a free trial is kept after an account closes, so the same email or card can’t start a second free trial.
• Getting-started tips: which tips we sent, and whether you stopped them, are deleted with the account.
• Enquiries: up to 2 years after we last heard from you, unless you become a customer or ask us to delete them sooner.
• Error reports and website logs: kept only as long as needed to fix problems and keep the service secure, and no longer than 12 months.
• Backups: the database can be recovered to any point in the last 3 days, and we keep weekly copies for up to 5 weeks, so deleted information leaves the backups within that time.

Cookies

This website doesn’t use cookies, and there’s no tracking or advertising on it. The app uses one cookie to keep you signed in (for up to 30 days, or until you sign out); it’s needed for signing in to work. The demo uses your browser’s own storage to save the demo business on your device: that is needed for the demo to work, and it never leaves your device. While you’re on Stripe’s card page, the free trial form’s details are kept in that browser tab only, so the form is still filled in if you come back; they’re removed once your trial has started. Stripe’s card page is run by Stripe, which uses its own cookies to keep payments secure (see stripe.com/privacy).

Keeping it safe

Information is encrypted when it travels over the internet and while stored. Each business’s information is kept apart from every other business’s, passwords are stored scrambled, and card numbers never reach us. Only people at Sweetbyte Ltd who need to can access customer accounts.

Your rights

You can ask us for a copy of your information, to correct it, to delete it, to limit or object to how we use it, or to move it to someone else. Account owners can download their business’s information at any time in Settings → Your data. Email customerservice@perfectrota.com and we’ll reply within one month. If your request is about information your employer put into PerfectRota, we’ll pass it to them, as they decide what happens to it.

If you’re unhappy with how we’ve handled your information, please tell us first. You can also complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, phone 0303 123 1113.

Changes

If we change this policy, we’ll update it here with a new date at the top. If a change affects how we use your account’s information, we’ll email the account owner before it applies.