Roster Architect

OffDuty — Privacy Policy

OffDuty is the staff companion app for Roster Architect, the workforce scheduling platform by 9MB Project Limited. This Privacy Policy covers the OffDuty mobile app.

Last updated: August 2026 · rosterarchitect.com

1. Introduction

9MB Project Limited ("Company", "we", "us") operates Roster Architect and OffDuty (collectively, the "Service"). This Privacy Policy describes how we collect, use, and protect your personal data in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong ("PDPO").

2. Information We Collect

We collect the following types of information:

Account Information: Email address, display name, and authentication credentials provided during registration.
Roster Data: Shift assignments, leave records, duty requests, and swap requests created within the Service.
Device Information: Device type, operating system, push notification tokens, and calendar sync preferences (OffDuty app only).
Usage Data: Pages visited, features used, and interaction patterns to improve the Service.
Work area (optional): The district or area where you work, chosen from a fixed list. Not a precise address and never an employer. See section 3.

3. Work area

Work area— we ask for the district or area where you work, not a precise address or employer.

We use it to:

(a) calculate commute times and departure alerts for your shifts; and
(b) suggest venues, dining and activities near your work area or your group's meeting point when planning a hangout.

To do this we may share your area and rough time window — never your name, roster, employer or contact details — with mapping, transport and venue partners who supply availability and location data. Partners may change over time; the purpose stays the same.

Precise work and home locations (Premium).If you turn this on, we store the exact place you pick for a shift and for home, so we can calculate door-to-door travel time instead of an area-to-area estimate. We store the coordinates and the map provider's place identifier for the place you choose — we do not ask for, derive or store your employer. You can switch back to area-only at any time, which deletes the stored points. Turning this off does not affect anything else in the app.

4. How We Use Your Information

To provide, maintain, and improve the Service.
To process roster generation, shift scheduling, and related requests.
To send push notifications for swap requests, duty request periods, and service updates.
To enforce our Terms of Service and protect against fraud or abuse.
To comply with legal obligations.

5. Data Processor Obligations (PDPO)

For organizational rosters, 9MB Project Limited acts as a Data Processor. We do not sell staff personal data to third parties.

Where 9MB Project Limited processes personal data on behalf of an organization ("Data User") through the Roster Architect platform, we act as a Data Processor under the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong.

As a Data Processor, we:

Process personal data only on the documented instructions of the Data User (organization).
Implement appropriate technical and organizational measures to protect personal data.
Do not sub-process personal data without prior written authorization from the Data User.
Assist the Data User in responding to data subject access requests.
Delete or return personal data upon termination of the service agreement.

6. Device Permissions (OffDuty Mobile App)

The OffDuty mobile application requests the following device permissions only when you actively use the related feature. All access is on-device and we do not transmit, store, or share captured media or device-side data on our servers unless explicitly stated.

Calendar:Requested if you choose to mirror your OffDuty schedule into your device's native Calendar. Events are written to the calendar you select; we do not read events from your existing calendars. You can disable calendar sync in OffDuty Settings at any time, after which we stop writing new events.
Notifications:Requested so we can send push notifications for swap requests, duty request periods, group event invitations, and roster updates. Notifications are delivered via Apple Push Notification Service (iOS) or Firebase Cloud Messaging (Android). Push tokens are stored with your account so we can route messages to your device. You can disable notifications in OffDuty Settings or your device's system settings at any time.
Photo Library / Files (Roster Architect web only): When an organization manager uses the optional staff-list import OCR feature in Roster Architect, the selected image is uploaded to our servers for text recognition and is then deleted within 30 days. This permission is not requested in the OffDuty staff mobile app.

7. Data Sharing and Disclosure

We do not sell your personal data. We may share data with:

Your Organization: If you are paired with an organization via OffDuty, your organization manager can view your roster assignments and requests.
Workgroup Members: Calendar data shared within workgroups is subject to the privacy settings you configure per group.
Service Providers: Third-party infrastructure providers (hosting, authentication, payment processing) who process data on our behalf under appropriate agreements.
Legal Requirements: When required by law, regulation, or legal process.

8. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. Upon account deletion or organizational offboarding, we will delete or anonymize your personal data within 90 days, unless retention is required by law.

Group and hangout chat.Messages you send in a group or hangout conversation are stored on our servers only long enough to reach the other members' devices — about five days for a group conversation, and shortly after the event ends for a hangout conversation. Your own device keeps its copy for longer; the server copy is deleted automatically.

How we measure chat. Before those messages are deleted, we count them to understand how the feature is used. What we keep is aggregate: how many messages were sent on a day, what kinds of message they were, how many people took part, and which websites were linked to. These records contain no message text, no names, and no sender identity, and group identifiers are stored only as an irreversible hash.

Feedback about the app.If a message specifically names this app, we keep a short excerpt of it so we can act on problems people report. Excerpts have email addresses, web links and long number sequences removed, are never stored with the sender's identity, and are deleted after 180 days. Messages that do not name the app are counted but never quoted or stored. Access is limited to our own staff and every access is logged.

9. Security

We implement industry-standard security measures including encryption in transit (TLS), encrypted storage, access controls, and regular security assessments. However, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.

10. Your Rights

Under the PDPO, you have the right to:

Access the personal data we hold about you.
Request correction of inaccurate personal data.
Request deletion of your account and associated data.
Withdraw consent for push notifications or calendar sync at any time via the app settings.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified via the Service or by email. Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact

For questions about this Privacy Policy or to exercise your data rights, please contact 9MB Project Limited at support@9mbproject.com.