Privacy Policy
DrRota — Aivahn Ltd
Last updated: 29.7.2026 · Version 1.0 (draft — pending solicitor review)
Aivahn Ltd ("we", "us", "Aivahn") provides DrRota, staff rota planning software for UK general practice. This policy explains what personal data we handle, why, and your rights over it.
We take a deliberately narrow approach to data: DrRota holds staff scheduling information only. It never holds patient data — no patient records, no NHS numbers, no appointment information.
Who we are
Aivahn Ltd is a private company limited by shares, registered in England and Wales (Company No. 17131855), registered office at College House, 2nd Floor, 17 King Edwards Road, Ruislip, London, HA4 7AE.
We are registered with the Information Commissioner's Office (ICO), registration number ZC199775.
For any question about this policy or your data, contact us at support@drrota.co.uk.
The two roles we play
Data protection law distinguishes between a controller (who decides why and how data is processed) and a processor (who processes data on a controller's instructions). Aivahn acts in both roles, depending on the data:
We are the controller for:
- People who contact us or ask for a demo (your name, work email, phone number, practice, and what you tell us)
- Billing and account records for practices that subscribe
- Aggregate, non-identifying statistics about visits to drrota.co.uk
We are a processor for the information a practice puts into the DrRota application. Here the practice is the controller — it decides what goes in, and its own staff privacy notices govern that data. This includes staff rota and scheduling data, leave records, clinician working patterns and limits, practice user accounts, and the practice's locum bank. We process this data only to provide the service, on the practice's instructions, under a written data processing agreement with that practice.
If you are a member of staff or a locum and you have a question about data held in a practice's DrRota account, the practice is the right first point of contact as the controller of that data. If you contact us directly, we will point you to them, normally within five working days.
What we collect, and why
When you contact us or book a demo (we are controller)
| Data | Why | Lawful basis |
|---|---|---|
| Name, work email, phone, practice name | To respond to you and arrange a demo | Legitimate interests / steps toward a contract |
| The content of your message | To answer your enquiry | Legitimate interests |
When your practice subscribes (we are controller for billing; processor for app data)
| Data | Why | Lawful basis |
|---|---|---|
| Billing contact and account details | To manage the subscription and collect payment | Performance of a contract |
| Direct Debit setup | To take payment (handled by GoCardless — see below) | Performance of a contract |
Inside the DrRota application (the practice is controller; we are processor)
We process, on the practice's behalf: clinician names, roles and working patterns; session assignments and rota data; leave dates (recorded as dates and full/half day only — we do not record leave reasons or any health information); practice user accounts and passwordless sign-in credentials; and the practice's locum bank (locum names, work emails, phone numbers, rates and the session types they can cover). We use this data solely to provide the rota service and never for any other purpose.
When you visit drrota.co.uk
Our website is deliberately lightweight. It sets no tracking cookies and makes no third-party requests — fonts are served from our own server, and there are no advertising or social-media trackers. We may use a privacy-respecting, cookieless analytics tool (such as Plausible or Fathom) that produces only aggregate visit statistics and does not identify you or track you across other sites. See Cookies below.
What we never do
- We never process patient data. Uploading patient data to DrRota is prohibited by our terms.
- We never sell your data, or share it for anyone else's marketing.
- We never use customer or practice data to train artificial-intelligence models. DrRota has no AI or large-language-model integrations; your data is not sent to any AI service.
- We never use staff or locum data for marketing.
Who we share data with
We use a small number of carefully chosen service providers ("sub-processors") to run DrRota. Each processes data only as needed to provide their part of the service, under contract.
| Provider | What they do | Where |
|---|---|---|
| DigitalOcean | Hosting — application, database and encrypted backups | United Kingdom (London) |
| Amazon Web Services (SES) | Sending transactional email (sign-in links, rota emails, locum outreach) | United Kingdom (London region) |
| Backblaze | Off-site encrypted backup storage (encrypted before it leaves our server) | European Union |
| GoCardless | Direct Debit collection (bank details are entered on GoCardless's own pages, never on our servers) | United Kingdom |
We do not routinely transfer personal data outside the UK or EU. Our source-code and secrets tools (used to build and operate the software) hold no customer or practice personal data.
We may also disclose data if required by law, or to establish, exercise or defend legal claims.
How long we keep it
- Enquiry and demo correspondence: for as long as needed to deal with your enquiry and any follow-up, then deleted.
- Application data (as processor): for the duration of the practice's subscription, then deleted within 30 days of the engagement ending. Encrypted backups age out on their own retention cycles shortly afterwards.
- Billing and financial records: retained for six years, as required by UK tax law.
Security
We protect data with encryption in transit and at rest, passwordless sign-in (so there is no password to be stored or stolen), strict access controls, and daily encrypted backups with tested restoration. Our IT security assurance document is available to practices and their IT teams on request. No system is perfectly secure, but we take proportionate, documented measures appropriate to the data we hold.
Cookies
The DrRota application uses only strictly necessary cookies — those required to keep you signed in and secure. These are exempt from consent requirements. The drrota.co.uk website sets no cookies of its own and uses no tracking or advertising cookies, so there is no cookie banner. If we use analytics, it is cookieless and aggregate only.
Your rights
Under UK data protection law you have the right to access your data; to have inaccurate data corrected; to have data erased in certain circumstances; to restrict or object to processing; and to data portability. You also have the right to complain to the ICO (ico.org.uk).
For data where we are the controller (enquiries, billing), contact support@drrota.co.uk and we will respond within the statutory timeframe. For data held inside a practice's DrRota account, the practice is the controller — contact them, and we will support them in responding.
Changes to this policy
We may update this policy as DrRota develops. Material changes will be reflected in the "last updated" date above, and — where we hold your contact details as a controller — notified to you where appropriate.
This policy covers DrRota and the drrota.co.uk website. Aivahn Ltd's other products are covered separately.