Privacy notice

Repline provides the software. When you are a member or member of staff at a facility, that facility (the operator) decides how your data is used day to day and is the controller of that data; Repline processes it on their behalf. For our public website, enquiries and our own account records, Repline is the controller.

• Account data — name, email address, and the roles and locations you are associated with.
• Operational data — bookings, attendance, shifts, tasks, messages, payments and, where a facility uses it, health screening (PAR-Q) information.
• Enquiry data — what you send through our contact form: name, email, optional company, reason and message.
• Technical data — the cookies described below and basic security/diagnostic logs.

To provide the service you or your facility have signed up to (contract), to keep the platform secure and working correctly and to answer enquiries (legitimate interests), to meet legal duties such as financial record keeping (legal obligation), and — for health screening data — with your explicit consent.

Service messages — receipts, payment problems, booking confirmations, security and contract notices — are part of the service and are always sent. Announcements and offers are optional: you can turn them off per location at any time in your preferences, or by using the unsubscribe link in any email. Opt-outs are recorded and honoured automatically by our sending system.

We share data with the facility you belong to, and with the providers needed to run the service: hosting and database infrastructure, payment processing (Stripe), and email and SMS delivery. We do not sell personal data.

Operational records are kept while your association with a facility is active and afterwards only for as long as the facility's retention and legal-hold settings require. Health screening data is pseudonymised when an account is deleted and purged once the retention window expires. Enquiries are kept for up to 24 months.

You can request access, correction, deletion, restriction or objection, and you can export your data — signed-in users can download a portable copy of their records from their account. If you are unhappy with how your data has been handled you can complain to your national data protection authority (in the UK, the ICO).

Reach us through the contact form. For data held by a facility you belong to, contact that facility directly — we will pass requests on where needed.