Terms of Use

Acceptance of these terms

By accessing or using Staff Rota & Payroll (“the service”), you agree to these Terms of Use. If you are using the service on behalf of a business, you confirm you are authorised to accept these terms for that business.

The service

Staff Rota & Payroll provides staff rota scheduling, payroll-timesheet calculation, leave management, time & attendance and multi-business management features for hospitality and retail businesses. Some features, including clock-in/out and multi-business, are optional modules that may be switched on for your account.

Fees, billing & price changes

Fees and billing. Staff Rota & Payroll is a subscription service. Every account starts with a 14-day free trial — no card needed. After the trial, if you choose a paid plan (Starter or Pro), it's billed automatically each month to your card until you cancel. Current plans and prices are shown on our pricing page and when you sign up. Payments are handled securely by Stripe; we never see or store your full card number.

Changes to prices. We may change our plan prices from time to time. If we change the price of a plan you're on, we'll email you at least 30 days before the new price applies. If you don't want to continue at the new price, you can cancel before it takes effect and you won't be charged the new amount.

Cancelling. You can cancel anytime from Settings → Manage plan & billing — it's free. Your plan stays active until the end of the period you've already paid for and won't renew after that. There are no cancellation fees.

Accounts & access

You are responsible for the accounts you create, including admin and staff logins, and for keeping login credentials confidential.

• Notify us promptly of any unauthorised use of an account.
• You are responsible for activity carried out under your accounts.
• Access is granted on a role basis — admin and staff roles have different permissions.

Acceptable use

You agree not to:

• Use the service unlawfully or to store unlawful content.
• Attempt to disrupt, reverse engineer or gain unauthorised access to the service.
• Upload data you do not have the right to process, or misuse other people’s personal data.

Customer data ownership

Your business data — including your rotas, staff records, timesheets and leave — remains yours. You grant us the permissions needed to host and process that data solely to provide the service, as described in our Privacy Policy.

Data processing

Where we process personal data contained in your staff records, we do so as your processor under UK GDPR, and your business is the controller. Those terms — including security measures, sub-processors, breach notification and deletion on termination — are set out in our Data Processing Terms, which form part of these Terms of Use.

Availability

We aim to keep the service available and reliable, but it is provided on an “as available” basis. We may carry out maintenance, update features, or temporarily suspend access where reasonably necessary.

Liability

To the fullest extent permitted by law, the service is provided without warranties of any kind, and we are not liable for indirect or consequential loss. Calculated figures, including hours and gross pay, are tools to assist you; you remain responsible for reviewing and confirming payroll before it is acted upon. Nothing in these terms limits liability that cannot lawfully be limited.

Termination

You may stop using the service at any time. We may suspend or end access where these terms are breached, or where required for security or legal reasons. On termination, your right to use the service ends; data handling follows the retention terms in our Privacy Policy.

Changes to these terms

We may update these terms from time to time. Where changes are material, we will take reasonable steps to make you aware of them. Continued use of the service after an update means you accept the revised terms.

Governing law

These terms are governed by the laws of England & Wales, and the courts of England & Wales have non-exclusive jurisdiction over any dispute arising from them.