Privacy
What Roost holds, and what it does with it.
Roost is run by TellParrot for the organisations that use it. Those organisations decide what they collect and why; Roost keeps it for them, in one region, and reads outside services only when an organisation connects them. This page says what that means in practice.
Who is who
The organisation is the controller. TellParrot is the processor.
When a club, a charity, a trade business or a franchise uses Roost, the people in it are that organisation's customers, members, donors and staff. The organisation decides what to collect and what to do with it. TellParrot processes it on the organisation's instructions under the agreement between them, and only for running the product.
- For people an organisation holds records about, ask the organisation first. It can see, correct and delete what it holds about you, and it is the one that knows why it holds it.
- For staff who sign in to Roost, and for anybody who writes to us through this website, TellParrot is the controller. The TellParrot policy at tellparrot.com/privacy covers that.
- Privacy requests reach a person at privacy@tellparrot.com.
What is held
Records the organisation makes, and records people make themselves.
Everything in a workspace falls into one of these.
- People
- Name, contact details, the organisation's tags and notes, and the timeline of what happened: donations, memberships, bookings, invoices, messages, event tickets, form answers. The master copy of a person lives in the organisation's record system, TellParrot; Roost never edits it in place. A correction is a request the organisation approves.
- Staff
- Name, work email, role and branch, and an audit trail of what each staff member did. Sign-in is by one-time link or Microsoft 365; no password is stored.
- Consent
- Whether each person may be contacted, by which channel, and when that was last said. Read from the master record before anything is sent, and a suppression stops a send no matter what else is set.
- Payments
- Amounts, dates and receipts. Card details never reach Roost: they go to the organisation's own payment provider, which shows Roost a reference.
- Files
- Pictures and documents the organisation uploads, in a private store. Deleted files can be recovered for thirty days, then they are gone.
- Enquiries
- What you write on this website's contact form, kept so we can answer it.
Connected services
Roost reads an outside service only when an organisation connects it, and only for what the screen says.
Each connection asks the service for the narrowest set of permissions that does the job, and each one can be disconnected in Settings, which deletes the token the same moment. Nothing read through a connection is sold or shared with anybody else, and nothing is used to build a profile for advertising.
Facebook and Instagram pages
Reads
The list of pages the signed-in admin manages, each page's Instagram business account, leads submitted through the page's lead ads, and messages sent to the page.
Writes
Posts the organisation schedules, and replies staff send to people who wrote to the page.
Keeps
A page token, encrypted, for each page the admin ticked. Leads and messages become records in the organisation's workspace and are passed to its master record system.
LinkedIn organisation pages
Reads
Which organisation pages the signed-in member administers, and each page's name.
Writes
Posts the organisation schedules, with their pictures.
Keeps
An access and refresh token, encrypted, for each organisation page ticked. The member's own profile is not requested.
Microsoft 365 and Google mailboxes
Reads
Mail in a staff member's own mailbox. Only mail exchanged with somebody the workspace already holds is kept, on that person's timeline; every other message is left where it is and not stored.
Writes
Replies staff send from Roost, through that mailbox.
Keeps
A token, encrypted, and a sync position. Both go with the connection when it is disconnected.
Microsoft 365 and Google calendars
Reads
Busy times, so bookings avoid them.
Writes
Appointments booked through Roost, so they show in the staff member's calendar.
Keeps
A token, encrypted, and a short cache of busy times.
Gmail Postmaster Tools
Reads
The sending domain's reputation and spam rate, as Google reports them.
Writes
Nothing.
Keeps
Daily figures per domain.
Twilio
Reads
Texts and calls to the organisation's number.
Writes
Texts the organisation sends, and the missed-call text-back.
Keeps
Each text, and each call's time, direction and outcome. Calls are not recorded.
Mailchimp, Brevo and Campaign Monitor
Reads
Which campaigns went to whom, and who opened and clicked.
Writes
The organisation's audience lists, when it asks Roost to keep them in step.
Keeps
The organisation's own API key, encrypted, and the campaign results against each person.
Meta platform data is used only to provide the page connection an admin set up, and is deleted when that connection is removed
Where it lives
Microsoft Azure, Australia East, and nowhere else by default.
The database is not on the internet, connections are forced onto TLS, provider tokens are encrypted at rest, and backups are copied to the paired Australian region. The security page has the detail.
Who works on it
A short list of processors, each under a written agreement.
- Microsoft Azure, for hosting, the database, files and key storage.
- Resend, for sending email and reporting bounces.
- Twilio, for texts and calls, only for organisations that switch that on.
- The services listed above, only for organisations that connect them, and only in the direction the table shows.
How long
As long as the organisation needs it, and no longer than the law lets it.
Records stay while the organisation's account is open. A person the organisation withdraws in its record system and erases here is destroyed, not hidden, and the act is recorded. Application logs are kept for a year. When an organisation closes its workspace, its data is deleted after the notice period in its agreement, and backups roll off fourteen days later.
Your rights
See it, correct it, take it, delete it.
Wherever you are, you can ask what is held about you, have it corrected, have a copy, or have it deleted. Ask the organisation that holds it; if you would rather ask us, or the organisation has not answered, write to privacy@tellparrot.com and say which organisation it concerns. We answer every request, and we do not need to know why you are asking.
Last updated 26 September 2026. Changes are made here, with the date moved on; the meaningful ones are told to organisations by email.