Privacy Notice

TeZe Ltd (trading as RotaPulse, "we") provides a fatigue risk scoring platform to UK organisations. TeZe Ltd is registered in England and Wales, company number 17137231, registered address 66 Paul Street, London, EC2A 4NA. When you use our website or service, we act as a data controller for our own business records and as a data processor for the workforce scheduling data your employer (our customer) uploads.

Our registered email address for privacy matters is compliance@rotapulse.co.uk.

We keep the scope small on purpose. The categories below cover every routine operation of the service.

• Account data. Name, email address, password hash, workspace role, sign in timestamps.
• Workforce schedule data. Worker identifiers (name or initials), job type, shift start and end, break minutes. This is uploaded by our customer.
• Derived fatigue scores. The FI and RI values the engine produces from the schedule data, plus the engine and profile version used.
• Audit events. Who did what inside the app and the internal admin panel, retained for security and compliance purposes.
• Technical telemetry. Minimal server logs needed to run the service: IP address, user agent, request path, status code.
• Calculator mailing list. If you tick the box on a free calculator result asking for it by email, we store your email address, the exact consent wording you ticked and when, and which calculator page you were on. Nothing else: not the shift you scored, not your IP address, not your browser.

We do not use third party analytics or advertising cookies. We do not attempt to fingerprint visitors.

• To provide the service (UK GDPR Art. 6(1)(b), performance of a contract). Account data, schedule data, derived scores.
• To meet our legal obligations (Art. 6(1)(c)). Audit retention, responding to lawful requests.
• For our legitimate interests (Art. 6(1)(f)). Operating security, detecting fraud, improving reliability. We balance against the rights of data subjects and will stop any activity a customer reasonably objects to.
• With your consent (Art. 6(1)(a), and PECR regulation 22). The calculator mailing list only. We email you the result you asked for and occasional RotaPulse notes on fatigue scoring and UK fatigue rules, because you ticked a box that said so. Every email carries a one-click unsubscribe link, and withdrawing consent that way stops the emails at once.

• Customer workspace data: for the life of the contract, deleted within 30 days of termination unless the customer requests export first.
• Audit events: 12 months, then aggregated for statistics only.
• Server logs: 30 days.
• A rota you upload to the free calculator and choose to save before signing up: held for 24 hours so it can be imported into your new workspace, then deleted whether or not you finish. Nothing is kept from a rota you score without saving.
• Calculator mailing list: until you unsubscribe. The unsubscribe link in any email, or an email to compliance@rotapulse.co.uk, ends the emails at once. We keep the address marked as unsubscribed so it is never emailed again by mistake; ask and we delete it outright.
• Invoicing and tax records: 6 years, as required by HMRC.

All personal data is stored inside the United Kingdom: Supabase project hosted in eu-west-2 (London) and Vercel application hosted in lhr1 (London).

One transfer leaves the UK. If your workspace has switched on AI explanations, which are off unless an owner or admin turns them on, the scored data for a single shift is sent to Anthropic in the United States to generate the explanation text, and the result comes straight back. Worker names and references are removed first. Nothing is stored there by us. Section 7 sets out what this involves.

Only the subprocessors listed on the Subprocessors page, and only as needed to operate the service. We do not sell personal data. We do not use personal data to train machine learning models.

RotaPulse can write a short plain-English note explaining why one shift was flagged and what a scheduler could change. The feature is off by default and only runs for a workspace whose owner or admin has switched it on in Settings.

When it runs, this is exactly what happens:

• What is sent. The scored output for that one shift: Fatigue Index and Relative Risk, the component scores, shift duration, rest gap, job type, shift timing category and any threshold warnings.
• What is not sent. Worker names and worker references are stripped before the request leaves our servers. Job type is included, because advice that ignores the role would be poor advice.
• Who processes it. Anthropic PBC, in the United States, as a sub-processor under their Data Processing Addendum and the Standard Contractual Clauses incorporated into it. They do not train on data submitted through their API, and we do not use your data to train models.
• Accuracy. Every number in the returned text is checked against the data we sent, so the model cannot introduce a figure of its own.

Because the data still describes one identifiable worker's shift, we treat it as personal data throughout even though the name is gone. Switching the feature off stops these requests entirely.

Under UK GDPR you can request access, correction, deletion, restriction, portability, and object to processing. If you are using RotaPulse through your employer, please contact your employer first (they are the controller of your workforce data). For data we hold as a controller, email compliance@rotapulse.co.uk.

You can also complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

We use only the cookies required to run the service: a Supabase session cookie and its refresh cookie. No analytics, advertising, or tracking cookies are set.

RotaPulse is not directed at children. We do not knowingly collect data from anyone under the age of 16.