Last updated: [PLACEHOLDER DATE]
ParkRota (“we”, “us”, “our”) provides software that helps organisations share and rotate office car parking spaces fairly. This policy explains what personal data we collect, why we collect it, and what rights you have over it. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
For the purposes of UK GDPR, the data controller is:
[PLACEHOLDER LEGAL ENTITY NAME]
Email: [PLACEHOLDER EMAIL]
Address: [PLACEHOLDER ADDRESS]
2. What Data We Collect
Account data
ParkRota is provided to organisations, who create accounts for their staff. When your organisation sets up your account, we hold:
Your name and work email address
Your employing organisation and role (e.g. director, reserved, rotating staff)
Where your organisation uses single sign-on, an identifier from Microsoft Entra ID used to link your account
Usage data
Car space releases, claims and allocation history, used to run fair rotation and show space availability
Technical data such as IP address, browser type and device information, collected automatically for security and to operate the platform
We do not process payment card details — ParkRota is licensed directly to organisations and does not take payment from individual users. We do not knowingly collect special category data (such as health data or ethnic origin).
3. How and Why We Use Your Data
3.1 Contract performance
We process your name, email address and space activity in order to provide the ParkRota service to your organisation: creating your account, running the fair rotation, and letting you release and claim spaces. This is necessary to fulfil our contract with your organisation.
3.2 Legitimate interests
We rely on legitimate interests to send you service notices directly related to your use of ParkRota, such as confirmation that a space has been released, claimed, or reclaimed, and to maintain the security and reliability of the platform.
4. Who We Share Your Data With
We do not sell your personal data. We share it only where necessary to operate the service:
Microsoft — where your organisation enables single sign-on via Microsoft Entra ID, Microsoft processes your sign-in as your organisation’s identity provider.
Hosting and infrastructure providers — our application and website are hosted on infrastructure that processes data on our behalf under appropriate agreements.
Your employing organisation — as the administrator of your ParkRota account, your organisation’s administrators can see your space activity.
5. Cookies
This website currently uses only strictly necessary cookies required for the site to function. It does not use analytics or marketing cookies. If this changes, we will update this policy and ask for your consent where required.
6. How Long We Keep Your Data
We retain account and space activity data for as long as your organisation has an active ParkRota subscription and for a reasonable period afterwards to manage any disputes or queries. Technical logs are retained for a limited period for security purposes.
7. Your Rights
Under UK GDPR, you have the right to access, rectify, erase, restrict, object to, and port your data. To exercise any of these rights, contact us using the details in section 1. You also have the right to lodge a complaint with the Information Commissioner’s Office (ico.org.uk / 0303 123 1113).
8. Automated Decision-Making
Quarterly rotating space allocations are generated automatically to keep the process fair, but this does not produce legal or similarly significant effects on you, and any allocation can be reviewed by your organisation’s managers.
9. Changes to This Policy
We may update this policy from time to time. The “Last updated” date at the top of this page shows when it was last revised.
10. Contact
If you have any questions about this policy or how your data is handled, contact us at [PLACEHOLDER EMAIL].