1. The Architectural Premise: Data Minimization

GlassRota applies data minimisation to rota planning. It is a diagnostic planning interface, not a payroll system of record, and it does not process payroll. Routine scheduling does not require payroll bank details or government identifiers; customers should not enter those details into GlassRota.

2. Our Role in the Ecosystem

GlassRota processes operational rota data and also processes account, billing and service-operation data. The applicable contract and privacy documentation govern each party's data-protection responsibilities. Your HR or payroll platform remains the system of record for payroll.

3. The Telemetry We Collect

To run our algorithmic validation models, we require only the operational data necessary to compute a schedule. We collect and store:

• First Name and Initial/Last Name.
• Operational Role or Department.
• Contracted baseline hours and maximum legal working thresholds.
• System utilization data (manager login frequency, audit logs, and UI interaction telemetry to optimize algorithmic performance).

4. The Telemetry We Refuse

GlassRota does not need the following information for routine rota planning. Customers should not enter it into GlassRota:

• National Insurance Numbers, Social Security Numbers, or equivalent government identifiers.
• Bank account details, tax codes, or financial routing information.
• Home addresses, personal phone numbers, or demographic data.
• Health records or right-to-work documentation.

5. Infrastructure and Access Controls

GlassRota's server-side Cloud Functions in the current application source are configured in the europe-west2 region. The service also uses specialist providers, including Stripe for billing and Resend for service email.

• Authenticated access: Firestore rules require an authenticated user and enforce venue membership and role checks for protected data operations.
• Venue access: Access to protected venue data is based on the venues linked to the signed-in user's account and the permissions associated with that role.
• Supplier boundaries: Billing and service-email data may also be processed by the relevant provider under its applicable terms and safeguards.

6. Data Retention and Erasure

An authorised venue owner can request deletion of a venue and its associated rota data. GlassRota does not currently promise an automatic purge within a fixed period after subscription termination. Contact hello@glassrota.com for a deletion request or the applicable retention terms.

1. The Service Boundary

GlassRota is a B2B SaaS platform providing algorithmic scheduling diagnostics and labor optimization tools for the hospitality sector. GlassRota acts as a pre-publication planning environment and validation engine. We provide the mathematical modeling; you make the final operational decisions.

2. Limitation of Operational Liability

GlassRota identifies potential cost inefficiencies, budget overruns, and compliance risks (such as consecutive shift violations or legal rest period breaches) based on the operational parameters configured by your management team. However, GlassRota is not a substitute for your legal counsel or internal HR compliance department.

• The final decision to publish a schedule rests entirely with your Operators.
• GlassRota Ltd assumes zero liability for labor disputes, compliance fines, wage discrepancies, or operational financial losses incurred following the use or misuse of our software. Your legacy HR platform remains your definitive system of record and ultimate compliance authority.

3. Commercial Terms & Subscription Mechanics

• The Trial: The 14-Day Free Trial provides unrestricted access to the GlassRota Enterprise suite. Upon expiration, access to the active planning environment will be frozen until a valid payment method is authorized.
• Billing: Subscriptions are billed monthly in advance.
• Cancellation: You operate on a rolling monthly contract. You may terminate your subscription at any time. We do not provide prorated refunds for partially utilized billing cycles.

4. Uptime & Architectural Availability

GlassRota does not currently offer a contractual uptime SLA, guaranteed performance regardless of load, or a fixed maintenance-notice period. Availability depends on GlassRota and the service providers used to operate it.

5. Intellectual Property & Acceptable Use

The algorithms, UI design, validation logic, and diagnostic methodologies are the exclusive intellectual property of GlassRota Ltd. You may not:

• Reverse engineer, decompile, or attempt to extract the source code of the Auto-Assign engine or validation matrix.
• Resell, sublicense, or white-label the software without an explicit Enterprise Partnership agreement.
• Utilize automated scraping tools against our infrastructure or APIs.

6. Termination of Access

We reserve the right to immediately terminate or suspend access to the platform for any organization found to be actively attempting to breach tenant isolation protocols, uploading malicious payloads, violating acceptable use policies, or failing to meet commercial billing obligations.