Rotagap Ltd
Last Updated: April 2025
Rotagap is committed to protecting your privacy and handling your personal data in a transparent, secure and lawful manner. This Privacy Policy explains what data we collect, how we use it, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions about this policy, please contact us at: Email: support@rotagap.com
1. Who We Are
Rotagap Ltd (“Rotagap”, “we”, “us”, or “our”) provides workforce technology solutions to healthcare and shift-based organisations, including a platform to help manage shift cover, internal and agency staffing, compliance, and invoicing.
2. What Data We Collect
We may collect and process the following types of personal data:
- Identity and contact data: Full name, job title, organisation name, email address, and phone number
- Login credentials: Usernames and secure, hashed passwords
- Platform usage data: Login activity, shift requests, form submissions, and messages within the platform
- Device and technical data: IP address, browser type, operating system, and usage analytics
- Marketing and communication preferences: Your opt-ins or opt-outs for receiving updates or content from us
- We do not collect or process special category data (e.g. health records or biometric data) unless required under specific client agreements, and only under strict legal and contractual safeguards.
3. How We Collect Your Data
We collect your data in the following ways:
- When you sign up to use Rotagap as a client, partner or agency
- When you submit a form on our website (e.g. “Book a Demo” or “Contact Us”)
- When you correspond with us by email or phone
- When you use our platform or engage with our support team
- Via cookies and similar tracking technologies on our website (see Section 8)
4. How We Use Your Data
We only use your data when legally permitted to do so. The most common uses are:
- To provide you with access to our platform and services
- To manage our relationship with you, including onboarding, support and billing
- To respond to enquiries or demo requests
- To send service updates, training information or news you’ve opted into
- To analyse usage and improve our platform and services
- To comply with legal or regulatory obligations
- We will never sell your data or share it with third parties for advertising purposes.
5. Lawful Bases for Processing
We process personal data under the following lawful bases:
- Contractual necessity: to deliver our services under an agreement
- Consent: where you have opted into communications or demo requests
- Legal obligation: where required by law or regulatory authorities
- Legitimate interest: to improve our platform, ensure security, and support service delivery
6. Data Sharing and Transfers
We may share your data with:
- Subprocessors and service providers (e.g. hosting providers, CRM systems) under strict confidentiality and data protection agreements
- Legal or regulatory bodies when required to comply with obligations
- Our professional advisors, where necessary for legal or financial reasons
- Your data may be transferred outside the UK, but only where appropriate safeguards (such as Standard Contractual Clauses) are in place.
7. Data Retention
We retain your data only as long as necessary for the purposes we collected it, including legal, accounting or reporting requirements. If you close your account or end your agreement with us, we’ll delete or anonymise your data in accordance with our retention policy.
8. Cookies and Tracking
Our website uses essential cookies for performance, as well as analytics cookies (e.g. Google Analytics) to understand usage. You can control cookie settings via your browser or device. For more, see our [Cookie Policy].
9. Your Rights
Under the UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate or incomplete data
- Request erasure of your data (“right to be forgotten”)
- Object to or restrict processing
- Request transfer of your data (“data portability”)
- Withdraw consent at any time (where processing is based on consent)
- To exercise any of these rights, please email support@rotagap.com.
- You also have the right to complain to the Information Commissioner’s Office (ICO) at http://www.ico.org.uk if you believe we’ve mishandled your data.
10. Contact Us
For questions or concerns about this Privacy Policy, or to exercise your rights, please contact:
