Privacy Policy

1. Introduction & Scope

MYROSTER LIMITED ("we", "us", or "our") operates the website https://myroster.health (the "Site"), the MyRoster.Health web workforce platform, the tablet kiosk clock-in station, and the native iOS and Android mobile applications (collectively, the "Service"). This policy outlines how we collect, use, store, and protect personal information across the Site and the Service in accordance with the Privacy Act 2020 of New Zealand and the Privacy Act 1988 of Australia (including the Australian Privacy Principles).

Where a care facility or healthcare employer uses MyRoster.Health to schedule staff, record attendance, or prepare payroll exports, we process workforce records on behalf of that employing facility as well as to operate, secure, and support the Service.

2. Information We Collect

Depending on whether you visit our Site, administer a facility, or use the workforce web, kiosk, or mobile application as a staff member, we collect and process:

• Website Inquiries: Name, email address, phone number (optional), company/organisation name, and message details submitted via the "Contact Us" or "Request Information" forms on our Site.
• Workforce Profile, Roster & Leave Records: Staff name, email address, phone number, employment classification, role and skill qualifications, rostered shifts, availability preferences, leave requests, incident reports, and policy acknowledgements entered by an employing facility or staff member.
• Timesheets, Kiosk & Mobile Attendance: Clock-in and clock-out timestamps, declared arrival times when a clock-in was missed, break durations, shift notes, community visit check-ins (including optional advisory press-time GPS location coordinates when used for community care visits), and offline punch records temporarily queued on a device until connectivity returns.
• Optional Kiosk Punch Photos & Biometric Face Matching: When enabled by a facility, kiosk clock events may capture a verification photograph. Automated biometric face matching is strictly opt-in and only operates after a staff member records explicit consent. Staff may decline or withdraw face-matching consent at any time in-app or through their facility administrator without losing access to PIN or account clock-in.
• Installed App Security, Passkeys, App PIN & Push Tokens: Cryptographic WebAuthn passkey public keys, hashed device PIN unlock credentials, and Apple Push Notification service (APNs) or Firebase Cloud Messaging (FCM) device tokens used to authenticate your device and deliver shift, timesheet, and leave notifications.
• Facility AI Assistant (When Enabled): Operational questions, prompts, and conversation history submitted by authorised users within an enabled facility.

3. Purpose of Collection & Use

We collect and use personal information solely for the purpose of:

• Responding to inquiries about MyRoster.Health and providing requested information;
• Operating roster scheduling, shift swaps, open-shift claims, leave workflows, timesheet verification, award interpretation, and payroll preparation for the employing facility;
• Authenticating users via password, WebAuthn passkey, device biometric passkey, or app PIN, and delivering workplace push or email notifications;
• Maintaining security, attendance, and administrative audit logs and diagnosing technical support issues.

4. How We Use, Isolate, and Store Your Information

• No Marketing or Advertising Tracking: We do not use workforce or inquiry data to send unsolicited marketing, and we do not include third-party advertising SDKs, cross-app tracking, or data-broker sharing in our web, kiosk, or mobile applications.
• No AI Model Training: Workforce records and AI Assistant conversations are never used to train public or foundation AI models, and one facility's data is never exposed to another facility.
• Storage, Isolation & Support Access: Facility records are logically isolated in encrypted cloud databases and object storage. Access within a facility is governed by role-based permissions configured by the employing organisation. Authorised MYROSTER LIMITED support engineers may access facility records solely as required to provide customer-requested support, system maintenance, and security administration.
• Retention: Because employment, timesheet, and healthcare rostering records are subject to statutory record-keeping obligations in New Zealand and Australia, workforce records are retained while the employing facility account remains active or as instructed by the employing facility, unless earlier deletion is requested and permitted by law.

5. Your Rights, Consent Controls & Account Deletion (Privacy Act 2020 & Privacy Act 1988)

Under the New Zealand Privacy Act 2020 and the Australian Privacy Act 1988, you have the right to:

• Request access to the personal information we hold about you;
• Request correction of any inaccurate or out-of-date information;
• Manage or withdraw optional consents (including biometric face matching, registered passkeys, app PIN unlock, and push notifications) directly in-app under Account & Security or your staff profile;
• Request deletion of your user account or personal information by contacting your employing facility administrator or our Privacy Officer. Where statutory employment or payroll record-keeping laws require an employer to retain historical attendance or pay records, we will deactivate login credentials, remove optional biometric and device tokens immediately, and coordinate with the employing facility on any remaining statutory retention obligations;
• Lodge a complaint if you believe your privacy has been breached.

To exercise these rights, please contact our Privacy Officer at: support@myroster.health, or call 0800 124 451, 9am to 5pm, Monday to Friday.

6. Cookies & Local Device Storage

Our Site and Service use essential session cookies and local device storage (such as offline kiosk punch queues and installed-app PIN unlock state) required for authentication, security, and offline reliability. You can manage browser cookies through your browser settings, though disabling essential cookies may prevent sign-in.

7. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

8. Contact Us

If you have questions about this Privacy Policy, please contact us:

• Company: MYROSTER LIMITED
• Company Number: 9433652
• Email: support@myroster.health
• Phone: 0800 124 451, 9am to 5pm, Monday to Friday
• Registered Office Address: Prosser Quirke, 6 Blake Street, Rangiora, 7400, New Zealand