Your data
Privacy Policy
Effective October 15, 2026. Version 1.
Schedlynx is a scheduling service for teams: a schedule board for the people who build the week, and an app for the people who work it. This policy explains what personal information Schedlynx (“we”, “us”) holds, why, who can see it, who else receives it, where it is stored, how long it is kept, and what you can ask of us. Our Privacy Officer answers for how we handle personal information and can be reached at privacy@schedlynx.com.
1. Who decides about your information
- A workspace decides about its people. A business, organization, or group (a “workspace”) uses Schedlynx to schedule its people. The workspace decides whose information goes in: the people it schedules, the members it invites, and the settings it turns on. We hold and process that information on the workspace’s behalf, to run its schedule. If you are on a workspace’s schedule, that workspace (usually your employer) is responsible for your schedule information, and questions about it go to them first.
- Your account is ours to look after. If you have a login, your account (your name, your email, how you sign in, and your devices) belongs to you, not to any one workspace, and we answer to you for it.
2. What we collect
Your account (if you have a login): your name, your email address (your login), your password (stored only as a one-way hash), and whether your email is confirmed.
Workspaces and memberships: the workspace’s name and web address, its time zone and country, its status and trial dates; each member’s roles; and the email address of each person invited.
People on a schedule, as the workspace enters them: name, contact email and phone, hourly wage rate, custom fields the workspace defines, department, home location, skills and certifications, limits such as maximum hours, and whether they appear on the posted schedule. A person on a schedule does not need a login.
The schedule itself: entries (times, location, title, notes, who is assigned), repeating entries and templates; each person’s availability and its exceptions; time off with its type, dates, and note; call-outs; requests to take or trade entries; and the reasons people give for these. A reason is written in your own words and can be health information (for example, “a doctor’s appointment” or “woke up sick”). Please write only what the reader needs.
Notices: the notices we send about your schedule, and whether each was delivered, opened, or answered; your notice settings (the kinds of notices you turned off, the locations you cover, quiet hours, the evening reminder); and the addresses and numbers that asked us to stop.
Texts: each text we send or receive, its phone numbers and words (the copy we keep has its links removed), and your consent to texts: the number we asked, when, and your reply.
Your devices: for push notices, each device’s push address and keys, its platform, and its browser’s description.
Sign-in and security records: each sign-in, failed sign-in, and change to your password, with the IP address and the browser’s description.
The command bar: a sentence a scheduler typed or spoke that the command bar could not use.
This website (schedlynx.com): each visit’s time, the page, the referring page, the browser’s description, and the visitor’s network: the last part of the IP address is removed before it is written. We use these for visit counts only.
3. How we use it
- To run the service: build and publish schedules, show people their schedule, handle time off, call-outs, and requests, and tell the right people what changed.
- To send notices by push, email, or text, as your settings and consent allow (section 7).
- To keep the service and your account secure, and to investigate a problem.
- To improve the command bar, from the sentences it could not use.
- To count visits to this website, as numbers only.
- To answer your questions and your requests about your information.
We do not sell personal information, show ads, or use analytics, tracking scripts, or tracking pixels, on this website, in the app, or in our emails.
4. Who can see it
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Inside a workspace, what each person sees depends on their role.
- The people who manage the schedule see the schedule and the people on it. Contact details, wage rates, and custom fields are limited to the roles that manage people.
- Read-only viewers see the schedule and the people on it, with each person’s availability and time off and the reasons given for them, but not their contact details, wage rates, or custom fields.
- A member sees their own schedule, their own requests, time off, and availability, and the entries they may take. To give away or trade an entry, they also see their co-workers’ names and coming entries, with those entries’ notes. They do not see other people’s contact details, wage rates, or reasons.
- The reason for a call-out is seen by the person and the workspace’s reviewers only.
- Links that open without signing in: a workspace can post a location’s schedule at a private link (names shortened to first name and last initial), and a person can follow their own schedule in a calendar app through a private feed (which includes their approved time off and its type). Texts and emails carry links that open your own request or your own schedule, and let you answer it, or call out of an entry, without signing in. Anyone holding one of these links can see what it shows, and can act on it as you, so please keep them private.
- Your lock screen: a push notice shows its title and text on your device’s lock screen, as your device’s settings allow.
5. Who else receives it
We use these service providers, each only for the job named:
| Provider | What it receives | Why |
|---|---|---|
| DigitalOcean | Everything we hold: our servers, databases, logs, and backups | Hosting, in Toronto, Canada |
| Twilio | Phone numbers and the full words of each text, links included; replies | Sending and receiving texts |
| Resend | Email addresses and each email’s full content | Sending email |
| Push services (Google, Apple, Mozilla, Microsoft, as your browser chooses) | Your device’s push address and an encrypted notice | Push notices |
| Your browser’s speech recognition, only if you use voice input | What you say into the command bar’s microphone, and nothing else | Voice input; it may run on the servers of the company behind your browser (Google for Chrome, Microsoft for Edge, Apple for Safari) |
| A calendar service you choose | Your calendar feed | Calendar sync, at your choice |
| Microsoft (Office 365, through GoDaddy) | The emails you send to support@ or privacy@, and our replies | Answering your questions and requests |
Some of these service providers may process information outside Canada. Twilio and Resend keep their own records of the messages they deliver, under their own policies. We do not share personal information with anyone else, except where the law requires it.
6. Where it is stored, and for how long
Our servers and databases, and the backups kept with them, are in Toronto, Canada. Further copies of the backups are kept on an encrypted drive.
Each kind of information has a set retention period, and when it passes, the information is deleted. While we look into a security incident, we may keep what it concerns longer, until it is resolved.
| Information | How long we keep it |
|---|---|
| Your account (name, email, sign-in) and your devices for push | While your account exists; deleting an account is not available yet, so ask us (section 10) |
| Workspaces, people, schedules, availability, time off, call-outs, requests, notice settings | While the workspace exists |
| Notices and their delivery records | A set period, then deleted |
| Texts | A set period, then deleted; your replies giving or withdrawing consent, while the workspace exists |
| A request to stop email or texts to an address or number | Until it is undone, or the last person with that address or number is deleted |
| Sign-in and security records | A set period, then deleted |
| Command-bar sentences | A set period, then deleted |
| The history of changes to records (who changed what, and when) | A set period, then deleted, except changes to a person’s limits and to an existing person’s wage rate, kept while the workspace exists; the words of a reason or note are not kept in it |
| A workspace never confirmed after sign-up | Deleted after a short time; its sign-in records and its history of changes are kept like any others |
| Our service logs | A set period, then deleted |
| Website visit records | A set period, then deleted; copies in our server’s weekly images last a little longer |
| Backups | A set period, then deleted |
When a workspace is removed, its information is deleted, except an account’s history of changes, which stays for its set period, and the accounts of members who belong to another workspace. The copies in our backups are deleted when their period passes.
7. Texts, email, and push
- Texts: we text a person to ask whether they want notices by text (again if their number or ours changes), and send notices by text only after they reply YES (or START). A reply we do not recognize may get a short answer saying which words work. Reply STOP to any text at any time and the texts end.
- Email: a member with a login chooses which kinds of notices they get in their notice settings; a kind turned off stops its texts, emails, and push (the app still lists it among their notices). A notice email sent to an address a workspace entered (for someone without a login) carries an unsubscribe link.
- Push: push notices come only to devices where you turned them on, and you can turn them off for each device in your notice settings, or in your device’s settings.
Account emails (confirming your address, an invitation, a password reset) are sent when you or your workspace ask for them.
8. Cookies and your device
The app uses two cookies, each for a limited time: one keeps you signed in (renewed as you use the app), and one remembers whether the side menu is collapsed. It keeps your sign-in token in memory only. The installed app keeps a copy of your own schedule on your device for a limited time, so it works offline, and clears it when you sign out. Your settings and view preferences are kept in your browser. This website sets no cookies.
9. Security
Information travels encrypted between your device and our servers. Passwords are stored only as one-way hashes, and a password on a list of commonly breached passwords is refused. Access inside a workspace follows each person’s role. No service can promise perfect security; if a breach puts you at real risk of significant harm, we will tell you and the Privacy Commissioner of Canada, as the law requires.
10. Your rights
You can ask us for a copy of the personal information we hold about you, ask us to correct it, ask us to delete it, and withdraw your consent to texts or email. Write to privacy@schedlynx.com. We answer within 30 days, or tell you within those 30 days why we need up to 30 more.
- We answer for your account to the email address on your account, so we can be sure it is you.
- If your request is about information a workspace holds about you (your schedule, your hours, your time off), we will refer you to that workspace, which decides about it, and carry out what it instructs.
- Some information stays for its set period even after a request, and our answer says what: copies in backups, the history of changes (changes to a person’s limits, and to an existing person’s wage rate, stay while the workspace exists), texts and notices, and records an employer must keep under employment law. A person who has worked shifts or taken time off can today be marked inactive by their workspace, which keeps their records, rather than removed.
If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca).
11. Changes to this policy
When we change this policy in a way that matters, we will tell workspace owners before it takes effect. Each version carries its date at the top.
12. Contact
Our Privacy Officer: privacy@schedlynx.com. For anything else: support@schedlynx.com.