Privacy Policy

1. The short version

Rotabook runs on your own computer, so your shop’s operational data — attendance, salaries, staff records — stays at your shop. We hold only what we need to bill you and answer you. We do not sell data. Ever.

This policy covers both this website (rotabook.com) and the Rotabook product, and it applies to Rotabook, operated from Tamil Nadu, India.

2. What this website collects

This is a static marketing site. There are no sign-up walls and nothing runs in the background beyond the following:

• Server logs. Our hosting provider (Cloudflare) keeps standard access logs — IP address, pages visited, browser type — used for security and to keep the site running.
• Analytics. We use Google Analytics (loaded via Google Tag Manager) and Microsoft Clarity to understand how visitors use the site — which pages are read, and what people scroll to and click on, including which links and buttons are used. These tools set cookies and, in Clarity’s case, record anonymised session interactions. When you accept, HubSpot — the customer-relationship tool we use to answer enquiries — also sets a cookie so we can see which pages you read before writing to us. They all load only if you choose Accept on the cookie banner shown on your first visit; if you decline, or haven’t chosen yet, they never load and no analytics cookies are set. You can change your choice at any time via the “Cookie preferences” link in the footer of every page, which brings the banner back. The site works fine without analytics.
• Forms. Details you send through our forms — booking a demo, asking a question, or requesting pricing — are stored in HubSpot, which we use to reply and keep track of the conversation. This happens whether or not you accept analytics cookies. We use those details — your name and contact details, a few facts about your shop (its name, type, staff count, city), and whatever you write in your message — only to answer that enquiry; they are not added to any marketing list without your consent.

3. What the product processes

The Rotabook product handles your staff’s attendance punches, shifts, leave, and payroll. All of it is processed on the computer at your own premises, inside your own installation. It is not uploaded to Rotabook, and we do not have a copy. You — the shop owner — control that data and are responsible for it as your staff’s employer; we access your installation only when you invite us in for setup or support.

4. Billing data

To bill your subscription we hold your name, contact details, business name, and GSTIN if you provide one. Subscriptions are managed through Chargebee and payments are processed by Razorpay. Your card or UPI details go directly to Razorpay — we never see or store them.

If you cancel, your operational data — attendance, payroll, and billing records — remains with you, on your own systems. We retain only the billing and invoice records of the subscription itself, for as long as Indian tax law requires.

5. What we don’t do

We do not sell your data. We do not share it with advertisers. We share data only with the service providers named above (Cloudflare, Google Analytics, Microsoft Clarity, HubSpot, Chargebee, Razorpay), each doing its specific job, or where the law requires us to.

6. Security

The data we hold is protected with industry-standard security measures, and payment details are handled entirely by our PCI-DSS-compliant payment partners (Chargebee, Razorpay) — Rotabook never stores card or UPI credentials. No system is perfectly secure; if we learn of a breach affecting your data, we will tell you without undue delay.

7. Your rights

We handle personal data in line with India’s Digital Personal Data Protection Act, 2023 (DPDP Act). You can:

• ask for a copy of the personal data we hold about you;
• have inaccuracies corrected;
• ask us to delete your account data;
• export your data in a usable format.

To exercise any of these, write to aravind@rotabook.com and we will respond within a reasonable time. For data inside your shop’s Rotabook installation, speak to the shop owner — it is on their systems, not ours.

8. Changes to this policy

If we change what we collect or how we use it, we will update this page and revise the date at the top.

9. Contact

Privacy questions and data requests: aravind@rotabook.com.