Privacy Policy

Who this policy covers

Roster Hub is operated by Euphoria Support Services. In this policy, “Roster Hub”, “we”, “us” and “our” refer to the operator of the Roster Hub service.

Roster Hub is a workforce, rostering and record-management platform used by Australian organisations, their workers, participants, family members and approved coordinators. An organisation using Roster Hub is responsible for deciding what information its authorised users enter and for having a lawful basis to manage that information.

Information we collect and hold

Depending on your role and the features your organisation uses, we may collect and hold:

• identity and contact information, including name, email, phone number, address and account identifiers;
• employment and workforce information, including availability, qualifications, screening, documents, rosters, timesheets, kilometres, allowances and payroll-ready records;
• participant and care information, including plans, goals, risks, consents, medication, incidents, support notes and other health or sensitive information entered by authorised users;
• user content, including shift notes, messages, forms, signatures, photos, receipts, certificates and other uploaded files;
• foreground precise or approximate location snapshots when a worker chooses to clock in or clock out. Roster Hub does not continuously track or request background location;
• subscription and entitlement information. Payment-card details are handled by the relevant app store or payment provider and are not stored by Roster Hub;
• technical, security and diagnostic information, including device and browser details, IP address, audit events, operational errors and push-notification tokens.

How information is collected

We collect information directly from users, from the organisation that creates or manages an account, from device permissions a user chooses to grant, and from connected services an authorised manager chooses to use. We may also receive information from invitation recipients, approved family or coordinator users, and support enquiries.

If you provide information about another person, you should be authorised to do so and should make sure they receive any required privacy notice.

Why we use information

We use personal information to provide and secure the service; manage accounts and access; publish rosters; support clock-in and clock-out; retain shift, care and compliance records; prepare timesheets, claims and exports; deliver notifications; provide support; prevent misuse; meet legal obligations; and improve reliability.

We do not sell personal information, use third-party advertising trackers, or use personal information for cross-company advertising.

Service providers and disclosures

We disclose only the information reasonably needed to operate a requested feature, comply with law, protect people or the service, or follow an authorised organisation’s instructions. Providers may include:

• Supabase for authentication, databases and file storage;
• Vercel for application hosting and delivery;
• Google Firebase for Android push notifications;
• Apple for Apple sign-in, notifications and App Store entitlements;
• Resend for transactional email and Twilio for SMS, when configured;
• Anthropic for an AI-assisted feature only after that feature is enabled and the authorised user requests the processing;
• authorised accounting or payroll services, such as Xero, QuickBooks Online, MYOB or Employment Hero, only when an authorised manager connects and uses that integration.

We may also disclose information to professional advisers, regulators, courts, emergency services or law-enforcement bodies where required or authorised by law, and as part of a properly managed business transfer.

Overseas processing

Some providers operate in Australia, the United States and other countries. As a result, personal information may be processed or stored outside Australia. We select providers and configure access with regard to the sensitivity of the information, but overseas recipients may be subject to the laws of their location.

Security, offline use and retention

Roster Hub uses HTTPS transport, role-based access, tenant boundaries, server-side authorisation, audit controls and restricted production access. Android cloud backup and device transfer exclude app sessions and protected offline evidence. No online service can guarantee absolute security.

We retain information while an account is active and for as long as reasonably required for service delivery, dispute handling, backup recovery and legal, employment, safeguarding, taxation, insurance or record-keeping obligations. When information is no longer required, we take reasonable steps to delete or de-identify it. Some shift, incident, medication, audit and financial evidence cannot be immediately removed where retention is legally or operationally required.

Your choices and rights

You can decline optional camera, location and notification permissions, although the related feature may then be unavailable. Organisation managers control many workspace records and access settings.

You may ask for access to or correction of personal information, raise a privacy concern, or request account deletion through the app or by contacting us. We may need to verify your identity and may refer workspace-record requests to the organisation responsible for that workspace. Legal retention requirements may limit deletion.

Privacy complaints and data breaches

Email admin@euphoriass.com.au with “Privacy” in the subject. Describe the issue and how we can contact you. We will acknowledge and investigate the concern and aim to provide a response within a reasonable period.

If you are not satisfied, you may contact the Office of the Australian Information Commissioner at oaic.gov.au. Where the Notifiable Data Breaches scheme applies, we will assess suspected breaches and notify affected people and the OAIC when required.

Changes to this policy

We may update this policy when the service, providers or legal requirements change. The current version and its update date will remain available on this page.