Legal
How we handle information on the website and in the roster publishing service. Updated 1 October 2026. Please read this before uploading personal information.
This policy covers the RosterField public website, enquiries, the /app/ service and the Android and iOS worker roster viewers when available, including administrator accounts and published worker rosters. RosterField operates under ABN 43 879 594 646. Contact info@rosterfield.com.au with privacy questions. If your employer or project administrator supplied your roster details, they may also be able to correct the source workbook.
Enquiries may include name, work email, company, role, industry, crew or project size, phone, workflow details and messages. Account and project setup can include names, emails, company and project details, login credentials (stored as password hashes), invitations, support messages and billing identifiers. The website and app may process technical data such as device/browser information, IP address, session identifiers and request or security logs.
Project administrators upload CSV or XLSX files that can contain employee numbers, names, employer, location, role, dates, shift or status codes, free-text fields and other content included in the workbook. The original upload, review selections, mapped entries and published versions may be stored. Do not upload information that is unnecessary for the roster; administrators are responsible for authority to provide employee data and for checking results before publishing.
Unfamiliar non-empty daily status values are preserved as cleaned source text unless a replacement is selected, and administrators are asked to confirm them before publication. Leaving a status mapping blank does not remove or redact its source value. Literal review corrections are applied to the draft without rewriting the original uploaded file; an intentionally blank source-cell correction can remove a value from the proposed entries but does not delete it from the stored original. Check free-text labels for sensitive information and use the retention or correction request process where necessary.
AI mapping assistance is disabled by default and is not used by the public demo. If enabled in a signed-in deployment, the service locally anonymises a structural sample from the selected worksheet, bounded to its first 40 physical rows and 40 columns, before sending it to OpenAI. Recognised header/status tokens and anonymous shape/equality markers may remain; names, employment identifiers, filenames, project details, notes and other arbitrary text are not submitted as raw values. The full workbook is not sent. The provider may process the sample outside Australia; ask us about the current deployment and provider arrangements before uploading data with specific restrictions. Suggested mappings do not replace administrator review.
The public demo starts with a fictional roster. If you choose a CSV or XLSX file, your browser sends it to the RosterField server for temporary import and review; it does not stay only in your browser. Use non-sensitive test data, not real employee information. Demo files are kept in separate private session storage, not in a live project or the production roster database. Files expire after 20 minutes and are removed on the next visit or a scheduled server cleanup; an idle site may retain expired files until cleanup runs. The demo uses a session cookie, does not create a worker link and cannot publish a roster.
We use information to respond to enquiries; create and secure accounts; invite users; manage projects, subscriptions and support; read and review uploaded rosters; publish selected date-window entries; display current rosters and site news; maintain version history; detect abuse; and comply with legal obligations. We do not sell roster data. Uploaded workbooks may have formulas: the importer uses saved cell results where available rather than calculating formulas and may warn about missing results.
We use account email addresses for verification, invitations and account activation notices. The uploader of a successfully published roster may receive a confirmation with a link to that project; worker details and the workbook are not attached. Company account administrators may receive factual subscription, payment-failure and overdue-grace-period notices. These service notices are distinct from optional product updates and do not contain promotional offers. Contact support about account messages sent in error.
If you use the product-updates request form, we store your name and email as a contact enquiry so our team can follow up. Submitting the request does not automatically add you to a mailing list. Ask us at info@rosterfield.com.au not to contact you about updates again.
Administrators have role- and project-based access in the app. A worker roster is different: a person with the project’s company/project link can reach its search page and search a name to see the corresponding published roster without signing in. Treat the link and displayed information as shareable with anyone who receives the link; do not use this feature for information requiring authenticated worker-only access. Prior versions remain available to authorised administrators unless deleted.
The Android viewer has no public store link yet and the iOS version is still in development. The mobile viewer uses the project QR link or manually entered company and project codes to request the current published roster from the RosterField service; it sends the selected worker name and, where needed, worker identifier to retrieve matching entries. The app can request camera access to scan a QR code; entering project codes is an alternative. The project reference, selected name and worker identifier can be saved on your device using its secure storage. Roster entries are held in memory while the app is open, not intentionally saved as a persistent offline roster. Network requests may generate the usual server IP and security logs. Mobile access does not verify a worker’s identity; treat project links and the displayed roster as shareable. Your device operating system and app-store provider may separately process installation and diagnostic information under their own policies.
Stripe processes subscription checkout and card payments; we receive payment and subscription status/identifiers, not full card numbers. We plan to use Hostinger for hosting; email delivery and other operational providers may also handle information on our behalf. The final hosting region, backup location and email provider have not yet been confirmed. Providers may process information outside Australia. Contact info@rosterfield.com.au for current provider locations before submitting sensitive data.
The app uses a session cookie to keep accounts signed in and uses security tokens to protect forms and worker searches. The public demo uses a separate short-lived session cookie to keep a test file available during review. Access controls, password hashing and CSRF protection are used, but no internet service can promise absolute security. Limit who receives worker links, use strong unique passwords, and notify us promptly if you suspect unauthorised access.
The app can save previously viewed worker roster pages in your browser’s offline cache. A cached page may be shown without a network connection for up to 24 hours after it was saved; the browser may retain the copy until its cache is cleared, even after the offline display window expires. Avoid using shared devices for sensitive rosters, and clear site data if a device changes hands. Publishing a new version does not immediately erase copies already cached on other devices.
Uploads and published roster versions can remain in the account as history; deleting a roster upload through the app removes that version and attempts to remove its stored file. Other account, transaction, operational and backup records may remain as required for service, security or legal purposes. No fixed universal deletion period is stated here. Contact info@rosterfield.com.au to ask about retention, backup deletion or account closure before uploading data with a specific retention requirement.
Email info@rosterfield.com.au to request access to or correction of information we hold about you, or to make a privacy complaint. Include enough detail for us to locate the record; we may verify your identity and coordinate with the project administrator where they supplied the data. We will review the request and respond in accordance with applicable law. If you are dissatisfied, you may contact the Office of the Australian Information Commissioner at oaic.gov.au.
We may update this policy when our service or data practices change. Review this page for the current version. Material changes affecting account users should also be communicated through the service or email where appropriate.
Continue exploring