1 Introduction
This policy covers the ScanRoster website at scanroster.com and the ScanRoster application. It describes what we hold, why, who else is involved, and what you can ask us to do about it.
This website runs no analytics, no advertising and no third-party trackers, and sets no cookies. The only thing it keeps in your browser is the pricing region you pick, and that never leaves your device.
Inside the product we hold what running a roster requires: your account, your properties, your employees and the attendance events behind their hours. We process it to run the service for you. We do not sell it, and we do not use it to train models for other customers.
2 Who we are
ScanRoster Ltd, 27 Old Gloucester Street, London WC1N 3AX, United Kingdom. For anything in this policy, write to tech@scanroster.com and a person on the team will answer it.
Our company registration number and the name of the data protection contact will be published here once confirmed. Neither is something to fill in with a plausible-looking value in a document people rely on. The address and email above are correct and reach us today.
3 Which part applies to you
- You are reading the website
- Sections 4, 5 and 9 cover everything that happens. There is very little of it.
- You are a customer
- Sections 6 to 15 cover your account and the data you put into the product. For your employees' data you are the controller and we are your processor.
- You are an employee of a customer
- Section 17 is written for you. Your employer decides what is held about you; we process it on their instructions.
4 This website
No analytics product, advertising network or third-party tracker runs on this site. We do not build a profile of visitors, and there is no cookie banner because there are no cookies to consent to.
Our hosting provider keeps standard server logs, which include IP addresses, as part of delivering and protecting the site. We do not use them to identify visitors.
5 When you contact us
The contact form asks for your name, email address and company, optionally a phone number and a topic, along with your message. That is sent to our inbox by email and used to answer you. It is not added to a marketing list, not sold, and not shared outside ScanRoster.
Your IP address is used briefly to rate limit the form, so one sender cannot flood it. It is not stored alongside your message. Enquiries are emailed rather than written to a database.
6 Account information
When a business signs up we hold the organisation name, the administrator's name and email address, a hashed password, the country and currency chosen, and the properties set up: name, city, time zone and the geofence pin and radius for each one.
Passwords are stored hashed with Argon2. We never see them and cannot recover them, which is why a forgotten password is reset rather than looked up.
7 Workforce and attendance information
For each employee a customer adds, the product holds what a roster and a pay run need: name and contact details, role and department, employment type, contracted hours, pay rate, and the properties they work at.
An attendance event records who scanned, when, from which registered device, and how far from the venue pin the scan happened, including attempts that were rejected. Location is captured at the moment of a scan to decide whether the person was inside the geofence. It is not continuous tracking: nothing is recorded between scans.
That record exists so an attendance dispute can be settled with evidence rather than memory, which is the point of the product. The scan token itself rotates and is verified against the server's clock, because a device clock is not trusted.
8 Device and technical information
Using the application involves the technical information any web service receives: IP address, browser and device type, and the times of requests. A device used for scanning is bound to an employee, so that a scan from an unrecognised device can be rejected.
If a scan is taken with no signal, it is queued on that device and sent when a connection returns. Until then it has not reached us at all.
10 How we use information
- To run the service: authenticate people, verify scans, build rosters, rank replacements for an uncovered shift, check working-time rules and produce payroll exports.
- To keep it secure and available: rate limiting, abuse prevention, debugging and backups.
- To bill for it, and to send service notices such as a price change or a security issue.
- To answer you when you write to us.
We do not sell personal data, we do not share it with advertisers, and we do not use one customer's data to build features or models for another.
11 Lawful bases
Where UK or EU data protection law applies, we rely on: contract, to provide the service a customer has signed up for; legitimate interests, to keep the platform secure and to answer enquiries; and legal obligation, for records we have to keep, such as those behind an invoice.
For employee data inside a customer's account, the lawful basis for processing is the customer's to establish as the controller. We act on their instructions.
13 How long we keep it
- Contact enquiries: in our inbox as long as the conversation is useful.
- Customer data: for the life of the account. After a cancellation it stays intact and exportable for 90 days, then it is deleted.
- Attendance events: for as long as the account holds them, because they are the evidence behind hours already paid. A customer can delete them sooner.
- Billing records: as long as tax and accounting rules require.
Ask us and we will tell you exactly what we hold about you.
14 Security
- Passwords hashed with Argon2, sessions in httpOnly cookies, and signed scan tokens that rotate.
- Tenant isolation enforced in the database itself with row-level security, so one organisation's rows are unreachable from another's session rather than merely unqueried.
- Transport encrypted end to end, and rate limiting on the endpoints that are open to the internet.
No system is perfectly secure. If a breach affects your data, we will tell affected customers and, where the law requires it, the relevant authority.
15 International transfers
ScanRoster is used by venues in several countries, and our providers operate infrastructure in more than one. Data may therefore be processed outside the country you are in, including outside the UK and the EEA. Where that happens, it is done under the transfer safeguards our providers offer for it.
If your organisation needs data held in a specific region, that is available as a data residency option on the Enterprise plan; talk to us before you sign up rather than after.
16 Your rights
You can ask for a copy of what we hold about you, ask us to correct it, ask us to delete it, or object to a particular use. Write to tech@scanroster.com and we will answer.
If you are in the UK or the EU you also have the right to complain to your data protection authority. In the UK that is the Information Commissioner's Office.
17 If you are an employee of a customer
Your employer decides what to put into ScanRoster about you and how long to keep it. We process it on their instructions, which means the fastest route to seeing, correcting or removing your data is to ask them.
If that does not resolve it, write to us and we will help, and we will tell your employer that you asked. What we cannot do is delete an employer's records at the request of a third party without their instruction.
18 Children's privacy
ScanRoster is a tool for businesses and is not directed at children. Accounts are held by businesses, and the employee records inside them are created by an employer. Where a customer employs someone below the age of majority in their country, that employee's data is handled the same way as any other employee's, under the employer's responsibility as controller.
19 Changes to this policy
If this policy changes in a way that affects what we do with your data, we will change the date at the top and tell account holders by email. Older versions are available on request.
20 Contact
Privacy questions go to tech@scanroster.com, or by post to ScanRoster Ltd, 27 Old Gloucester Street, London WC1N 3AX, United Kingdom. For anything else, the contact form reaches the same team. The agreement these sit under is the Terms & Conditions.
Back to top