Privacy Policy

1. Introduction

Welcome to ShiftRova, a platform strictly created, owned, and operated by T3CHMAN Software Pty Ltd(“ShiftRova”, “we”, “our”, or “us”). We are committed to protecting your personal information and your right to privacy. This policy describes how we collect, use, and share your personal information when you use our website, mobile applications, and workforce management services (collectively, the “Services”).

2. Information We Collect

When you register or activate an invited account, we record when you accepted the Terms and acknowledged this Privacy Policy, together with the document versions. We record your separate choice about ShiftRova marketing emails and when and where that choice was updated. Acknowledging this policy does not itself give marketing permission.

You can review email and device push preferences in your Account Profile under Communications. ShiftRova marketing is optional and separate from emails sent through your attached organisations. Organisation email topics can be changed individually; security, verification and essential account or billing messages remain available. Optional emails include an unsubscribe link that does not require signing in.

We collect information that you voluntarily provide to us when registering for the Services, expressing an interest in obtaining information about us, or otherwise contacting us.

• Personal Information Provided by You: Names, phone numbers, email addresses, job titles, passwords, and organization details.
• Resource Requests: When you request a free guide, we record your name, email, business name, industry, team-size range and role, the requested guide and version, your privacy acknowledgement and separate optional marketing choice. We use these details to deliver the guide and manage resource leads. We record email delivery and download requests; this does not tell us whether you read the guide. Download links expire after 24 hours and their tokens are stored only as hashes. We use hashed email/IP counters to limit abuse. The private download page is excluded from our website analytics. You can request access, correction or deletion through our contact page.
• Employee Data: Employers (our primary customers) input data regarding their employees, including shift schedules, hourly rates, GPS location data during clock-ins (if enabled), and employment compliance documentation.
• Payment Data: We collect data necessary to process your payment if you make purchases, such as your payment instrument number. All payment data is stored by our payment processor (Stripe).
• Usage Data: We automatically collect certain information when you visit, use or navigate the Services (e.g., IP address, browser characteristics, pages viewed, and referral source). On our public website this includes data collected by Google Analytics, as described below.
• Demo Sandbox Activity: We record your verified visitor email, sandbox lifecycle, approximate active time, last activity area and counts of records you create, edit, publish or approve. ShiftRova administrators can view this summary and receive an email when a sandbox is created. The summary is retained after the disposable sandbox is deleted so we can understand demo use and support visitors. This summary does not include screen recordings, keystrokes or GPS coordinates.

3. How We Use Your Information

We use personal information collected via our Services for a variety of business purposes, including:

• To facilitate account creation and logon process.
• To provide and manage workforce scheduling, communications, and compliance tracking.
• To enforce our terms, conditions, and policies for business purposes.
• To respond to legal requests and prevent harm.
• To understand how visitors use our public website (for example, which pages are viewed and how people arrive here) so we can improve ShiftRova and our marketing.

4. Location Tracking (GPS Geofencing)

If enabled by an organization administrator, the ShiftRova mobile app may collect precise geolocation data from employees when they explicitly use the “Clock In” or “Clock Out” functionalities. This data is used solely to verify attendance at the specified work site boundary. We do not continuously track employee locations in the background after they have clocked in.

5. Cookies & Local Storage

Cookies are small text files placed on your device by a website to help it function correctly and remember your preferences. In accordance with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs), we are transparent about the cookies we use and the purpose of each one.

ShiftRova uses strictly necessary and functional cookies to operate the platform, plus analytics cookies on our public website so we can measure traffic. We do not use advertising or remarketing cookies.

You can continue to use the ShiftRova platform if you block or delete cookies, but you will be required to log in again and your interface preferences will be reset. Blocking analytics cookies may limit how accurately we can measure public-website traffic; it does not affect rostering, clock-in, or other product features.

You can manage or delete cookies at any time through your browser's settings. For more information, refer to your browser's help documentation. You can also opt out of Google Analytics measurement using the Google Analytics opt-out browser add-on.

6. Website Analytics

On our public website (including marketing pages, pricing, knowledge base, landing pages, and account sign-in / sign-up), we use Google Analytics 4, operated by Google LLC, to understand visitor traffic. Typical data includes the page URL, page title, referring site, approximate location derived from IP address, device and browser type, and an anonymous client identifier stored in cookies.

We do not send Google Analytics page views from the logged-in product dashboard, Super Admin, print views, or local development / preview hosts. Google Analytics is used to measure public interest in ShiftRova, not to monitor employee timesheets, rosters, or workplace activity.

Separately, we record first-party page views on our own servers for internal Super Admin reporting. That first-party data is not shared with Google.

Google may process analytics data on servers outside Australia (including the United States). Google's handling of this information is described in the Google Privacy Policy.

7. Retention of Opt-out Preferences

In accordance with our legitimate business interests and to respect your communication preferences, we retain a record of email opt-out preferences (unsubscribes) tied to your email address for a minimum of 3 years following account deletion. This ensures that if you re-register, your preference to not receive marketing or non-essential communications is automatically respected. You may request the permanent removal of these records by contacting us.

8. Automated Decision-Making & AI

ShiftRova utilizes automated algorithms within our “Auto-Scheduler” feature to assist managers in creating efficient rosters based on employee availability, labor roles, and compliance rules.

While these tools provide suggestions, they do not make final, binding decisions regarding your employment or pay without human intervention (managerial review and approval). In accordance with the 2024 amendments to the Australian Privacy Act, you have the right to request information about how these automated processes impact your personal information.

9. Data Residency & Global Distribution

ShiftRova is an Australian-owned and operated company based in Adelaide, South Australia.

To provide the highest level of performance, availability, and security, our application infrastructure utilizes an Edge Computing network. This means your data is processed and stored across a globally distributed network of over 300+ data centers. While this ensures rapid access and redundancy, it involves the transfer and storage of data across a variety of jurisdictions.

Key third-party processors include:

• Stripe: For secure payment processing and subscription billing.
• Cloudflare: For global content delivery, security, and edge computing.
• SendGrid/Twilio: For delivering critical system notifications and shift alerts via email and SMS.
• Google LLC (Google Analytics): For measuring visits to our public website, as described in section 6.

We take reasonable steps to ensure these providers adhere to privacy standards substantially similar to the Australian Privacy Principles.

10. Notifiable Data Breaches (NDB)

We comply with the Australian Notifiable Data Breachesscheme. In the event of an “eligible data breach” — where personal information is lost or subjected to unauthorized access or disclosure that is likely to result in serious harm to any of the individuals to whom the information relates — we will notify the affected individuals and the Australian Information Commissioner as soon as practicable.

11. Your Rights & Complaints

Under the Australian Privacy Principles, you have the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct any inaccurate or out-of-date information.
• Deletion (Right to be Forgotten): Request the deletion of your personal account data (subject to our legal obligations for tax and labor record retention).
• Complaints: If you believe we have breached the Australian Privacy Principles, you may lodge a complaint with us via the contact details below. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

12. Contact Us

If you have questions or comments about this notice, you may email us at privacy@shiftrova.com