Privacy Policy

1. About This Policy

ROVYN (ABN 85 581 687 451) operates the TaskForceOne service (ROVYN, we, us). This policy explains how ROVYN handles personal information through the public website, mobile applications, and workforce platform. We handle personal information under this policy and, where applicable, the Privacy Act 1988 (Cth), the Australian Privacy Principles, contractual privacy obligations, and other applicable law.

Privacy enquiries can be sent to [email protected].

2. Our Role and the Customer's Role

ROVYN determines how it handles website enquiries, account administration, subscriptions, security records, and its direct customer relationship.

For workforce information, the Customer usually decides why information is collected, who can access it, which features are enabled, and how it is used for work. ROVYN handles that information to provide the configured service and follow the Customer's instructions. Employees and contractors should usually direct workforce-record questions to their organisation administrator first.

A Customer's employee-record exemption, if any, does not automatically apply to ROVYN. Our Data Processing Addendum describes the parties' responsibilities in more detail.

3. Information We Collect

Account, organisation, and subscription information

• name, email address, phone number, profile image, password hash, authentication identifiers, and security settings;
• organisation name, business details, address, industry, locations, timezone, and roles or permissions;
• billing contact, plan, invoices, subscription events, tax information, and payment tokens handled by Stripe;
• support messages, survey or partnership responses, and related correspondence; and
• records of legal acceptance, including document version, time, IP address, user agent, acceptance source, and account or organisation snapshot.

Workforce information supplied by Customers and users

• worker identity, contact details, position, workplace, employment type, pay method, rates, contracted hours, status, and access credentials or identifiers;
• rosters, shifts, availability, open-shift claims, swaps, leave requests, approvals, and comments;
• clock-in and clock-out events, breaks, timesheets, original and adjusted times, adjustment reasons, rounding, approvals, and audit history;
• messages, chats, attachments, reactions, read receipts, presence, and notification preferences;
• staff requirement records, licences, certificates, expiry dates, documents, signatures, reviewer notes, reminders, and approval or rejection history;
• payroll-provider identifiers, settings, earnings rates, pay calendars, leave types and balances, export payloads, responses, status, and errors; and
• other files, images, notes, comments, or records a Customer or user submits.

Precise location at GPS clock-in

If a Customer enables GPS clock-in and a user submits a location-enabled clock-in, the record may contain precise latitude and longitude, device-reported accuracy, and distance from the configured workplace. The current feature records a location point associated with that clock-in; it is not described as continuous background tracking. Device and mapping conditions can make the record inaccurate.

Technical, device, and usage information

• IP address, browser, device, operating system, app version, locale, timezone, session, and request information;
• push-notification and device tokens;
• security, access, event, performance, error, and crash diagnostics; and
• feature interactions and workflow metadata needed to operate, secure, support, and improve the service.

Email communications and preferences

For service and optional marketing email, we may keep the recipient address and account association; the message type and provider identifier; delivery, bounce, complaint, and suppression status; and records needed to manage email preferences. Where a person opts into product news and offers, we also keep the consent wording and version, time, source, and later withdrawal or unsubscribe history.

4. How We Collect Information

We collect information directly from a person; from the Customer and its administrators; automatically from devices, browsers, and service use; from connected providers such as Stripe, Xero, or supported payroll services; and from people who contact support or submit a website form. Website support and industry design-partner submissions are routed to our team through Discord. A Customer may provide workforce information before the worker creates an account.

5. Why We Use Information

We use personal information to:

• create and administer accounts, organisations, permissions, subscriptions, and billing;
• deliver rostering, time, leave, messaging, document, award, costing, and payroll-integration workflows;
• send service, security, invitation, workflow, and support communications;
• send optional TaskForceOne product news and offers where the recipient has recorded that choice;
• manage email preferences, honour unsubscribe requests, prevent unwanted recontact, investigate complaints, and reconcile provider delivery events;
• authenticate users, prevent misuse and fraud, diagnose errors, and protect the service;
• provide support, investigate disputes, reconcile exports, and maintain audit evidence;
• improve usability and reliability using operational and aggregated insights;
• enforce agreements and exercise or defend legal rights; and
• comply with lawful requests and legal obligations.

Optional marketing email can be stopped using the unsubscribe link in the message, account preferences, a valid request sent to support, or mailbox-provider one-click unsubscribe where supported. Factual account, security, billing, invitation, payroll, and workflow messages may still be sent where needed to provide or secure the service and where they contain no promotional content.

We do not sell personal information. We do not use Customer workforce information to train unrelated third-party machine-learning models.

6. Automated Processing and Significant Decisions

ROVYN may use personal information and Customer settings through TaskForceOne to calculate labour-cost estimates and pay interpretations, detect roster or time conflicts, create warnings, apply configured rounding or approvals, and suggest workflow actions. Inputs may include roles, classifications, rates, shifts, hours, breaks, availability, leave, location records, and Customer-configured rules.

ROVYN supplies those outputs to authorised Customer users; it does not independently hire, discipline, terminate, classify, roster, or pay a worker. Customers must use meaningful human review for significant employment and pay decisions and should give affected people a way to raise incorrect data or results.

7. When We Disclose Information

We may disclose information:

• within the Customer account according to configured roles and permissions;
• to providers in our Service Provider and Subprocessor Register for hosting, storage, email, billing, notifications, diagnostics, mapping, support, authentication, and integrations;
• to a provider the Customer chooses to connect or an adviser acting for the Customer;
• to professional advisers, insurers, financiers, or a buyer in a genuine corporate transaction under confidentiality protections;
• where reasonably necessary to address fraud, abuse, security, safety, or a legal claim; and
• where required or authorised by law.

8. Overseas Processing

We do not represent that all information remains exclusively in Australia. Email, storage, monitoring, mapping, payment, mobile, support, authentication, and integration providers may process or support limited data from Australia, the United States, and other countries in which they or their providers operate.

9. Security

Technical safeguards used by the service include transport encryption, role-based access, credential and integration-token protections, security logging, and error monitoring. Security is shared with Customers and users, who must secure accounts, devices, roles, integrations, and downloaded data. No online service can guarantee absolute security.

10. Retention

We retain information for as long as reasonably needed for the Customer's active service, the purposes in this policy, Customer instructions, security, billing and tax records, backup cycles, dispute resolution, and applicable legal obligations. Retention differs by record and account state.

• Active organisation and workforce records generally remain available while the Customer maintains them in the service.
• Closing or archiving an account does not immediately erase every roster, timesheet, message, attachment, audit, consent, integration, or billing record.
• Some short-lived import files, deleted attachments, and orphaned requirement files are eligible for operational cleanup after their configured windows.
• Backups may contain deleted or de-identified records until the relevant backup ages out.
• We may retain limited records to meet law, prevent fraud, establish acceptance or marketing consent, continue honouring an unsubscribe or suppression, investigate security or complaints, or resolve a dispute.

Employers may have obligations to retain time and wage records for seven years. The Customer—not ROVYN—decides which employment laws apply and must export and retain its required records. ROVYN does not promise that every workforce record will remain accessible for seven years after subscription termination.

11. Access, Correction, Export, and Deletion

You may ask to access or correct personal information ROVYN controls directly. For workforce records controlled by a Customer, first contact an organisation administrator; we will assist the Customer where reasonably needed.

Account deletion may revoke access and de-identify account and membership fields while preserving Customer-controlled workforce records, messages, and audit history. See Account Deletion for current behavior. We may need to verify identity and authority before acting and may refuse or limit a request where law permits, explaining why where required.

12. Privacy Complaints

Email [email protected] with “Privacy Complaint” in the subject. Describe what happened, the relevant Customer organisation, dates, and the outcome you seek. We will acknowledge the complaint, investigate it with the relevant Customer or provider where necessary, and communicate an outcome within a reasonable period.

If you are not satisfied, you may be able to complain to the Office of the Australian Information Commissioner or another regulator with jurisdiction.

13. Data Breaches

We assess suspected breaches and notify affected Customers promptly where their information is materially affected. Where the Notifiable Data Breaches scheme applies and an eligible data breach is established, the responsible entity will make notifications required by law. Our DPA explains Customer cooperation.

14. Young Workers

TaskForceOne is a business workforce service, not a consumer service directed to children. A Customer may invite a young worker where lawful. The Customer is responsible for age-appropriate notices, permissions, parental involvement, supervision, and workplace-law requirements. A parent, guardian, or young worker with a concern should contact the Customer and may also contact us.

15. Cookies and Changes

Our Cookie Policy describes cookies and browser storage. We may update this Privacy Policy to reflect legal, provider, or service changes. We will update the date above and give Customers reasonable notice of material changes where required or practicable.

16. Contact

Privacy questions, requests, and complaints can be sent to [email protected]. Please do not email identity documents or sensitive workforce records unless we ask for them through an appropriate channel.