Privacy Policy
This policy explains what personal information FairRota collects, how we use it, and the choices you have. It covers the fairrota.com website and the FairRota scheduling application (the "Service"), offered by [Company legal name] ("FairRota", "we", "us").
Our role
Most information in FairRota is put there by a medical group or hospital (our "Customer") to schedule its own staff. For that information, the Customer decides what is collected and why, and we process it on the Customer's behalf as a service provider. If you are a staff member and have questions about your schedule data, contact your group's FairRota admin first. For our own website visitors, pilot sign-ups and sales contacts, we decide how information is used.
What we collect
Information Customers and Users put in the Service
- Profile details: name, user code, role, work email, mobile number (if the User opts in to texts), employment status, FTE, credentials and shift preferences.
- Scheduling records: shift assignments, time-off requests and approvals, swaps, pick-ups, absence codes, notes and the change history.
Information collected automatically
- Sign-in and security logs: time of sign-in, IP address, browser and device type.
- Basic usage information, such as which pages are used, to keep the Service working and improve it.
Information you send us directly
- Your name, work email, organization and message when you contact us or join the pilot.
What we don't collect
FairRota is not built for patient information. Our Terms ask Customers not to enter protected health information (PHI) or other patient details. We do not knowingly collect information from anyone under 18.
How we use information
- To run the Service: build and show schedules, send notifications Users choose, and keep a record of changes.
- To keep the Service secure: prevent misuse, investigate problems and protect accounts.
- To support Customers and respond to questions.
- To improve the Service, using de-identified and aggregated information where possible.
- To meet legal obligations.
We do not sell personal information, share it for cross-context behavioral advertising, or use Customer Data to train AI models offered to others.
Text messages and email
Users receive text messages only after opting in. Message frequency varies with schedule activity. Message and data rates may apply. Reply STOP to opt out or HELP for help. We do not share mobile numbers or opt-in consent with third parties for their marketing.
Who we share information with
We share information only with service providers that help us run the Service, under contracts that limit their use of it, when the Customer directs us to, or when the law requires it. Our current providers:
| Provider | Purpose | Location |
|---|---|---|
| [Hosting provider] | Application hosting and database | [United States] |
| [Email provider] | Schedule and account emails | [United States] |
| [SMS provider] | Text message notifications | [United States] |
| [Error monitoring] | Finding and fixing errors | [United States] |
If FairRota is involved in a merger or sale, information may transfer to the new owner under this policy.
How long we keep it
We keep Customer Data while the Customer's account is active. When it ends, the Customer can export its data for [30] days, then we delete it. Backups expire within [35] days. Security logs are kept for [12 months]. Some records may be kept longer if the law requires.
Security
We protect information with encryption in transit and at rest, role-based access, sign-in protections, an append-only change history, and limited staff access. No system is perfectly secure. If a breach affects your personal information, we will notify the Customer and, where required, the people affected.
Your choices and rights
- Users can update notification settings in the Service and opt out of texts at any time.
- For schedule data, ask your group's admin to view, correct or delete your information. We will help the Customer respond.
- California residents have rights under the California Consumer Privacy Act (CCPA), including the right to know, delete and correct personal information, and to not be discriminated against for using these rights. We do not sell or share personal information as those terms are defined in the CCPA.
To make a request, email [privacy@fairrota.com]. We will verify your request and reply within the time the law requires. You may use an authorized agent.
Cookies
The Service uses cookies that are needed to keep you signed in and to protect your account. [If analytics are added: name the tool, what it measures, and how to opt out. Add a cookie notice if required.]
Changes
We will post any changes here and update the date above. If a change is material, we will tell Customers by email or in the Service before it takes effect.
Contact
[Company legal name], [business address]. Email [privacy@fairrota.com].