Privacy policy

Published 17 October 2026, effective 2 November 2026. Until then, the version of 30 September 2026 applies.

Section 10 on the AI assistant was added on 23 September 2026 and applies from that date.

InShift (“we”, “the service”) is a SaaS platform for shift scheduling, available as a web app and a mobile app. This policy explains what personal data we collect, how we use it, who we share it with and what rights you have. By using InShift you agree to this policy.

1. Who the data controller is

The controller of your personal data is the InShift team. For privacy enquiries: support@inshift.app.

For the data you create inside your organisation's workspace (schedules, employee profiles, requests and so on) the controller is your employer. InShift acts as a data processor on their instructions.

2. What data we collect

2.1 Account data

  • email address and an encrypted password;
  • first and last name, optionally an avatar and a phone number;
  • your role in the organisation, location, job title, department.

2.2 Work data

  • shift schedules and hours actually worked;
  • time off, sick leave and shift swap requests;
  • comments and messages inside those requests;
  • clock in, break and clock out records, if your organisation has turned on attendance tracking. Section 9 covers this in detail.

2.3 Technical data

  • device identifiers and push notification tokens (APNs, FCM);
  • device type, OS version, app version, interface language;
  • service logs (sign in time, IP address) for security and diagnostics;
  • app health data: errors, crashes (via Google Firebase Crashlytics), screen load speed and feature usage events, so we can find and fix problems.

2.4 Questions to the AI assistant

  • the text of your question and a few previous messages of the conversation;
  • the page address, the language and, on the website, the price currency you see;
  • the assistant's answer, your rating of it and its technical data (model, timing);
  • on the website without signing in: a hash of your IP address that changes every day, instead of the address itself.

Section 10 describes the assistant in detail.

We do not collect location data, contacts, photos from your library (other than an avatar you upload yourself), health data, users' payment details, browsing history or advertising data.

The app asks for camera access, but we collect nothing from the camera either: it reads the check-in code on your own device, and the frame is never stored or sent anywhere. The same applies to a photo you take for your profile or a support request: only what you deliberately send reaches us.

3. What we use the data for

  • running the service itself: schedules, requests, profiles, messages;
  • authentication and protection of your account;
  • sending push notifications about new shifts, requests, swaps and replies, only after you allow them at operating system level;
  • support and messages about important changes to the service;
  • stability analysis and finding bugs in the app;
  • tracking working time and calculating pay from check-ins, if your organisation has turned on attendance tracking;
  • answering your questions with the AI assistant and improving the help centre from questions it could not answer;
  • meeting legal obligations.

4. Legal bases for processing

We process data on the basis of: (a) performance of the service contract with you or your organisation, (b) your consent, for example for push notifications and uploading an avatar, (c) legitimate interest, for security and diagnostics, (d) compliance with legal obligations, including an employer's duty to keep records of working time.

5. Who we share data with

We do not sell your data. We use only the processors we need:

  • Google Firebase Cloud Messaging (FCM) and Apple Push Notification service (APNs) to deliver push notifications to your device;
  • Google Firebase Crashlytics to collect app crash reports (no name or contact details, only technical data about the device and the error);
  • Our hosting provider (server infrastructure in the EU) to store the database and run the API;
  • Your organisation: administrators and managers can see work data within the limits of their permissions;
  • Google (Gemini API), our artificial intelligence model provider: it receives the text of your question together with excerpts from our website and help centre to write the assistant's answer (section 10);
  • Public authorities, only on a valid legal request.

6. Storage and security

Data is stored on servers in the European Union. Traffic between your device and our servers goes over HTTPS/TLS. Passwords are stored as bcrypt hashes. Access by InShift staff is strictly limited and logged.

We keep your data while you use the service. When you delete your account, your personal data is removed straight away, or within 30 days if you ask by email. Your organisation's work records (shifts, hours worked, pay and payments) stay with your employer, because the law requires keeping them longer (see section 7).

Inactive organisations. If an organisation is no longer used, we delete its data within the periods in sections 11.6–11.10 of the terms: an empty organisation on day 40 of silence; an organisation that never paid is archived on day 60 and deleted on day 90; an organisation that has paid is archived 12 months after the end of its paid period and deleted 30 days later. The owner gets an email first. We do not delete your account but detach it from the organisation, so you can join another team or create your own business. An account without an organisation that you have not signed in to for 12 months is deleted. We keep the organisation's invoices and payments for 5 years as required by law.

7. Your rights

  • get a copy of your data;
  • correct inaccurate data through your profile or through support;
  • delete your account and personal data: in the app under More →Delete account, or by email to support@inshift.app. Step by step instructions are on the account deletion page;
  • withdraw consent for push notifications in your device settings;
  • withdraw camera access in your device settings;
  • lodge a complaint with a data protection authority.

Deleting your account removes your sign-in and your personal data: email, password, Google sign-in, phone, photo, gender, date of birth, payout details and terminal PIN. Your employee record with your name stays with the organisation, together with shifts, attendance check-ins, time off, pay, payments and your messages in work chats: these are your employer's work and accounting records, which the law requires them to keep. To have those removed too, contact your employer. If you come back, your manager can send a new code for the same record.

8. Push notifications

Push notifications are sent only after you explicitly allow them. You can turn them off at any moment in your operating system settings. We use FCM (Android/Web) and APNs (iOS) for delivery and pass on the minimum needed: the device token and the content of the notification.

9. Attendance tracking

If your organisation has turned on attendance tracking, the app records when you clock in, take breaks and clock out. Your employer turns this feature on and is the controller of those records.

  • the time of the check-in, the location and the shift it belongs to;
  • how you checked in: the code on the tablet screen, or a staff number and PIN;
  • the device the check-in came from: the organisation's tablet or your phone.

The camera. It turns on only when you open the check-in screen yourself, and it reads the code on your device. The frame is not stored and is never sent anywhere: nothing reaches us from the camera except the check-in itself. You can refuse camera access: in that case use your staff number and PIN on the tablet instead.

We do not collect location data. The place is established by which tablet you walked up to, not by your phone's coordinates.

Your site manager and your organisation's administrator can see your check-ins. They are needed to track working time and calculate pay, so they stay in your employee record after you delete your account, like the rest of the organisation's work records.

A single check-in cannot be deleted on request: a wrong one is corrected by a manager, and the correction stays visible in the history. That protects you too, because nobody can change your working time unnoticed.

10. AI assistant

On the website, in the help centre and in the support chat, questions are answered by an assistant based on artificial intelligence. It answers only from the website and help centre materials, always says it is an AI and never presents itself as a person.

  • What we send. The text of your question, a few previous messages of the conversation and excerpts from our materials go to the model provider, currently Google (Gemini API), only to write the answer. In the web app and the mobile app, your role and the general setup state of your organisation (how many locations and people, no names) go with the question. Your organisation's data, such as rotas, check-ins or pay, is not sent to the provider: when the assistant checks it at your request, our server does that.
  • What we keep. The question, the answer and your rating of the answer, for as long as they help us improve the help centre. Questions from the web app and the mobile app are linked to your account: when you delete it, we unlink them from you, and they are deleted together with your organisation. Questions from the website are kept without a name or contact details, with a hash that changes every day instead of the IP address, so the address cannot be recovered and questions from different days cannot be linked.
  • What not to write. Do not put passwords, bank card details, health information or other sensitive data in your questions. If a question contains your personal data, write to support@inshift.app and we will delete it.
  • Limits. The assistant's answers are for information only and may contain mistakes. The prices and terms that apply are those published on the website: the assistant does not make agreements, change prices or give discounts.

Legal basis: your request, since you ask the question yourself, and our legitimate interest in improving the help centre. The assistant makes no decisions about you that have legal effects.

11. Children

The service is not intended for people under 16. We do not knowingly collect children's data. If you believe a child has given us their data, contact us and we will delete it.

12. International transfers

Where a processor outside the EU is involved (APNs, FCM or the Gemini API, for example), the transfer relies on standard contractual clauses or another legal mechanism provided for by the GDPR.

13. Changes to this policy

We may update this policy. We will announce material changes by email or in the app at least 14 days before they take effect. The current version is always available at https://inshift.app/en/privacy/.

14. Contact

For any privacy question write to support@inshift.app.