Privacy

Last updated 10 October 2026.

Who we are

Placement Rota is run by Welshdag, based in Wales, United Kingdom, which also runs Timetable Creator. Welshdag is the data controller for the personal data described here. Contact: [email protected].

Signing in

You sign in with your Timetable Creator account. Timetable Creator tells Placement Rota your account number and email address, and nothing else. Your timetables, payments and hours in Timetable Creator are not shared with Placement Rota, and your shifts here are not shared with Timetable Creator.

What we keep

Your email address, the name you choose for your ward to see, and the shifts you enter: date, shift code, start and finish times, and the ward or placement area. We don’t ask why you missed or changed a shift, so please don’t enter health details.

Share links

When you create a share link, anyone with that link can see the name you chose and your shift times (all of them, or one area if you chose that). They can’t see your email or change anything. We record when a link was last opened so you can see it’s being used. You can turn a link off at any time and it stops working straight away.

Your team

If you invite a practice supervisor or assessor and they accept, you can each see the other’s shift dates, times, shift codes and wards, and the name each of you chose. Email addresses are never shown. Either of you can remove the link at any time and it stops straight away. Invite links work once and expire after 14 days.

Linking an e-roster calendar

If you paste the calendar link from your own e-roster (for example Loop), we store that link encrypted and check it every few hours. From each entry we keep only the date, start and finish times, a short shift code and the ward. We drop reference numbers and notes, and we skip all-day entries and anything that looks like leave, sickness or appointments, so we don’t hold absence information. The link shows your whole roster, so treat it like a password; unlinking deletes it and every shift copied from it. Check your employer’s policy before linking a work calendar to another service.

Why we use it

To provide the service you asked for (contract), and to share your shifts with the people you choose: wards through share links and your team through invites (your consent, which you can withdraw by turning a link off or removing someone from your team).

How long we keep it

Until you delete it. “Delete my Placement Rota data” at the bottom of your roster removes your shifts, share links, team links, linked calendar and name straight away. Deleting your Timetable Creator account stops you signing in, so delete your Placement Rota data first.

Who we share with

We don’t sell your data or use it for advertising. We use these service providers, who only process it to provide their service to us: Cloudflare, which carries all traffic to the site; one.com, our server, in a data centre in Leipzig, Germany; Google Fonts, which our pages load fonts from, so Google receives your IP address; and Google Drive, which stores our encrypted nightly backups. Cloudflare and Google may process data in the United States. Where that happens, the transfer is protected by the UK Extension to the EU-US Data Privacy Framework or by the UK’s approved contract terms for international transfers.

Backups

Encrypted backups are kept for up to 35 days, so data you delete disappears from backups within 35 days.

Your rights

You have the right to access your data, correct it, delete it, restrict or object to how we use it, and get a copy to take elsewhere. Email [email protected] and we will reply within one month. If you’re unhappy with how we handle your data, you can complain to the Information Commissioner’s Office (ico.org.uk), but please contact us first so we can try to put it right.

Cookies

One cookie keeps you signed in, and a short-lived one protects the sign-in. Your last-used shift times are remembered in your own browser. No tracking or advertising cookies.

Not the official roster

Shifts are entered by students. Placement Rota isn’t connected to any hospital or university system and isn’t a record of hours for your course.