RosterLoop Privacy Policy

How we collect, use, and protect your personal information.

Last updated: July 6, 2026

INTRODUCTION

RosterLoop LLC ("RosterLoop," "we," "us," or "our") respects your privacy and is committed to protecting the personal information of our customers and their users. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the rights you have over your data.

By creating an account or using the RosterLoop platform, you agree to the practices described in this Privacy Policy.

Who This Policy Applies To

RosterLoop is used by two types of people. Account owners and administrators are the businesses (such as Delivery Service Partners) that subscribe to RosterLoop and manage schedules for their workforce. Drivers and staff are the employees whose schedules, availability, and related information are managed within the platform by their employer.

If you are an account owner or administrator, your organization decides what data is entered into RosterLoop and is responsible for that data. If you are a driver or staff member, your information was provided to RosterLoop by your employer, who remains responsible for it. In that case, RosterLoop processes your data on your employer’s behalf. For requests about your personal data, you may contact your employer directly, or contact us at info@rosterloop.com and we will assist and coordinate with your employer as appropriate.

TABLE OF CONTENTS

1. Information We Collect

2. Payment Information

3. Cookies & Tracking Technologies

4. How We Use Your Information

5. Data Sharing

6. Data Security

7. Data Retention & Deletion

8. Your Rights

9. Children's Privacy

10. Changes to This Policy

11. Contact

1. INFORMATION WE COLLECT

Account & Profile Information

When you register for RosterLoop, we collect:

Full name and email address of the account owner
Organization name and business address (if provided)
User roles assigned within your organization
Login credentials (passwords are hashed and never stored in plain text)

Scheduling & Operational Data

In the course of using the platform, we collect and store:

Employee schedules, shift assignments, and attendance records
Call-out reports and availability submissions
Driver or staff names and roles as entered by account administrators

Usage & Technical Data

We automatically collect technical information when you use RosterLoop, including:

Device type, browser type, and operating system
IP address and approximate geographic location
Pages visited, features used, and session duration
Error logs and platform performance data

We do not collect sensitive personal data such as Social Security numbers, government-issued ID numbers, medical records, or financial account details beyond payment processing.

2. PAYMENT INFORMATION

All payments are processed securely through Stripe, Inc., a PCI DSS Level 1 certified payment processor. RosterLoop does not receive, store, or transmit full credit card numbers, CVV codes, or bank account details.

Stripe Privacy

https://stripe.com/privacy

Billing-related data such as subscription plan, payment status, and invoices are stored within RosterLoop's systems for account management purposes.

3. COOKIES & TRACKING TECHNOLOGIES

RosterLoop uses cookies and similar technologies to operate and improve the platform. Cookies are small text files stored on your device. We use:

Essential cookies — required for authentication and core platform functionality. These cannot be disabled.
Analytics cookies — help us understand how the platform is used so we can improve it (e.g., Google Analytics). These are anonymized and aggregated.
Preference cookies — remember your settings such as language and display preferences.

You can control non-essential cookies through your browser settings. Disabling certain cookies may affect platform functionality. We do not use cookies for advertising or cross-site tracking.

4. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

To create and manage your account and provide access to the platform
To deliver scheduling features, notifications, and alerts
To process subscription payments and manage billing
To respond to support requests and communicate with you about your account
To monitor and improve platform performance and security
To detect and prevent fraud, abuse, or violations of our Terms of Use
To comply with applicable laws and legal obligations

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

5. DATA SHARING

RosterLoop may share limited data with trusted third-party service providers who help us operate the platform. These providers are permitted to process data only as necessary to perform their services and are required to maintain appropriate data protection standards.

Application hosting — Hostinger (cloud hosting of the RosterLoop application and database)
Domain and network — Cloudflare, Inc. (DNS management and network security)
Payment processing — Stripe, Inc.
Email notifications and transactional messaging — Resend (Resend, Inc.)
Landing page and marketing site — Wix.com Ltd.
Mobile push notifications — Firebase Cloud Messaging (Google LLC)
Analytics — Google Analytics (anonymized and aggregated data only)

The current list of sub-processors above may be updated as our service evolves. Some of these providers, and members of our own team, may process data in the United States and other countries. Where data is transferred across borders, we take steps to ensure it remains protected in accordance with this Privacy Policy and applicable law.

We may also disclose information when required by law, court order, or government authority, or to protect the rights, property, or safety of RosterLoop, our users, or the public.

6. DATA SECURITY

We implement industry-standard technical and organizational measures to protect your data against unauthorized access, disclosure, alteration, or destruction. These include TLS encryption in transit, AES-256 encryption at rest, access controls, and regular security reviews.

No method of transmission or storage is 100% secure. If you believe your account has been compromised, please contact us immediately at info@rosterloop.com.

In the event of a data breach affecting your personal information, we will notify affected account owners without undue delay, and in any case within 72 hours of confirming the breach, describing the nature of the incident and the steps we are taking in response.

7. DATA RETENTION & DELETION

We retain personal and operational data only for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. Once data is no longer needed, it is automatically deleted according to the schedules below.

Automated Retention Periods

Data Category

Retention Period

Deletion Method

In-app messages and notifications

15 days

Automatic daily purge

Work shifts

180 days (6 months)

Automatic daily purge

User unavailability records

180 days (6 months)

Automatic daily purge

Confirmed weeks records

180 days (6 months)

Automatic daily purge

Audit logs

180 days (6 months)

Automatic daily purge

Incomplete registrations (users without a company)

30 days from registration

Automatic daily purge

Expired trial accounts

60 days after trial ends

Automatic deletion of company and all data

Canceled, unpaid, past due, or expired subscriptions

60 days after last paid billing period

Automatic deletion of company and all data

Password reset codes

Until expiration

Automatic deletion upon expiry

FCM push notification tokens

Validated weekly

Invalid tokens removed immediately

Account Termination & Cancellation

When a subscription is canceled, unpaid, or expires, the account enters a 60-day retention window. During this period, the account owner may reactivate the subscription and recover full access. After 60 days, the company account and all associated data are permanently deleted, including users and profiles, work shifts and schedules, positions and sites, messages and notifications, push notification tokens, audit logs and unavailability records, and subscription records.

Cascading Deletion

When a company account is deleted, all data linked to that company is deleted in a cascading manner. Individual users cannot delete their own accounts directly; account deletion is managed by the company owner or through the automatic retention processes described above.

8. YOUR RIGHTS

Depending on your location, you may have the following rights regarding your personal data:

Access — request a copy of the personal data we hold about you
Correction — request correction of inaccurate or incomplete data
Deletion — request deletion of your personal data (subject to retention requirements)
Export — export your scheduling data in CSV or Excel format
Restriction — request that we limit how we use your data in certain circumstances

To exercise any of these rights, contact us at info@rosterloop.com. We will respond within 30 days. Note that account owners are responsible for managing the data of users within their organization.

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act, including the right to know what personal information is collected and sold, and the right to opt out of the sale of personal information. RosterLoop does not sell personal information. For CCPA inquiries, contact info@rosterloop.com.

9. CHILDREN'S PRIVACY

RosterLoop is designed for use by businesses and is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal data, please contact us and we will delete it promptly.

10. CHANGES TO THIS POLICY

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. When we make material changes, we will notify account owners by email at least 14 days before the changes take effect. Continued use of the platform after the effective date constitutes acceptance of the updated policy.

The "Last updated" date at the top of this document reflects when the most recent revision was made.

11. CONTACT

For privacy-related questions, data requests, or to report a concern, please contact:

info@rosterloop.com

Website

www.rosterloop.com/privacy-policy

Address

RosterLoop LLC — Davie, Florida, USA