Privacy Policy

InstantShift is used by employers (“account owners”) to roster their staff. Two groups have data in the system:

• Account owners, admins and managers who sign up and operate the app.
• Employees whose details are added by their employer so they can be rostered, clock in/out, and manage their availability and leave.

Where an employer adds employee data, that employer is responsible for having a lawful basis to do so and for informing their staff. InstantShift processes that data on the employer’s behalf.

We collect only what the app needs to function:

• Account & identity — name, email address, and (for login) a password stored only as a secure one-way hash by our authentication provider.
• Employee records — name, email, phone number, date of birth, employment type, pay award and classification, and pay rate. Date of birth is used to apply the correct age-based award rates.
• Rostering & time data — shifts, availability, leave requests, clock-in/out times, and timesheets.
• Kiosk PIN — a short numeric PIN used to clock in on a shared venue device.
• Device tokens — a push-notification token if you enable notifications on the mobile app.
• Technical data — IP address and standard request logs, used for security and rate limiting.

We do not collect location/GPS data, contacts, photos (other than an optional clock-in photo an employer may enable), advertising identifiers, or any special-category data beyond what is listed above.

• Generate and publish compliant staff rosters.
• Calculate pay estimates and produce timesheets under the relevant Modern Award.
• Let employees view schedules, set availability, request leave, and swap shifts.
• Send you notifications (in-app, email, and push) about schedule and leave changes.
• Export approved timesheets to your connected payroll system (e.g. Xero) at your instruction.
• Secure the service (authentication, rate limiting, abuse prevention).

We do not sell your personal information, and we do not use it for advertising.

We use a small number of trusted service providers to run InstantShift. They only receive the data needed to perform their function:

• Supabase — database, authentication, and file storage hosting.
• Vercel — web application hosting.
• Resend — transactional email delivery.
• Expo — mobile push-notification delivery.
• Xero — only when you connect a payroll account and choose to export timesheets. Data flows to Xero at your instruction.
• Fair Work Commission — we request published award rate data; no personal information is sent.

We may also disclose information if required by law, to protect our rights, or in connection with a business transfer. We do not otherwise disclose your data to third parties.

Data is hosted with Supabase in a data centre located in the Asia-Pacific region. Some providers (e.g. email and push delivery) may process limited data outside Australia. Where data is handled overseas, we take reasonable steps to ensure it is protected consistently with the APPs.

• Encryption in transit (HTTPS/TLS) for all connections.
• Row-level security so each business can only access its own data.
• Passwords stored only as secure hashes; we never see your plaintext password.
• Role-based access controls and rate limiting on sensitive endpoints.
• Regular database backups.

We retain data for as long as your account is active. Employment and payroll records may need to be retained by your employer for up to 7 years to meet Fair Work record-keeping obligations. When an account is closed, we delete or de-identify personal data within a reasonable period, except where we are required to retain it by law.

Under the Australian Privacy Principles you can:

• Ask what personal information we hold about you and request a copy.
• Ask us to correct information that is inaccurate or out of date.
• Request deletion of your information (subject to legal retention requirements).
• Opt out of non-essential notifications via your in-app notification preferences.

If your employer added your data, some requests may need to be directed to them as the account owner. Contact us and we will help route your request appropriately.

InstantShift is a workplace tool and is not directed at children under 13. Where an employer rosters a junior employee, that employee’s data is provided and managed by their employer.

We may update this policy from time to time. Material changes will be reflected by updating the effective date above, and where appropriate we will notify account owners.

Questions or requests about your privacy can be sent to privacy@instantshifts.app. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.