RotaCheck Important Notices and Disclaimers

Version 2.0 · Last updated: 15 November 2026

These notices form part of our Terms of Service. They explain the limits of what RotaCheck is and does. They do not take away any of your statutory rights, and nothing here limits our liability where the law does not allow it to be limited.

1. Independence notice

RotaCheck can fill in exception report forms on the Allocate website, on your own phone. It is not made, approved or supported by Allocate, RLDatix or your trust. RotaCheck is an independent product. It is not affiliated with, endorsed, sponsored or approved by RLDatix, Allocate Software, any NHS trust or health board, NHS England, the Department of Health and Social Care, the BMA, the GMC or any other organisation. We have no relationship or agreement with any of them.

Allocate, HealthRoster and related names and logos are trade marks of their respective owners. We use the name "Allocate" only to describe what RotaCheck works with. The bar at the top of the Allocate page is drawn by RotaCheck, not by Allocate. Apple, iPhone, Safari and App Store are trade marks of Apple Inc. Android, Google Play and Chrome are trade marks of Google LLC. Firefox is a trade mark of the Mozilla Foundation.

2. You are the author and submitter

Every exception report is yours. RotaCheck fills in your own exception report form on the Allocate website, on your own phone, from your diary. It suggests answers. You check them, tick the declaration and press Submit yourself. Allocate's supplier and your trust have not approved RotaCheck. RotaCheck never ticks the declaration and never presses Submit. In submitting the report you declare to your Trust that it is accurate.

RotaCheck does not act for you, represent you, or contact your Trust about any report.

3. No advice

Nothing in RotaCheck, on our website or in our emails is legal, employment, contractual, financial, tax, medical or professional advice. RotaCheck does not tell you whether to submit a report, what to ask for, or whether a report will be accepted, and we make no prediction about any outcome.

Information we provide about exception reporting, contracts, rest rules or deadlines is general information only. It may not reflect your contract, your Trust's local arrangements or the latest changes. For advice about your situation, speak to your Guardian of Safe Working Hours, your educational or clinical supervisor, your trade union or professional body, or a qualified adviser.

4. Accuracy of information RotaCheck produces

RotaCheck works things out from information that can be wrong or incomplete, including:

• your rota and the times you entered;
• your phone's location, which can be inaccurate because of buildings, signal, battery saving or the operating system;
• speech recognition, which can mishear words, names and numbers;
• simple tidy-up rules, which can change punctuation or wording; and
• the layout of Allocate, which its supplier or your Trust can change without warning.

RotaCheck shows where each pre-filled value came from, fills in the rest-period answer only when the arithmetic is certain, and always leaves the safety question blank. Even so, you must check every value before you rely on it or submit it. RotaCheck is a personal aid and not an official record.

5. Reminders and prompts are best-effort

Staying-late prompts and deadline reminders depend on your phone being on, location being allowed, notifications being allowed and the operating system allowing the app to run. They may be late or may not appear. Not receiving a prompt or reminder does not mean you did not work late or that a deadline has not passed. You remain responsible for your own deadlines.

6. Patient safety and whistleblowing

RotaCheck is not a way to raise patient safety concerns, report incidents or make a protected disclosure. If you have an immediate safety concern, act on it through your Trust's procedures and speak to the right person straight away. Do not wait for, or rely on, RotaCheck.

7. Not a clinical system or medical device

RotaCheck is a personal organisation tool for doctors' working hours. It does not process patient records, provide clinical decision support or diagnose, treat or monitor anyone. It is not a medical device and has not been assessed as one.

8. Your Allocate account

Your Trust's IT rules and Allocate's own end user terms apply to your Allocate account. RotaCheck works only on your phone, and our staff and servers never access your Allocate account or receive anything from it. Allocate's supplier or your Trust may restrict accounts they believe are misused. If we are told, or reasonably believe, that the form-filling feature conflicts with their rules, we may pause or switch it off.

9. Data on your phone

Your location history, notes and report PDFs are kept on your phone and not by us. If your phone is lost, stolen, broken or reset, or you delete the app, that information is lost and we cannot restore it. Keep your own copies of anything important.

10. Dictation and note tidy-up

Dictation turns your speech into text on your phone. Notes are tidied by simple fixed rules on your phone, such as punctuation and standard terms, and a check for anything that looks like an NHS number. No AI model is used for tidy-up, and nothing is sent off your phone. Tidy-up removes filler words and anything that looks like patient details. Check the result: it is your statement. An on-phone AI tidy-up may be offered in future as an optional feature; if so, we will update our terms and privacy notice before it is switched on.

11. Availability

We do our best to keep RotaCheck available and working, but we cannot promise it will always be available, uninterrupted or error-free, particularly where it depends on Allocate, Apple, Google or internet services we do not control.

12. Statutory rights

Nothing in these notices affects your rights under the Consumer Rights Act 2015 or any other law that protects you. Our responsibility to you is set out in section 30 of our Terms of Service.