Privacy Policy · RosterRadar

Welcome to RosterRadar. We respect your privacy and are deeply committed to protecting your personal data. This Privacy Policy will inform you as to how we handle and protect your personal data when you use the RosterRadar application, in compliance with the European Union's General Data Protection Regulation (GDPR) and applicable national data privacy laws.

1. Important Information and Who We Are

Data Controller

RosterRadar is the data controller and is responsible for your personal data. If you have any questions about this Privacy Policy or our privacy practices, please contact us at info@webfms.app.

2. The Data We Collect About You

We may collect, use, store and transfer different kinds of personal data about you to provide our services:

Identity Data: Full name, airline, and home base location.
Contact Data: Email address.
Technical Data: Internet protocol (IP) address, your login data, timezone setting, and browser environment details. To protect against abuse we keep short-lived counters (stored as one-way hashes of your e-mail address or IP address, deleted after two days) of sign-in attempts, searches, e-mails sent and contact messages.
Schedule Data: Your flight roster events, duties, layover locations, and associated times, fetched securely via the calendar (ICS) URL you provide. We store that private calendar link so that your roster can be kept up to date. We keep only the current version of your roster, exactly as your airline's calendar shows it, and no history of earlier versions.
Roster Changes: When a sync finds that a duty changed, or that your airline published a new roster period, we keep a short note of that day's duties before and after the change, so we can show it to you. It is deleted a few days after you have seen it, once the day is over, and after 14 days at the latest.
Notification Data: If you switch on notifications on a device, we store the address your browser's push service gives us for that device (for example from Google, Apple or Mozilla), its encryption keys and a short device label such as "iPhone · app". The content of every notification is encrypted so that only your device can read it.
Sharing Data: The roster share links you create (a random link and an optional label) and, if you use the e-mail option, the address you send a link to is used only to deliver that message.
Support Messages: Name, e-mail address and message if you contact us through the support form.
Airline Requests: If you ask for your airline through "Request your airline" on the start page: the airline and its details, your calendar link(s), the codes you explain, your name and your e-mail address (see section 4).

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data).

3. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use it in the following circumstances:

Performance of a Contract: To register you as a new user, manage your roster calendar, and actively sync your professional flight duties to display upon your dashboard.
Your Request: To evaluate an airline request and add support for that airline, and to reply to you about it (steps at your request before a contract, and our legitimate interest in supporting more airlines).
Legitimate Interests: To allow you to connect with fellow crew members ("Friends") within the app and view each other's schedules and overlapping layovers, pending your explicit acceptance of connection requests.

4. Privacy Controls & Features

We provide you with granular control over how your data is displayed and discovered within the application:

Who can find you (three settings): Under Account → Privacy you choose Nobody, My airline only or Everyone. The default is "My airline only": crew of your own airline can find you by name in the crew search. With "Nobody" you can only be added through your invite link or by someone who knows your exact e-mail address. With "Everyone", crew of all airlines can find you by name. You can change this at any time.
Name Masking: When your profile appears in search results, colleagues from your own airline see your full name. Crew from other airlines see only your first name and the initial of your last name. Your e-mail address is never shown in search results.
Crew Connections: Only people whose connection request you have accepted can see your schedule or compare days off with you.
Shared Roster Links: If you create a share link, anyone who has the link can view your roster (your name, airline, base, duties, flights and layover cities) without signing in. Share it only with people you trust. You can delete a link at any time under Share, and it stops working immediately.
Duty details: Your connected crew and people with a shared roster link see your ground duties (courses, meetings, simulator, other duties) only as "Duty" and office days as "Office", never the details.
Sick Day Privacy: You have the option in your Account to "Hide sick days". When enabled, sick leave on your roster is displayed as "Duty" to your connected crew and via shared roster links, exactly like any other duty.
Invitations: If you sign up through a colleague's invite link and leave "Send a crew request" ticked, we store who invited you and send that colleague a crew request (and a notification, by push or e-mail) once you verify your e-mail address. They see your name, airline and base, as with any crew request.
Asking for a roster link: If you open a crew member's invite link and choose "I'm family or a friend", you can enter your first name. We send that name in one e-mail to the person whose link it is, so they can decide whether to share their roster with you. We don't store your name, and we send you nothing. To prevent misuse, we keep a hashed record of your IP address and of the request for about two days (rate limits).
Notifications: Off by default. You switch them on per device under Account → Notifications, and off again at any time there, in your browser or in your phone's settings. Signing out also stops them on that device. There you also choose what you are notified about: roster changes, crew requests and roster requests. Crew and roster requests go to your devices with notifications on, or by e-mail while none has them on. We send no e-mails about roster changes.
Download My Data: Under Account you can download a copy of everything we store about you as a file (profile, roster, crew connections, share links, notification settings and devices, notifications of the last 30 days and roster changes you haven't seen yet). It contains no passwords or security tokens.
Airline requests: When you use "Request your airline", our server downloads each calendar link you enter once to check that it opens a calendar. Only the number of entries and the name of the calendar software are kept from that check; the download itself is discarded. The request is sent by e-mail to the developer and is not stored in our database. Your calendar link shows your roster, so we use it only to build the import for your airline and delete the e-mail and any copies of your calendar once that work is done, or when we decide not to add the airline. Anything we keep as a test example is anonymised first (names, crew codes and other personal details removed). To prevent spam, your browser solves a short puzzle (no third-party service, no tracking), and we keep a hashed record of your IP address for about two days (rate limits). You can ask us at any time to delete your request.
Offline Copy on Your Device: To work without a connection, the app keeps a copy of your roster and the app files in your browser's storage on your device. It is removed when you sign out. If you share a device, sign out when you are done.

5. Data Security & Storage

We have put in place robust security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. Your account passwords are mathematically hashed using industry-standard BCRYPT algorithms.

We do NOT sell your data. Your schedule and identity data remain strictly confined to the RosterRadar ecosystem and are only shared with fellow crew members you have explicitly authorized.

6. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

Roster change notes are deleted automatically after at most 14 days (see above), sent notifications after 30 days. Airline requests are deleted once the airline has been added or we have decided against it (see section 4). A notification device is removed when its push service reports it as no longer valid.

If you choose to delete your RosterRadar account, your identity data, connection requests, stored schedule events, roster change notes and notification devices will be permanently purged from our active databases.

7. Cookies and Tracking

We use essential cookies to maintain your login session and application preferences:

Session Cookie: Keeps you signed in while you use the app. It is HttpOnly (not readable by scripts), marked Secure on HTTPS connections, SameSite=Lax, and deleted when you close your browser.
"Keep me signed in" Cookie: Only if you tick "Keep me signed in" at login, we set a random token that lasts 30 days. It has the same protections and is removed when you sign out or change your password.

We do not use advertising or tracking cookies. Your app preferences (theme, offline roster copy) are kept in your browser's local storage, which is not sent to us.

Weather for your base and layover cities is loaded from Open-Meteo, which receives only the city coordinates, not your account details.

Exchange rates for nightstop currencies are downloaded by our server once a day from the European Central Bank and a public currency feed. No personal data is sent to them.

The start page sets only the session cookie, which protects its forms (for example "Request your airline") against misuse.

Push notifications are delivered through your browser's push service (Google for Chrome, Edge and Samsung Internet, Apple for Safari, Mozilla for Firefox, Microsoft on Windows). The service only passes on an encrypted message it can't read.

8. Your Legal Rights (Under GDPR)

Under European data protection laws, you have rights in relation to your personal data, including the right to:

Request access: Receive a copy of the personal data we hold about you. You can download it yourself at any time under Account → Download my data.
Request correction: Have any incomplete or inaccurate data we hold about you corrected.
Request erasure: Ask us to delete or remove personal data where there is no good reason for us continuing to process it.
Object to processing: Object where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object.
Request restriction of processing: Ask us to suspend the processing of your personal data.
Request transfer (Portability): Request your personal data be transferred to you or to a third party automatically. "Download my data" gives you a machine-readable file (JSON).
Withdraw consent: Withdraw your consent at any time where we are relying on consent to process your data.

If you wish to exercise any of the rights set out above, please contact us at the email provided.