RosterFlow Privacy Policy

Last updated: November 28, 2025

1. Introduction

Welcome to RosterFlow. This Privacy Policy explains what personal information we collect from our users ("you"), who may be an Independent Worker, a business Owner, a Manager, or an Employee. It details why we collect it, how we use and protect it, and your rights over your data. By creating an account in our Application, you agree to the practices described in this policy.

For any questions about this policy or your data, you can contact us at: info@rosterflowapp.com.

2. Information We Collect

We collect information necessary to provide and improve our service. The information we collect depends on the mode you use.

2.1. Information You Provide Directly (All Modes)

• Account and Profile Data: Your name, email address, password, and (optionally) a profile picture.
• Support Communications: If you contact our support team, we will save the content of that communication.

2.2. Information for Independent Worker Mode

When you use the Independent Worker mode, we also collect:

• Your Billing Data: To populate your invoices, you may provide your full name, address, tax/ID document type and number, and phone number.
• Customer & Project Data: Information you save about your clients (including their legal/billing data) and the projects and tasks you manage.
• Financial Data: Data on your incomes, expenses, pending payments, and net profit calculations.
• Expense Tracking: Details of your expenses, including any images or tickets you upload from your device's gallery. (Requires Photo Library Permission).
• Invoicing Data: All details used to generate an invoice, including concepts, customizable tax rates, and your digital signature created on the screen.
• Calendar Data: Events, reminders, and notes you add to your personal calendar within the app.

2.3. Information for Company (Owner/Manager) Mode

When you use the Company mode as an Owner or Manager, we also collect:

• Organization Data: The company name, lists of team members (names, emails, roles), schedules, shifts, task descriptions, announcements, and your time-tracking settings (e.g., if GPS is required).
• Team Management: Invitation codes you generate, employee vacation/leave data, and your decisions on employee requests.
• Reports: You can generate time reports (Excel) based on your team's data.

2.4. Information for Employee Mode

When you use the Employee mode, we also collect:

• Invitation Code: The code you use to join your organization.
• Clock-in/out Data: The exact times you clock in and out.
• Request Data: Time-off, shift-change, or other requests you submit to your manager.

2.5. Information Generated In-App (All Applicable Modes)

• Chat Data: Group and private chat messages sent within an organization. This includes any images and files you choose to attach and share.

2.6. Information We Collect Automatically

• Device Information: We collect basic data about your device, such as the model and operating system, to diagnose errors and improve compatibility.
• Location Information (GPS) (Employee Mode Only): Only if your organization's Owner/Manager activates this feature and you grant explicit permission, we collect your GPS location at the precise moment of clocking in. This information is used exclusively to verify the clock-in location for the Owner/Manager. The app does not track your location in the background.
• Advertising Identifiers (Independent Worker Mode Only): If you use the free version of the Independent Worker mode, we and our advertising partners (like Google AdMob) may collect a device identifier (like IDFA or AAID) to show you personalized advertisements. You can manage your consent for this in the app's settings.

3. How and Why We Use Your Information

We process your data to execute the service we offer you.

3.1. To Provide the Independent Worker Mode

• To create and manage your profile, clients, and projects.
• To generate, sign, and manage invoices (as drafts, sent, or paid).
• To track your finances, calculate profits, and manage expenses (including storing your attached tickets).
• To manage your personal work schedule in the calendar.

3.2. To Provide the Company & Employee Mode

• To create and manage your user account and profile.
• To allow Owners and Managers to create organizations, invite members, and build schedules.
• To allow Employees to view their schedules, clock in, and manage their requests.
• To show Owners/Managers the clock-in status, including the location on a map if the feature is active.
• To facilitate private and group communication (chat) within an organization.
• To allow Owners/Managers to create announcements and track read-status.
• To generate time reports (Excel) for payroll and management.

3.3. For Payments and Monetization

• (Independent Mode) Advertising: To maintain the free version of the Independent Worker mode, we display ads using Google AdMob.
• (All Modes) In-App Purchases & Subscriptions: We use the Apple App Store (iOS) and Google Play Store (Android) native payment systems to process all financial transactions, including the Premium upgrade for Independent Workers and the monthly/annual Subscriptions for Company Owners. RosterFlow does not collect, access, or store your credit card or payment information; this is handled securely and exclusively by Apple or Google.

4. With Whom We Share Your Information

• With Other Users in your Organization (Company/Employee Mode): Your name, role, and schedules are visible to other members of your team, according to the permissions set. Your clock-in location (if active) is visible to Owners/Managers. Your private chat messages are visible only to you and the recipient(s); Owners or Managers cannot access them.
• Service Providers: We use trusted providers who help us operate:
  • Supabase: For all backend infrastructure, database, and authentication.
  • Google AdMob: To serve ads only in the free Independent Worker mode.
  • Apple & Google: To process all payments and subscriptions securely.
• For Legal Reasons: If required by law or to protect the safety of our users.

5. Your Rights Over Your Data

You have control over your information:

• Right to Access and Rectify: You can access and edit your profile information (name, photo, billing data, etc.) at any time from the Application settings. You can also change your email and password.
• Right to Data Portability: You have the right to receive your data in a structured, commonly used format. You can do this at any time by using the 'Export my data' (as JSON) feature in the app's settings.
• Right of Erasure ("Right to be Forgotten"): You can delete your account at any time from the app settings. This action is permanent and irreversible and will delete all your personal data associated with your profile and any data you own (like an Independent Worker's financial data or an Owner's organization data).

6. Data Retention

We keep your data as long as your account is active. If you are an Employee and are removed from an organization, your data related to that organization (like shifts and clock-ins) is retained for the Owner's business records, but your personal account remains yours. If you delete your account, all your personal data will be permanently erased in accordance with our data deletion cycle.

7. Children's Privacy

Our service is not intended for children under 16. We do not knowingly collect information from minors.

8. Changes to this Policy

We may modify this Policy. We will notify you of any significant changes through the Application or by other means.