Privacy Policy

1. Who we are

This policy explains how RosterSwaps (“we”, “us”, “our”) handles your personal information. We are an independent crew tool and are not operated by, affiliated with, or endorsed by Qantas. We handle your personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

If you have any questions about this policy or your information, contact us at support@rosterswaps.com.

2. What information we collect

We collect only what we need to run the swap service:

• Account & identity details — your name, email address, Qantas staff/employee number, your password (stored only as a secure hash, never in plain text), and an optional Qantas work email if you choose to verify one.
• Professional details — your base, rank (CPT / F/O / S/O), aircraft type, salary band and planning divisor. We use these to work out which swaps are valid and legal for you.
• Roster information — the trips, sectors, sign-on/sign-off times, flight and duty hours, leave and ground duties from the rosters you upload or forward to us (for example to roster@rosterswaps.com). We use your flight and duty totals to check swaps against EBA flight- and duty-hour limits.
• Swap activity — the swap requests, bumps, external (off- system) swaps and trip watches you create on the platform.
• Usage analytics — anonymous-where-possible records of how the app is used (for example which features you open), along with a snapshot of your rank, base and aircraft type at the time. We use these to understand and improve the product.

3. Why we collect it

We use your information to:

• create and secure your account and sign you in;
• match incoming rosters to your account and show your roster back to you;
• find valid, “clean” swap candidates and check them against base, rest and EBA flight/duty rules;
• let you propose, accept, confirm and send swaps and bumps;
• send you the emails the service depends on (swap proposals, confirmations, reminders and account notices), subject to your notification preferences; and
• understand how the app is used so we can fix problems and improve it.

4. When we share your information

We never sell your personal information. Your personal contact details are only disclosed to another crew member when you explicitly authorise a specific swap with them.

We use a small number of trusted service providers to run the platform. They process information on our behalf and only as needed to provide their service:

• Clerk — secure sign-in, authentication and identity.
• Neon — managed PostgreSQL database where your account, roster and swap data is stored.
• Resend and Svix — sending the service emails described above and securely receiving the rosters you forward in.
• Vercel — application hosting and basic usage analytics.

Some of these providers may store or process data outside Australia. We may also disclose information where we are required to by law.

5. How long we keep it

We keep your account and roster information for as long as your account is active, and for a reasonable period afterwards so swap history makes sense to the people you swapped with. If you ask us to delete your account we will remove your personal information; some aggregated usage analytics may be retained in a form that is no longer linked to you.

6. Keeping your information secure

We take reasonable steps to protect your information. If we don't need it, we don't collect it, we only use in-email one-click action links which are hashed and expire, and access to the database is restricted. No system is perfectly secure, but we work to protect your information from loss, misuse and unauthorised access.

7. Your rights

Under the Australian Privacy Principles you can ask us to access the personal information we hold about you, and to correct it if it's wrong or out of date. You can update most of your details directly in your profile and settings. To make a request, or to make a privacy complaint, email support@rosterswaps.com and we'll respond within a reasonable time. If you are not satisfied with how we handle your complaint, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

8. Changes to this policy

We may update this policy from time to time. We'll update the “last updated” date above when we do, and significant changes will be communicated through the app.