Last updated 23 October 2026
This Privacy Policy explains how Backfyl handles personal information. Backfyl is operated by David Zalcberg (ABN 72 437 964 114), trading as Backfyl, of Bondi Junction, NSW, Australia ("Backfyl", "we", "us", "our"). We've written this policy to follow the Australian Privacy Principles as good practice for how we handle your information, regardless of whether the small business exemption under the Privacy Act 1988 currently applies to a business our size.
The short version: we never sell your information or your team's, to anyone. We don't use it for advertising. Each team's data sits in its own database, and only the Backfyl team can reach it, to give support or fix a problem.
When you create a workspace, we collect the team or organisation name, your name and email address, and the answers you give during setup (role names, reply options, time zone and similar). Payment details go straight to Stripe (section 5). We never receive or store your card number.
When someone joins a team, we collect the name they enter, their email address, their role in the team, and any tags they or their manager apply to them (for example which station or shift type they work).
An email address is required for everyone. Backfyl has no passwords. You sign in with a six-digit code sent to your email, so we need an address that reaches you. We also use it to get you back in on a new phone, and to tell you if the email on your account is changed. We don't use it for marketing.
What your team puts into Backfyl: requests for cover, replies, private questions and answers about a request, who a shift was given to, roster and calendar entries (including any break and note on a shift), and shifts swapped between colleagues, with any note about the swap.
Availability and leave: the times you say you can't work (every week on certain days, or on certain dates; all day or between two times), with any note you add, and the leave you ask for: its kind (annual, personal/carer's, unpaid, long service or other), the dates, any note, and whether a manager approved or declined it, with their note. Notes are optional. Please don't put health details in them: "personal leave" is enough.
Certificates, if your team records them (for example RSA, RSG or Food Safety Supervisor): which ones you hold, each one's number and expiry date if they're entered, and whether a manager has marked it as checked. The number is optional.
If your team connects Xero (payroll, which your team's admin chooses to connect): to match people to their Xero employee records, Backfyl reads your team's employee list from Xero (names, email addresses and Xero's employee IDs) and keeps each match. When someone who manages timesheets sends a pay period to Xero, each matched person's approved hours, day by day, go to your team's Xero account as draft timesheets, and Backfyl keeps a record of what was sent. The keys for the connection, issued by Xero, are kept in your team's database.
If your team uses tap on and off (time and attendance, which your team's admin chooses to turn on): when you tap on, start and end a break, and tap off; the hours you send if you forgot to tap; and any change a manager makes to your hours, with the note they give. If your admin also has location recording on, your phone's location, and how accurate the phone says it is, is recorded at the moment you tap, never in between, and compared with the workplaces your admin has saved. Your phone asks your permission first. You can say no: your tap still counts, and is marked "No location".
From your device: a record of each device you're signed in on and, if you turn notifications on, the address your browser gives us to deliver them to that device.
Technical logs: like any website, our servers record the IP address, browser type, time and page for each request.
Support: if you email us, we keep the correspondence.
We don't ask for sensitive information (health details, government identifiers and so on), and Backfyl isn't built to hold it. Please don't put it into names, tags, requests or messages. That includes information about patients.
We use this information to run your workspace (showing requests and replies to the right people, recording the hours worked if your team uses tap on and off, and following the rules your team chose), to sign you in, to send notifications and service emails (sign-in codes, invites, account and billing notices), to give support when you ask for it, and to bill through Stripe. We don't sell personal information and we don't use it for advertising.
A request for cover goes to the people its sender picks. Your admin chooses whether the rest of the team can also see that a request exists, or only the people it was sent to. Either way, a reply is seen only by the person who sent the request and the team's managers, not by the rest of the team. Timesheets (tap on and off) are seen by the person they belong to, by the team's admins, and by anyone an admin has allowed to manage timesheets, including where each tap was made when location recording is on. Your availability, leave and certificates are seen by you and by the team's managers (those allowed to run the roster), not by the rest of the team. Managers can also see whether each person can get Backfyl's notifications, but not which devices they use. One team can never see another team's data.
We never sell personal information. We don't rent it, trade it or pass it to advertisers or data brokers either.
We use a small number of providers to run Backfyl. Each one handles only what it needs for its part of the service:
We don't share personal information with anyone else unless the law requires it, it's needed to protect someone's safety or rights, or you've agreed.
Billing is handled entirely by Stripe. You enter your payment details on Stripe's own checkout page. They don't pass through Backfyl's servers and we don't store them.
Each workspace's app and database run in Railway's EU West region in the Netherlands. Your workspace data is not stored in Australia. Emails, payments and error reports are handled by the providers in section 4, in the United States and the other countries they operate in. By using Backfyl you agree to your information being handled in those places.
If personal information is ever exposed in a way likely to cause serious harm, we'll tell the affected teams' admins promptly and notify the Office of the Australian Information Commissioner where the law requires it. No online service can promise absolute security, and we don't.
Apart from downloading timesheets, there's no self-service export or delete button in the app yet. Email us (section 10) and we'll do either for you.
You can ask us to show you, correct or delete the personal information we hold about you, or ask how it's handled, using the contact details below. If you're a team member rather than the admin, you can also ask your team's admin, since they control who is on the team and what's recorded about you.
Questions, requests or complaints about how we handle personal information: [email protected]. We'll respond as promptly as we can. If you're not satisfied with our response, you can raise a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
We may update this policy as Backfyl or our practices change. We'll update the "Last updated" date above, and for material changes we'll make a reasonable effort to let active admins know.
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