RotaCheck Acceptable Use Policy

Version 2.0 · Last updated: 15 November 2026

This policy forms part of our Terms of Service. It sets out what you may and may not do when you use the RotaCheck app, browser extension or add-on, and website ("RotaCheck"). It exists to protect you, other doctors, patients, your Trust and us.

1. Use RotaCheck honestly

1.1 You must only use RotaCheck to record your own genuine hours and to prepare your own genuine reports.

1.2 You must not:

(a) submit, or prepare to submit, a report you know or believe is false, inaccurate, exaggerated or misleading;

(b) change your diary, location settings or phone clock to create a false record of your hours;

(c) submit a report for anyone else, or let anyone else submit a report from your account;

(d) use RotaCheck's pre-filled answers without checking them; or

(e) represent RotaCheck's output as an official Trust record.

2. Respect Allocate and your Trust's systems

2.1 You must:

(a) sign in to Allocate only with your own account;

(b) follow your Trust's IT and acceptable-use policies and Allocate's end user terms; and

(c) complete any security check Allocate asks for (such as multi-factor authentication or a CAPTCHA) yourself.

2.2 You must not use RotaCheck to:

(a) access any part of Allocate, or any other system, that you are not authorised to access;

(b) get around, disable or interfere with any security, rate-limiting or access control;

(c) copy, extract, collect or export content from Allocate beyond what is needed to fill in your own form on your own phone;

(d) load Allocate pages automatically or in the background, outside the way RotaCheck is designed to work; or

(e) take screenshots of Allocate pages for problem reports or send any Allocate content to us.

3. Keep patient information out

3.1 Do not enter patient names, NHS numbers, hospital numbers, dates of birth, addresses, clinical details or any other information that could identify a patient anywhere in RotaCheck, including notes, dictation, problem reports, screenshots and support emails.

3.2 If RotaCheck warns you that something looks like an NHS number, remove it unless you are sure it is not one.

4. Protect RotaCheck

4.1 You must not:

(a) copy, modify, adapt, translate, decompile, reverse engineer or disassemble RotaCheck, or try to obtain its source code, except where the law allows you to and this cannot be excluded;

(b) remove or change any copyright, trade mark or other notice;

(c) introduce viruses, malware or other harmful code;

(d) probe, scan or test the vulnerability of RotaCheck's systems, except under a responsible disclosure arrangement agreed with us in writing;

(e) overload, flood or attack RotaCheck's servers, or use automated tools to access them;

(f) create more than one account, or create an account using false details;

(g) share your account or sign-in codes with anyone; or

(h) sell, rent, sublicense, resell or commercially exploit RotaCheck.

5. Communications

5.1 If the "still on site" notice feature is available, you must only send notices that are true, to genuine rota coordinators at your own Trust, about your own hours.

5.2 You must not use RotaCheck to send spam, harass or threaten anyone, or send anything offensive, defamatory or unlawful.

5.3 Be courteous to our support team. We may stop responding to messages that are abusive.

6. Problem reports and feedback

6.1 Problem reports must describe a genuine problem. Any screenshot you choose to add must not show patient details, other people's personal data or any Allocate page.

7. Breaches of this policy

7.1 If you break this policy, we may, depending on how serious the breach is:

(a) contact you and ask you to stop;

(b) remove content you sent us;

(c) suspend or switch off a feature for your account, such as form-filling;

(d) suspend or close your account under section 31 of our Terms; and

(e) where the law requires it, report the matter to the appropriate authority.

7.2 We will act proportionately and tell you why, unless the law or a security reason prevents us.

8. Reporting misuse or security issues

8.1 If you become aware of misuse of RotaCheck, or a security weakness, please tell us at [email protected]. Please do not exploit or share details of a weakness before we have had a reasonable chance to fix it.