Privacy Policy – Yard Rota

Last updated: October 4, 2026

1. Overview

Yard Rota ("the App") is a shift planning and rota management tool used internally by shunters and other staff. It is available on the web, on iOS and Android, and on desktop (macOS and Windows). This privacy policy explains what data we collect, how we use it, and what rights you have.

By using the App, you agree to the collection and use of information as described in this policy.

2. Data We Collect

We may collect and store the following types of information:

• Basic account information (such as name or nickname, email address, role or team)
• Work-related data (such as shifts, availability, breaks, attendance, locations, and rota details)
• Photos you choose to provide (profile photo and PreCheck vehicle inspection evidence)
• Device and technical information (such as browser type, operating system, approximate time of access)
• Usage information (such as which screens you visit, actions in the App, error logs and crash reports)

Camera and photos: the App asks for camera access only to scan tug QR codes and take PreCheck photos, and photo library access only when you choose an image to upload. We do not access your camera or photos in the background.

We do NOT show third‑party ads in the App, and we do NOT track you across other companies' apps or websites.

3. How We Use Your Data

We use the collected data to:

• Provide and operate the App and its features (showing your rota, shifts, and team information)
• Manage access and permissions for different users
• Fix bugs, improve stability, and analyse how the App is used
• Communicate with you about important changes to the App (for example, outages or critical updates)
• Keep the service secure and prevent abuse

4. Legal Basis (if you are in the EU/UK)

If you are located in the EU or UK, we process your personal data based on:

• Performance of a contract or legitimate interest (to provide the App and organise work and shifts)
• Compliance with legal obligations (where applicable)

5. Data Storage and Security

We take reasonable technical and organisational measures to protect your data against loss, misuse and unauthorised access. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Data Sharing

We do not sell your personal data.

We may share your data only with:

• Service providers that help us run the App (for example, hosting or database providers), under appropriate data protection agreements
• Authorities or third parties where we are legally required to do so (for example, to comply with a legal request)

Within the App, some of your work-related information (such as your name and shifts) may be visible to other authorised users (for example, managers and colleagues who need to see the rota).

7. Data Retention

We keep your data for as long as it is necessary to provide the App and fulfil the purposes described in this policy, or as long as required by law. We may anonymise or aggregate data so that it can no longer be linked to you personally.

8. Deleting Your Account

You can permanently delete your account at any time inside the App: open Account (Profile) and tap Delete account, then confirm with your password. This removes your login, your name, email, profile photo, preferences, availability and personal notes. Vehicle safety records (PreCheck submissions, reported defects) and attendance or conduct records are kept for safety and legal reasons, but are anonymised and shown as "Deleted user".

If you no longer have access to the App, see Account deletion for other ways to request deletion.

9. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your data, where legally possible
• Object to or restrict certain processing
• Request a copy of your data in a portable format

To exercise these rights, contact us using the contact information provided in the App or through your manager. We may need to verify your identity before responding to your request.

10. Changes to This Policy

We may update this privacy policy from time to time. If we make significant changes, we will take reasonable steps to inform you (for example, inside the App or by updating the "Last updated" date above).

11. Contact

If you have any questions about this privacy policy or how we handle your data, email support@shunters.net or contact your manager or the App administrator.