Privacy Policy

1. Information We Collect

Data You Provide

• Rota Data: Staff names, shift assignments, and absence information you enter
• Settings: Your preferences for the add-on functionality
• Backup Files: Optional backup copies of your rota sheets created in your Google Drive

Google User Data We Access

• Google Sheets content: The active spreadsheet where you run the add-on
• Google Drive files created by the add-on: Backup files and folders created for you
• Apps Script user properties: Your saved preferences for this add-on
• Email address: Used solely to link your Google account to your Stripe subscription

Data We Don't Collect

• Personal contact information beyond what you enter in your rota
• Payment card details (handled securely by Stripe — see Payment Processing below)
• Financial information
• Data from other Google services
• Your Google account credentials

2. How We Use Your Information

Your data is used solely to provide the Rota Manager functionality:

• Creating and managing rota sheets within your Google Sheets
• Calculating work hours and absence statistics from your entered data
• Applying shift patterns and bulk operations as requested
• Providing absence reports and analytics based on your data
• Managing your subscription via Stripe (using your email address only)

3. Data Storage and Security

Where Your Data is Stored

• Google Sheets: All rota data remains in your Google Sheets
• Google's Servers: Temporary processing data is handled by Google Apps Script
• Stripe: Subscription email and billing data (see Payment Processing)

Security Measures

• All data transmission uses HTTPS encryption
• Access is restricted to the specific Google Sheet you're working with
• No rota data is stored on external servers
• Google's security infrastructure protects your data

4. Permissions and Access

Rota Manager requests the following OAuth scopes:

• spreadsheets.currentonly: View and manage the active spreadsheet only — required to create rota sheets and manage shift data
• script.container.ui: Display the add-on UI inside Google Sheets — required to show dialogs and sidebars
• drive.file: Manage files created by the add-on — required to create and store optional backups in your Google Drive
• script.external_request: Make external network requests — required only for Stripe subscription management
• userinfo.email: View your primary Google email address — required to identify your subscription

5. Data Sharing and Disclosure

We do not sell, trade, or share your personal data.

Limited Sharing Scenarios

Your data may only be accessed by:

• You and authorized users of your Google Sheets
• Google as part of their Apps Script infrastructure
• Stripe for subscription billing (email address and subscription ID only)
• Legal authorities if required by law (we would notify you unless prohibited)

No Other Third-Party Access

We do not provide access to marketing companies, data brokers, analytics companies, or other app developers.

6. Payment Processing

Rota Manager offers a paid subscription (£5.99/month with 7-day free trial). All payment processing is handled securely by our third-party payment processor.

Stripe Payment Processing

• Payment Processor: Stripe, Inc. (https://stripe.com)
• What Stripe Collects: Your email address, payment card details, billing address, and transaction information
• We Do NOT Store: Your payment card details are never stored on our servers or visible to us
• Security: Stripe is PCI-DSS Level 1 certified (the highest level of payment security)

Subscription Management

• Customer Portal: You can manage your subscription, update payment methods, view invoices, and cancel anytime through Stripe's secure Customer Portal
• Data Shared with Stripe: We only share your email address and spreadsheet ID to link your subscription to your add-on usage
• Stripe's Privacy Policy: https://stripe.com/privacy

Refund Policy

• Free Trial: 7-day free trial — cancel anytime during trial with no charge
• Cancellation: Cancel anytime through the Customer Portal — access continues until the end of your current billing period
• Refunds: No refunds for partial months. You retain access until the end of your paid period
• Failed Payments: If payment fails, Stripe will retry automatically. Your subscription will be cancelled if payment continues to fail

7. Your Rights and Choices

Data Control

• Access: Your rota data is always visible in your Google Sheets
• Modify: Edit or delete any data directly in your sheets
• Export: Use Google Sheets' built-in export features
• Delete: Remove the add-on to stop all data processing
• Subscription Data Removal: Email us at staffrotamanager@gmail.com to request deletion of your Stripe customer record

Usage Analytics

Rota Manager keeps a small record of how the add-on is being used, so we can see where people get stuck and make it better. For each spreadsheet the add-on is used in, we store the date the trial started, the date it was last opened, how many separate days it has been opened, how many rotas have been generated, how many staff are on the list, and how many days something went wrong.

This is counting only. It contains no names, no shift data, no rota content and no email address, and none of it leaves Google's servers. You can turn it off at any time in Settings, under Privacy, and turning it off stops all of it. The record of your trial and subscription is kept either way, because it is how we know whether you have access.

If your trial ends, or you cancel, we ask one optional question about why you stopped, with a box for anything you would like to add. If you answer, we keep the reason you pick and what you type, and nothing else. You can close the box without answering, and you are only ever asked once.

8. Children's Privacy

Rota Manager is not intended for use by children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us immediately.

9. International Data Transfers

Your data may be processed in any country where Google or Stripe operates data centers. Both Google and Stripe maintain appropriate safeguards for international data transfers in compliance with applicable laws.

10. Changes to This Policy

We may update this privacy policy to reflect changes in our practices or for legal reasons. When we make changes:

• We'll update the "Last Updated" date at the top of this page
• Significant changes will be highlighted in the add-on
• Continued use constitutes acceptance of the updated policy

11. Compliance

This privacy policy complies with:

• GDPR (General Data Protection Regulation)
• UK GDPR and the Data Protection Act 2018
• CCPA (California Consumer Privacy Act)
• Google's Developer Policies
• Google Workspace Marketplace Requirements

12. Technical Implementation

Data Processing Details

• Processing Location: Google's Apps Script infrastructure
• Retention: Data is retained as long as you keep it in your sheets
• Backup: Use Google Sheets' version history for backups
• Encryption: All data is encrypted in transit and at rest by Google

Add-on Removal

To completely remove Rota Manager and stop all data processing:

1. Go to Extensions > Add-ons > Manage add-ons
2. Find "Rota Manager"
3. Click "Remove"
4. Confirm removal