Privacy notice

The short version: Backtime holds as little about people as a schedule can — a first name or working name, the unit someone rides with, and call/wrap times. No contact details, no addresses, no payroll, no documents. Data lives in the UK, is never sold or used for advertising, and belongs to the production that entered it.

Who is responsible for your data

Each production using Backtime is the data controllerfor the information it enters — names, units, schedules and accounts for its own team. KOTI Tech Ltd operates the Backtime platform strictly as that production's data processor: we store and display the data on the production's instructions and for no other purpose. If you appear in a schedule and want something corrected or removed, contact the production that runs it — they hold the relationship with you, decide what is entered, and can change or erase it directly in the app.

What the platform holds

• Schedule people: a name and a home unit. That is the entire record — by design there are no fields for contact details, dates of birth, addresses, financial or medical information.
• Free-text schedule content: block titles, notes and column labels are written by the production and may incidentally mention people. What goes in them is the production's choice and responsibility.
• Accounts: name, email address and a salted password hash for people invited to sign in.
• Audit trail: who changed what and when (including override reasons), kept so productions can answer for their own schedules.

Where it lives and who sees it

• Hosted in the United Kingdom (DigitalOcean, London region).
• Strictly separated per production — members of one production can never see another's data.
• Within a production, access follows the role the production assigned you: owner, editor or viewer.
• Never sold, never shared with advertisers, never used to train anything.
• If a production enables the optional plain-English schedule assistant, the text of a schedule request and the day's block list may be processed by Anthropic's Claude API to interpret the request. It is not used for training and is not retained beyond the provider's standard processing window.

How long it's kept

Data is kept while the production's workspace is active, and deleted when the production deletes it — the production controls its own retention. Deleting a person removes their name from every day and roster immediately. Backups are rotated on a rolling schedule and expire automatically.

Your rights

You have the usual UK GDPR rights — access, correction, erasure, restriction and objection. Because the production is the controller, exercise them with the production; as its processor we act on the production's instructions and will support it in meeting any request. If you believe your data is being misused you can complain to the ICO (ico.org.uk).

What we are not responsible for

To the fullest extent the law allows, KOTI accepts no responsibility for the content productions choose to enter into Backtime, for the accuracy of any schedule, or for decisions taken on the strength of one. Schedule outputs — including rule checks, overtime estimates and suggested shuffles — are planning aids, not legal, payroll or health-and-safety advice, and the production remains solely responsible for complying with working time rules, union agreements and its duty of care to its team. Nothing in this notice excludes liability that cannot legally be excluded.