Privacy Policy

Roster Insight is a workforce management application operated by Trivoxtech (“we”, “our”, “us”). The App is used by organisations to provide workforce and site-based functionality to their employees.

Roster Insight does not independently collect personal data.

All personal and operational data displayed in the App is provided and controlled by the organisation (employer) using the underlying Workforce Management System (WFMS).

Trivoxtech acts as a data processor on behalf of the organisation.

1. Data Processed by the App

The App processes the following data as provided by the employer’s WFMS:

a. Employee & Workforce Data

• Name and employee identifier
• Shift bookings, attendance, and working hours
• Holiday and employment-related requests (e.g. P45, P60)

b. Operational & Site Data

• Book on / book off records
• Check calls and patrol activity
• Site incidents, inspections, vehicle checks
• Alarm attendance sheets
• Daily occurrence entries
• Site and employee documents

c. Technical Data

• Device type and operating system
• App diagnostic and error logs
• Push notification delivery tokens

2. Push Notifications (Firebase)

Roster Insight uses Firebase Cloud Messaging (FCM) to deliver notifications such as:

• Shift alerts
• Reminders
• Operational messages

Firebase processes device tokens and notification delivery status only. No workforce or employment data is shared with Firebase.

3. AI Data Agent

The App includes a read-only AI data agent.

• AI accesses only data already available to the authenticated user
• AI cannot modify, submit, or delete data
• AI responses are informational only
• No automated decision-making occurs

4. Purpose of Processing

Data is processed solely to:

• Display workforce and site information
• Enable attendance and operational actions
• Support communication and notifications
• Maintain app security and performance

5. Legal Basis (UK GDPR)

Processing is based on:

• Performance of a contract (employment/workforce management)
• Legitimate interests of the organisation
• Legal obligations

6. Data Sharing

Trivoxtech does not sell personal data.

Data may be shared only:

• With the organisation managing the workforce
• With essential service providers (e.g. Firebase)
• When required by law

7. Data Security

We apply appropriate safeguards including:

• Secure authentication
• Role-based access
• Encrypted communication

8. Data Retention

All data retention policies are determined by the organisation using the WFMS.

Trivoxtech does not independently retain workforce data.

9. User Rights

Requests relating to access, correction, or deletion of data must be directed to the employer or organisation, who is the data controller.

10. Children’s Privacy

Roster Insight is not intended for users under 16.

11. Contact