Privacy policy

Who we are

Rotaleave ("we") is a staff leave and rota planning service operated by Rotaleave Ltd, a company registered in England and Wales (company number 17320960) with its registered office at 20–22 Hertburn Estate, Hertburn, Washington, NE37 2SF. For anything in this policy, contact hello@rotaleave.co.uk.

Two roles: controller and processor

For data about account holders and visitors to this website we are the data controller. For staff records inside a Rotaleave organisation (names, email addresses, leave and absence records) the employer is the controller and we are their processor, acting on their instructions — see our data processing summary.

What we collect and why

Account data — names, email addresses, organisation details, leave and absence records your organisation enters. Used to provide the service (lawful basis: contract).

Billing data — subscription status and invoices, handled by Stripe. We never see or store card numbers (lawful basis: contract).

Website analytics — this marketing site uses cookie-free, aggregate analytics; no personal profiles are built (lawful basis: legitimate interests).

Contact messages — if you use the contact form we receive your name, email and message, and use them only to reply (lawful basis: legitimate interests).

Who we share data with

Only the processors needed to run the service: Hetzner Online GmbH (cloud hosting, Falkenstein, Germany — EEA), Stripe (payments), and Resend (transactional email). We never sell personal data.

Retention

Account data is kept while your organisation's account exists and deleted on verified request after closure. Backups cycle out on a fixed schedule. Contact messages are kept only as long as the conversation needs.

Your rights

Under UK GDPR you can request access, correction, erasure, restriction, or portability of your personal data, and object to processing. If you are staff inside an organisation, direct requests to your employer (the controller) — we will help them respond. You can complain to the ICO (ico.org.uk) at any time.