Version 2026-09-14 ยท English
Privacy Notice
This notice describes how Rota handles personal information when you visit, create an account, plan a trip or use its AI features.
1. Information we process
Account information includes your name, email address, password hash, language preference, selected avatar, verification status and the version and time of your signup terms acceptance. We process session identifiers and security information such as IP addresses and request details to operate and protect accounts.
Trip information includes itineraries, dates, destinations, flights and accommodation you enter, notes, invitations and collaboration permissions. AI features process your messages, relevant conversation history and trip context, and may save recommendations or proposed changes to your trip.
2. Why we use information
We use information to create and secure accounts, send verification and password-reset emails, save and share trips, provide AI suggestions, enforce usage limits and investigate service failures or abuse.
Where a legal basis is required, we rely on performing our agreement with you for the service you request, legitimate interests in operating and protecting Rota where those interests do not override your rights, and compliance with legal obligations where applicable. If a feature requires consent, we will request it separately and explain how to withdraw it.
3. Service providers and shared information
Cloudflare provides hosting, storage, account databases, email delivery, bot protection and the gateway used for AI requests. OpenAI processes AI requests routed through that gateway. When you use AI features, your message, relevant conversation history and selected trip context are sent to these providers.
Maps, place images, geocoding and weather features use external providers. Loading their resources may send your IP address and request details to them. Following an external link opens a service with its own privacy practices.
Trip collaborators can see information made available through their access permissions. We may also disclose information when required by law or where necessary to protect users and the service.
Service providers may process information outside your country. The applicable locations and transfer protections depend on the provider and service configuration.
4. AI requests and operational logs
AI request and response content can be retained in Cloudflare AI Gateway logs for operational troubleshooting. These logs are separate from your saved trips and the conversation shown in your browser. Closing a chat or deleting a trip does not automatically remove those logs.
Avoid including passwords, payment-card details, passport numbers or sensitive information about yourself or others in AI messages. AI suggestions can be wrong; review them before using them.
5. Cookies and browser storage
Rota uses cookies and browser storage for sign-in, language preferences, local trip data and caching. Bot protection also processes information needed to distinguish legitimate requests from abuse.
You can clear cookies and site data in your browser. Doing so can sign you out and remove local-only trip information. It does not delete information saved in your online account.
6. Retention and deletion
Account and saved trip information is kept while needed to provide your account and trips. Pending AI change proposals expire after 24 hours; resolved proposals and recovery records are scheduled for cleanup after 30 days. Separate operational and provider logs follow their own retention settings.
Deleting your account removes your account, authentication sessions, owned saved trips and associated app records through the account-deletion process. Some invitation records are anonymised. Content or copies held by other people, browser storage and separate operational logs are not automatically erased by this process. Information may also need to be retained where required by law.
7. Your choices and rights
You can edit trip information, manage sharing and delete your account in Rota. Depending on the law that applies, you may also request access, correction, deletion, restriction or a portable copy of your personal information, object to certain processing, and withdraw consent where processing relies on it.
Contact the operator using the details below to make a request. We may need to verify your identity. You can also complain to the data-protection authority responsible for your location.
8. Updates to this notice
We will update this notice when our data practices change and provide appropriate notice of material changes. The version date identifies the notice you are reading.
Contact
Rota is operated by AskRota, Switzerland.