Privacy Policy

This Privacy Policy explains how Rinelo ("we", "us", or "our") collects, uses, stores, shares and protects your personal information when you use our shared calendar, rostering and shift-tracking service (the "Service").

By creating an account, downloading, accessing or using the Service, you agree to the practices described in this policy. If you do not agree, you must not use the Service. This policy is designed to be read together with our Terms and Conditions.

The Service is operated by the business identified in your account or subscription records. That business is responsible for how your personal information is handled.

This policy applies to:

• Registered account holders, including calendar owners and invited members.
• Crew members, workers and other individuals whose information is entered into the Service by an account holder.
• Visitors to our website or app who browse publicly available information.

If you are invited to a calendar or shift roster, the calendar owner is responsible for ensuring they have your consent or another lawful basis to add your details. We process that information on the owner’s instructions.

We collect several categories of information, described below.

3.1 Information you provide directly

• Account details: email address, password, display name and optional profile photo.
• Calendar and roster content: events, job sites, addresses, rosters, shift times, member permissions, comments, attachments and any notes you add.
• Shift-tracking information: clock-in and clock-out times, location coordinates, off-site trip reasons, break confirmations and timesheet approvals.
• Billing information: name, billing address, payment method details and transaction history. Full card numbers are handled by our payment processor; we do not store them.
• Support messages: any information you send when contacting us through the in-app Help & Support centre or by email.

3.2 Information collected automatically

• Device location: your location when you use clock-in, clock-out or job-site boundary features, only while those features are active and with your permission.
• Notification delivery details: a device or browser reference that lets us send alerts when you choose to receive them.
• Device and usage information: device type, operating system, app version, internet address, browser type, error information and overall usage figures. We use these only to keep the Service secure and reliable, never for marketing or advertising and never together with the information about how you found us.
• How you found us: when you create an account on our website, we may record the source, placement or campaign that brought you to Rinelo, or the website that referred you. We record this once and do not change it later.

We use the information about how you found us to understand which sources bring people to Rinelo and how those accounts use our plans. Only authorised Rinelo administrators can see the recorded source and overall figures, not what you browsed. If you do not create an account, we do not keep this information. Our phone apps do not collect this account-source information.

For this purpose, we do not use your internet address, device or browser details, browsing history, time spent on pages, private calendar activity, comments, files or location. We do not use it to build advertising profiles or target advertising. We do not send direct marketing messages by email, text message or app notification.

App crash reports

Phone app versions with crash reporting enabled send reports automatically to our crash diagnostic provider, including before you sign in. Reports can include details of where and why the app failed, what the app was doing, the app version, operating system and device type, random references for the app installation and periods of use, and whether the app was open or running in the background. We do not add your account details, calendar content, location or a history of your activities to these reports. Error details captured automatically may still contain information produced by other parts of the app. Crash reporting is separate from advertising tracking.

When automatic reporting is off, crash information may still be saved on your device and sent if reporting is enabled later. Your Notifications settings control alerts and do not control crash reporting.

3.3 Information from third parties

• Payment information from our third-party payment providers to process subscriptions and add-ons.
• Payroll and business information from Xero when a calendar owner connects their Xero account and chooses to export timesheets.

3.4 Legal acceptance records

When you are signed in and tick the box to accept the Terms and Conditions and this Privacy Policy, we keep a record of your agreement. It includes your account reference, the versions of both documents, when your agreement was received and how you accepted them. It may also include whether you used the website or phone app, your device platform, app version and a random reference for that app installation. This reference does not identify your device's permanent hardware.

We keep these records to prove that you agreed to the Terms and Privacy Policy version that applied to you, to administer your account and the Service, to resolve disputes, and to meet any legal or regulatory requirement. They are retained only for as long as reasonably necessary for those purposes or as required by law. Authorised Rinelo administrators can access these records; calendar owners and other ordinary users cannot see another person's record.

We use your personal information for the following purposes and on the following legal bases:

• To provide the Service — creating and displaying calendars, rosters, events and shifts, sharing them with invited members, and processing clock-in/clock-out data. This is necessary to perform our contract with you.
• To understand how people find us — we use the information described in section 3.2, together with account and plan records, to produce overall figures about where accounts came from and how they progressed through their plans. Only authorised Rinelo administrators can see this reporting. This is based on our legitimate interest in understanding how people find Rinelo, not in sending direct marketing messages or targeting advertising at you.
• To communicate with you — sending reminders, shift alerts, owner notifications, support responses and service updates. We rely on your consent for push alerts, or on our legitimate interest for essential service messages.
• To process payments — billing subscription fees and add-ons, managing renewals, cancellations and payment issues. This is necessary for the contract and to meet our legal obligations.
• To connect services you choose — exporting approved timesheet hours to Xero only when a calendar owner chooses to connect Xero.
• To improve and secure the Service — troubleshooting, analytics, fraud prevention and enforcing our Terms. This is based on our legitimate interest in running a safe and reliable service.
• To comply with law — responding to lawful requests, court orders or regulatory requirements.

Rinelo only accesses your device location when you actively use location-based clock-in, clock-out or shift-tracking features. We do not track your location continuously in the background.

When you clock in or out, your location may be recorded and shared with the calendar owner and any managers they appoint to verify attendance at job sites. You can turn off location access in your device settings, but clock-in, clock-out and job-site boundary features may then stop working.

We use location data only for shift verification and payroll accuracy, and we do not use it for advertising or unrelated profiling.

We do not sell, rent or trade your personal information. We only share it in the following circumstances:

• Calendar members: other members of calendars you create or join, based on the permissions set by the calendar owner.
• Crash diagnostic provider: our provider processes app crash reports to help us investigate failures and reliability. This may happen outside Australia.
• Service providers: trusted providers that help us run the Service, including hosting and storage providers, payment providers, Xero when connected by a calendar owner, and email and notification delivery providers. These providers only receive the information they need to perform their services and are contractually required to protect it.
• Advertising platforms: we have no advertising-platform connection and we import no data from one. We do not share your personal information with advertising platforms, ad networks or data brokers, and we do not sell it. If that ever changes, this policy will be updated first and the change will be subject to its own privacy and legal requirements. Section 16.1 explains possible future advertising changes for Free accounts; it does not change our current practices.
• Legal and safety purposes: law enforcement, regulators or other parties if we believe disclosure is necessary to comply with applicable law, protect our rights, prevent fraud, or protect the safety of users or the public.
• Business transfers: if we are involved in a merger, acquisition, asset sale or similar transaction, your information may be transferred as part of that deal, subject to confidentiality arrangements.

Our hosting providers store your information on behalf of the operator of Rinelo. We use security measures to protect it, including protecting information while it is sent and stored, limiting access, checking who signs in and keeping regular backups.

Our hosting providers may store or process information in several countries. When information is sent outside your country, we use appropriate safeguards, including contractual protections where required, to protect it.

No internet-based service can be guaranteed to be completely secure. You are responsible for keeping your account credentials safe and for using a strong, unique password. If you suspect your account has been compromised, contact us immediately through the Help & Support section.

We keep your information for as long as your account is active or as needed to provide the Service, resolve disputes, enforce our Terms, meet legal obligations or protect our legitimate interests.

Specific retention periods include:

• Account and profile information: retained while your account is active and for a reasonable period after deletion to handle disputes, recoveries or legal requirements.
• Calendar, event and shift data: retained according to the calendar owner’s instructions and deleted when the calendar or account is deleted, unless a longer period is required by law.
• Unpaid or past-due accounts: if payment is not received and the account remains in a past-due state, we will keep your account data, calendars, events, shift records and personal information for 30 days from the missed payment date. This gives you time to settle the balance, update your payment method or export important information. After 30 days, if payment is still not received, we may permanently delete the account and its data without further notice. Once deleted, the data generally cannot be recovered.
• Payment records: retained for as long as required by tax, accounting and financial regulations, even if the account is deleted.
• App crash reports: our crash diagnostic provider keeps crash details and associated references for 90 days before beginning deletion from its active and backup systems. This does not mean all copies are deleted immediately after 90 days.
• How you found us: the information recorded when you created your account is kept while the account exists and is deleted with it.
• Support messages: retained for as long as necessary to resolve your request and for a reasonable period afterward for quality and legal purposes.

If you delete your account, we will remove your personal information and calendar data from active systems within a reasonable time. Some residual copies may remain in backups for a limited period before being permanently deleted.

Depending on where you live, you may have rights regarding your personal information, which may include:

• Access: requesting a copy of the information we hold about you.
• Correction: updating inaccurate or incomplete information through the app settings or by contacting us.
• Deletion: asking us to delete your account and personal information, subject to legal or contractual exceptions.
• Restriction or objection: asking us to limit or stop certain uses of your information, including reporting on how accounts came to us.
• Data portability: receiving your data in a commonly used, machine-readable format.
• Withdraw consent: turning off notifications in the app settings or location access in your device settings. We do not send direct marketing messages or track your browsing for advertising.

You can exercise many of these rights directly in the app through Account and Notifications settings. For other requests, contact us through the Help & Support section. We will respond within the timeframe required by applicable law.

Rinelo saves small amounts of information on your device to keep you signed in, remember your preferences and keep the Service secure. Blocking this essential information can stop some features from working.

We do not save information on your device to measure browsing, track it for advertising or build advertising profiles. The information about how you found us, described in section 3.2, is kept with your account rather than on your device.

Information saved to keep you signed in is used only for that purpose.

You can manage or remove information saved by websites through your browser settings. Removing it may sign you out or reset your preferences.

If you opt in, we may send push notifications to your device for shift reminders, calendar alerts, owner notifications and important service updates. You can manage these preferences at any time in the Notifications settings.

The device or browser references used to deliver notifications are stored securely and used only for that purpose. If you turn off notification permission in your device settings, we will stop sending notifications to that device.

The Service may link to or connect with other services, including Xero, payment providers and mapping providers. Those services have their own terms and privacy policies. We do not control and are not responsible for their content, practices, privacy policies or availability.

When a calendar owner connects Xero, timesheet information is sent to the owner's Xero account under their control. We do not control how Xero handles that information.

Connecting Xero is optional. A calendar owner chooses whether to connect their Xero organisation to Rinelo. We do not access Xero information unless the owner completes that connection. If no owner connects Xero, this section does not apply to you.

When an owner connects Xero, we handle the Xero organisation's name and reference, and the payroll information needed to send approved timesheets to the right place. This may include pay calendars, selected employees, pay items, worker details, dates and hours. We also keep a record of the exports the owner has made.

We use this information only to operate the Xero connection, send the exports the owner requests and resolve problems. We do not sell Xero information, use it for advertising or use it to train artificial intelligence systems.

The owner must have authority to connect the Xero organisation and access and export the information involved. They must give workers and other people any notices, and obtain any permissions, required by law before exporting their information.

An owner can disconnect Xero at any time to stop future transfers from Rinelo to Xero. Information already sent remains in the owner's Xero account and is governed by Xero's own terms and privacy policy.

16.1 Future advertising changes for Free accounts

Current practices remain in effect. We currently have no advertising-platform connection and import no information from an advertising platform. We do not share personal information with advertising platforms, ad networks or data brokers, track browsing for advertising, or build advertising profiles. The current purposes, restrictions and safeguards described elsewhere in this policy continue to apply. This section describes possible future changes and does not say that a new advertising provider or tracking system is operating today.

Possible changes for Free accounts. To help fund and sustain the Free service, Rinelo may, at its reasonable discretion, introduce or change advertising providers, formats, placements and frequency for Free accounts. A future provider could include a third-party advertising network. Pro accounts remain ad-free. The Free-plan change provisions in section 16.1 of the Terms and Conditions explain the safeguards for changes that materially reduce an existing Free benefit or allowance. Advertising changes remain subject to those Terms, this policy and applicable law and platform requirements.

Disclosure before new data practices. Before introducing an advertising arrangement involving additional collection, use or disclosure of personal information, device information or advertising identifiers, we will assess the proposed arrangement and update all affected parts of this policy. Those updates will explain the providers or relevant recipient categories, the information involved, the purposes, relevant overseas handling and available choices. Depending on the proposed technology, information could include an IP address, approximate location derived from it, device or advertising identifiers, and interactions with advertising. These are examples of information a future arrangement might involve, not a statement that we currently collect or share it for advertising.

Notice, consent and platform permissions. We will provide any required notices and obtain any separate consents or platform permissions required by applicable law or platform rules before the relevant advertising requests or new processing begin. Where consent is required, the information and choices must relate to the actual proposed practice, and we will explain how to manage or withdraw that consent. Calling advertising non-personalised does not, by itself, mean that no device information or identifiers are processed or that no consent is required.

No blanket consent to future advertising. Accepting today's Terms or Privacy Policy does not provide advance consent to future advertising tracking, personalised advertising, sharing with a future ad network or a new use of existing information. We will not treat continued use, silence or acceptance of a general document update as a substitute for separate consent where it is required. The active acceptance process in section 16 remains applicable to material policy changes, in addition to any separate advertising choices or permissions.

Existing purpose restrictions. This future-change provision does not override the current restrictions on account-source information, calendar and attachment content, attendance location, Xero information, sign-in information or other data described in this policy. It does not authorise us to repurpose existing information for advertising without first establishing a lawful basis, providing required disclosures and obtaining any consent or permission that applies. We do not sell personal information.

Other Privacy Policy updates. This subsection concerns possible future advertising for Free accounts. Other updates, including changes concerning security, service providers, legal obligations or practices relevant to all users, may apply to any account type and remain subject to section 16. Changes to Free-plan features, file uploads or storage allowances are addressed in the Terms and Conditions; they do not themselves authorise a new use or disclosure of personal information.