Staff notice for employers using Shyft
Use this wording to tell your staff you use Shyft for rotas and shift records. It is model wording, so check it fits how you use Shyft.
The notice
We use Shyft, a rota and shift-tracking service, to run rotas, leave requests and shift records. Shyft (Aryan Kumar, trading as Shyft) handles that information on our behalf, under our instructions.
It includes your name and work email, your availability, your rota, leave requests (and any reason you choose to give), swaps and cover requests, the hourly rate we set for you, whether we have recorded a working-time opt-out, our approval of the shifts you log, and, if you clock in with location switched on, the place name for where you clocked in. Our team’s admins can see your rota, the shifts and hours you log at this workplace, our approval of them, the pay rate we set for you here, and your leave. They also see working-time alerts worked out from rota hours, such as a short rest between shifts. Our admins cannot see your tax or pay settings (such as your tax code, student loan plan or pension), your other jobs, or anything else in your personal Shyft account. We use this information to schedule work, pay you correctly, manage leave and meet our legal duties.
Shyft looks after your personal Shyft account under its own privacy policy (shyft.live/privacy). From 1 December 2026, if you delete your Shyft account, your personal account is deleted, but our records of your work here (such as your rota and leave) are kept for us, with your name replaced by “Former team member”. Shyft also counts how its features are used, never what people write, to run and improve its service. Please do not put health details or information about customers, residents or patients in any free-text box.
We keep your records while you work with us and for as long afterwards as the law or our own records policy requires. Shyft stores them in the UK and uses a small number of other providers, some outside the UK, including in the United States, with the safeguards the law requires. Our lawful basis is [choose a lawful basis]. You can ask us for a copy of your records, ask us to correct them, to delete or limit what we hold, or to object to how we use it in some cases. Raise concerns at [add a contact]. You can also complain to the Information Commissioner’s Office (ICO).