Privacy policy

Last updated November 4, 2026. ScheduleWright is in beta; this policy is written for the product as it exists today and will be updated as it changes.

Who we are

ScheduleWright is operated by Athena Reactor LLC, New York (“we”). You can reach us at hello@schedulewright.com.

What ScheduleWright is for, and what it is not

ScheduleWright builds work schedules for small groups. It stores the information needed to do that and nothing about patients, clients or customers. It does not hold protected health information and is not a HIPAA business associate; please do not enter patient information anywhere in it, including in the free-text reason on a day-off request.

What we store

• Accounts. Your email address, the time you signed in, and settings you choose (saved views, notification switches). Sign-in is by emailed link; we store no passwords.
• Schedules. What the scheduler enters: shift definitions, rules and weights, holidays, and each employee's name, initials, email, type, eligibility and baseline. Employees are added by their scheduler.
• Requests and preferences. What employees enter on their own page: days off and how strongly they want them, an optional reason, availability, holiday points, standing preferences. Reasons are visible to the group's schedulers and auditors and never appear in a published schedule or an email.
• Months. Each month's roster, pins, publication status, due dates, and the roster as last published, so a re-publish can tell people what changed.
• Email log. For each email we send: the address, the subject, whether it was delivered, and the time. Not the body.
• Usage counts for the features that call an outside model (scanning, the interview): token counts and timing, never the content.

Importing from pictures, spreadsheets and PDFs

When you use Import from photo, the image, spreadsheet text or PDF pages you choose are sent to an outside model provider (currently OpenAI, under its API terms, which do not permit it to train on the data) to be read, and the reading is returned to your browser. We do not keep the file. Only what you choose to apply is stored, as schedule data. The same applies to the interview: the conversation is sent to the provider turn by turn and is not stored by us; copy the transcript yourself if you want to keep it.

Voice

With voice switched on, the interview uses your browser's own speech recognition and speech synthesis. Audio is handled by your browser and its vendor's speech service under their terms; we never receive audio.

Email

We email sign-in links, published schedules, change notices, reminders that requests are due, and optional weekly and next-day digests. Employees can turn reminders and digests off on their own page. Email is sent through Resend. Replies to schedule emails go to the scheduler who sent them.

Calendar feeds

Each employee can subscribe to a private calendar link for their published shifts. The link is signed and cannot be guessed; anyone who has the link can read that one person's shifts, so treat it like a password and ask us to rotate the signing key if a link leaks.

Where data lives and who can see it

Data is stored and served on Cloudflare's infrastructure (United States and Cloudflare's global network). Within a group, admins and schedulers can see and change everything; auditors can see everything and change nothing; viewers see published schedules only; employees see their own page and published months. The site owner can see who has access, beta requests, and usage counts. We do not sell data, show advertising, or use tracking cookies; the only cookie is the sign-in session. The public site may use Cloudflare Web Analytics, which is cookieless.

Keeping, exporting and deleting

Schedules and months are kept as long as the group keeps them. A scheduler can export a schedule and any month at any time. A group admin can delete the whole group; any user can delete their own account from the People dialog (schedulers must hand off first). Email us and we will delete what the product cannot.

Changes

We will post changes here with a new date. Material changes to what we collect will be announced to group admins by email.