Cookie Policy

Cookie Policy Effective date: 02 July 2026 Provider: A&A Healthcare Solutions Ltd, a company registered in England and Wales, (“we”, “us”, “our”). Service: MedicalRota, the rota, workforce, training and compliance web application. 1. Introduction This Cookie Policy explains how MedicalRota, operated by A&A Healthcare Solutions Ltd, uses cookies and similar technologies. This Cookie Policy should be read alongside our Privacy Policy and End User Terms of Use. By using MedicalRota, you will see a cookie banner or cookie settings option where required. You can choose whether to accept or reject non-essential cookies. 2. What are cookies? Cookies are small text files placed on your device when you visit a website or use an online service. Cookies and similar technologies can help a service remember your login session, preferences, settings and security status. They can also help us understand how the Service is used and improve performance, where you have consented to optional analytics. Similar technologies may include local storage, session storage, pixels, tags, device identifiers or other technologies that store or access information on your device. 3. Types of cookies we use MedicalRota may use the following types of cookies and similar technologies. 4. Essential cookies and similar technologies Essential cookies are necessary for MedicalRota to work properly. These cookies are always active because the Service cannot function securely without them. Essential cookies may include: - Authentication cookies: used to keep you logged in securely and manage your session. - Session cookies: used to maintain your active session while using MedicalRota. - Security cookies: used to help protect accounts, detect unauthorised access and support secure use of the Service. - Organisation, role or permission cookies: used to help display the correct interface, organisation, team, rota group or access level. - Cookie consent cookies: used to remember your cookie preference choices. - User preference cookies: used to remember basic settings such as display preferences, theme, layout or accessibility choices, where applicable. These cookies do not require consent where they are strictly necessary to provide the Service you have requested. If you disable essential cookies through your browser, MedicalRota may not work properly and you may not be able to log in, access your account, view the correct organisation or use core features. 5. Non-essential cookies and similar technologies Non-essential cookies are not required for MedicalRota to function. We only use these where the appropriate consent has been obtained, unless a legal exemption applies. Non-essential cookies may include: - Analytics cookies: used to understand how users interact with MedicalRota, such as page views, navigation patterns, feature usage and performance. - Performance cookies: used to help us monitor and improve the speed, reliability and functionality of the Service. - Product improvement cookies or similar technologies: used to help us understand which features are useful and where improvements may be needed. We do not use optional analytics or performance cookies unless they are enabled through your cookie preferences, where consent is required. We do not use cookies to sell personal data. We do not currently use advertising cookies or behavioural advertising cookies on MedicalRota. 6. Cookies and similar technologies we may use MedicalRota may use the following cookies or similar technologies: - Supabase authentication/session cookies -- These are used to authenticate users, maintain secure login sessions and support account access. These are essential cookies and do not require consent where they are strictly necessary for the Service. - Session storage or local storage for login state -- This may be used to support secure account access, session continuity and core platform functionality. This is essential where needed for the Service to function. - Organisation, role or permission storage -- This may be used to show the correct organisation, team, rota group, portal, interface or access permissions. This is essential where needed to provide the correct account experience and prevent unauthorised access. - Cookie consent preference cookie -- This is used to remember whether you accepted or rejected optional cookies. This is essential because it records your cookie preference. - User preference storage -- This may be used to remember basic display, theme, layout or accessibility preferences. - Vercel Analytics, if enabled -- This may be used to understand usage patterns, page views, navigation patterns and performance so we can improve the Service. This is non-essential and will only be used where the appropriate consent has been obtained. - Other analytics, performance or error-monitoring tools, if added -- These may be used to monitor performance, reliability, errors and feature usage. Where these are non-essential, they will only be used where the appropriate consent has been obtained. The exact cookies and similar technologies used may change as MedicalRota develops. We will update this Cookie Policy where material changes are made. 7. Third-party services MedicalRota may use third-party services that set or rely on cookies or similar technologies. Current or expected providers may include: - Supabase: authentication, database services and session management. - Vercel: application hosting and, where enabled, analytics or performance monitoring. - Resend: automated service emails. Resend is not primarily a cookie provider but may process related technical or delivery data when emails are sent. - Payment provider, if applicable: where paid services, subscriptions or invoices are introduced. These providers may process data in accordance with their own privacy policies and contractual arrangements with us. We will only use third-party cookies or similar technologies where they are necessary for the Service or where the appropriate consent has been obtained. 8. Data collected through cookies Cookies and similar technologies may collect or store: - Session identifiers; - Authentication tokens; - Cookie preference choices; - Display or interface preferences; - Organisation, team, role or permission context; - IP address; - Device and browser information; - Pages or features accessed; - Timestamps; - Error and performance information; - Usage and navigation patterns, where analytics are enabled. Essential cookies are used only for purposes such as authentication, security, account access, session management, preferences and core platform functionality. Analytics cookies, where enabled, are used to understand usage and improve MedicalRota. We aim to use aggregated or pseudonymised information where possible. 9. Legal basis Essential cookies and similar technologies are used because they are necessary to provide the Service you have requested and to keep MedicalRota secure and functional. Where cookies or similar technologies involve personal data, our legal basis under UK GDPR may include performance of a contract, legitimate interests in providing and securing the Service, or compliance with legal obligations. Non-essential cookies, such as optional analytics cookies, are used only where the appropriate consent has been obtained, unless a legal exemption applies. You can withdraw consent for non-essential cookies at any time. 10. Managing your cookie preferences When you first visit MedicalRota, you may see a cookie banner giving you options such as: - Accept all: enables essential cookies and optional analytics or performance cookies. - Reject non-essential: uses only essential cookies. - Manage preferences: allows you to choose which optional cookies to enable. You can change your cookie preferences at any time through the cookie banner, cookie settings or by clearing cookies in your browser and revisiting the Service. You can also block or delete cookies through your browser settings. However, blocking essential cookies may prevent MedicalRota from working properly. Rejecting non-essential cookies will not prevent you from using MedicalRota, but some optional analytics, performance or personalisation features may not operate. 11. Retention Cookies are retained only for as long as necessary for their purpose. As a general guide: - Session cookies may expire when you close your browser or log out; - Authentication cookies may last for the duration of your login session or a limited period needed to maintain secure access; - Cookie consent preferences may be retained for up to 12 months; - Display or preference cookies may be retained for up to 12 months; - Analytics cookies, where used, follow the retention settings of the relevant analytics provider. Where possible, we configure cookies with the shortest reasonable lifespan necessary for their purpose. 12. Demonstration, trial and evaluation environments MedicalRota may be accessed through demonstration, trial, testing or evaluation environments. These environments may use essential cookies for login, security, session management and core functionality. Unless appropriate approvals, agreements and assessments are in place, users must not enter real, confidential, patient-identifiable, sensitive, employment, rota or organisational data into a demonstration, trial or evaluation environment. 13. Your rights Under applicable data protection law, you may have rights in relation to personal data collected through cookies or similar technologies, including the right to: - Access your personal data; - Request correction of inaccurate personal data; - Request deletion of personal data; - Restrict or object to processing; - Withdraw consent where processing is based on consent; - Complain to the Information Commissioner’s Office. These rights may depend on whether we act as controller or processor for the relevant data. For further details, please see our Privacy Policy. 14. Changes to this Cookie Policy We may update this Cookie Policy from time to time. Where changes are significant, we will take reasonable steps to notify users, such as through an in-platform notice, cookie banner update or updated policy notice. We may retain previous versions of this Cookie Policy for audit and compliance purposes. 15. Contact If you have questions about this Cookie Policy, cookie preferences or how we use cookies and similar technologies, please contact us: - Email: info@aahealthcaresolutionsltd.com - Business name: A&A Healthcare Solutions Ltd We aim to respond to all enquiries within 2 working days, and often sooner. Response times may vary during weekends, public holidays, or periods of high demand. This email address is the primary method for contacting us regarding cookie preferences, consent, or data protection matters.