Privacy Policy

1. What information we collect

We collect the following types of information when you use Smart Roster Pro:

• Account information: Your name, email address, and password (or Google OAuth profile) when you create an account.
• Business data: Employee names, availability, roles, and roster configurations that you enter into Smart Roster Pro.
• Usage data: How you interact with the platform, including pages visited, features used, and actions taken. This helps us improve the product.
• Payment information: Billing details are collected and processed securely by Stripe. We do not store your full credit card number on our servers.
• Device and browser data: IP address, browser type, and device information collected automatically when you access the service.

2. How we use your information

We use the information we collect to:

• Provide, operate, and maintain the Smart Roster Pro service, including generating rosters and processing exports.
• Process your payments and manage your subscription.
• Improve and develop new features based on how the platform is used.
• Communicate with you about your account, service updates, and support requests.
• Detect, prevent, and address technical issues and security threats.

3. Third-party services

We use the following third-party services to operate Smart Roster Pro. Your data may be processed outside of Australia, including in the United States:

• Stripe (United States) — Processes payments securely. Stripe's privacy policy applies to payment data they handle.
• Vercel (United States) — Hosts the Smart Roster Pro web application.
• Neon (United States) — Hosts our PostgreSQL database where your account and business data is stored.

We do not sell, rent, or share your personal information with third parties for their marketing purposes.

4. Cookies and tracking

Smart Roster Pro uses cookies in a limited way:

• Session cookies: Essential cookies used to keep you signed in and maintain your session. These are required for the service to function.
• No third-party tracking cookies: We do not currently use any third-party advertising or analytics tracking cookies.

If we introduce analytics or tracking in the future, we will update this policy and notify you.

5. Data security

We take the security of your data seriously. All data is encrypted in transit using HTTPS/TLS and encrypted at rest in our database. Access to production systems is restricted and monitored. While no system is 100% secure, we implement industry-standard measures to protect your information.

6. Your rights

You have the right to:

• Access the personal information we hold about you.
• Correct any inaccurate or incomplete information.
• Export your data in a portable format at any time.
• Delete your data and close your account by contacting us.

To exercise any of these rights, email us at hello@smartrosterpro.com. We will respond within 30 days.

7. Data retention

We retain your personal information and business data for as long as your account is active. If you close your account or request deletion, we will delete your data within 30 days, except where we are required by law to retain it (for example, billing records for tax purposes).

8. Children's privacy

Smart Roster Pro is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with their information, please contact us and we will promptly delete it.

9. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email at the address associated with your account. We encourage you to review this page periodically for the latest information.

10. Contact us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Email: hello@smartrosterpro.com

Operator: Vinh Ngo Gia (sole trader), ABN 97 340 199 407