Privacy Policy

Last updated: May 04, 2024

This Privacy Policy explains how personal data is collected, used, stored, and protected when you use the ProRota platform and related services. It is intended to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

ProRota is a proprietary cloud-based workforce management platform.

The ProRota platform is operated under licence by:

Nexverse Ltd
Company Number: 15382362
Registered in England and Wales
Registered Office: Epic House, G5, 18 Darnall Road, Sheffield, England, S9 5AB

When this Privacy Policy refers to “ProRota”, “we”, “us”, or “our”, it refers to Nexverse Ltd in its capacity as platform operator. All intellectual property rights in the ProRota platform remain with the software owner.

2. Data Protection Roles

Depending on how ProRota is used, Nexverse Ltd acts in different roles:

Business Customers (Primary Use Case)

  • Customer: Data Controller
  • Nexverse Ltd: Data Processor

Where ProRota is used by organisations to manage their workforce, the customer determines the purposes and means of processing personal data.

Platform Administration & Support

Nexverse Ltd acts as a Data Controller for:

  • Account administration
  • Billing
  • Support communications
  • Platform security and monitoring

Where required, Nexverse Ltd enters into a Data Processing Agreement (DPA) with business customers.

3. Personal Data We Collect

3.1 Information You Provide

This may include:

  • Name
  • Email address
  • Phone number
  • Job role
  • Login credentials
  • Workforce records uploaded by customers

3.2 Usage Data

Collected automatically and may include:

  • IP address
  • Browser type and version
  • Device identifiers
  • Pages visited
  • Date, time, and duration of visits
  • Diagnostic and performance data

3.3 Mobile Application Data

With your permission, the mobile application may access:

  • Location data (for attendance and site-based features)
  • Images or files uploaded as part of platform functionality

You may disable these permissions via your device settings.

4. How We Use Personal Data

We use personal data to:

  • Provide and operate the ProRota platform
  • Manage user accounts and subscriptions
  • Deliver contracted services
  • Communicate service updates and security notices
  • Provide customer support
  • Monitor platform performance and security
  • Comply with legal and regulatory obligations

We do not sell personal data.

5. Lawful Bases for Processing

We process personal data under the following lawful bases:

  • Performance of a contract
  • Legitimate interests (platform security, improvement, support)
  • Legal obligations
  • Consent (where required)

6. Sharing of Personal Data

We may share personal data only where necessary:

  • With service providers (hosting, email delivery, infrastructure)
  • With authorities where legally required
  • In connection with corporate transactions (e.g. merger or asset sale)
  • With customer authorisation

All third parties are subject to appropriate data protection obligations.

7. Data Retention

Personal data is retained only for as long as necessary to:

  • Provide the Service
  • Meet contractual obligations
  • Comply with legal requirements
  • Resolve disputes

Usage data is typically retained for a shorter period unless required for security or compliance.

8. International Transfers

Personal data is primarily processed in the United Kingdom. Where data is transferred outside the UK, appropriate safeguards are implemented to ensure compliance with UK GDPR.

9. Your Data Protection Rights

You have the right to:

  • Access your personal data
  • Request correction or deletion
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent where applicable

Requests can be made via the contact details below.

10. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

  • Encrypted connections (SSL/TLS)
  • Role-based access controls
  • Secure hosting infrastructure
  • Access monitoring and logging

No system is 100% secure, but we take reasonable steps to protect your information.

11. Children’s Privacy

ProRota is not intended for use by individuals under the age of 13. We do not knowingly collect personal data from children.

12. Links to Third-Party Sites

Our Service may contain links to third-party websites. We are not responsible for their privacy practices.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “Last updated” date.

14. Contact Us

For privacy or data protection enquiries:

Email: contact@prorota.app
Website: https://prorota.app