Terms of Service

Last updated: 24 July 2026

These Terms of Service (“Terms”) form a contract between [COMPANY LEGAL NAME], a company registered in England and Wales under company number [COMPANY NUMBER] with its registered office at [REGISTERED ADDRESS] (“RotaApp”, “we”, “us”, or “our”), and you, the person or business using rotaapp.uk and the RotaApp application (the “Service”).

By creating an account or otherwise using the Service, you agree to be bound by these Terms. If you are entering into these Terms on behalf of a business, you confirm you have authority to bind that business, and “you” refers to that business.

1. The Service

RotaApp is a business-to-business (B2B) SaaS application that allows business owners and managers to create employee rotas, manage shift swaps, record availability and time off, track time and attendance, and communicate scheduling changes to staff.

2. Eligibility and accounts

  • You must be at least 18 years old to create an account as an organisation owner.
  • You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
  • You must provide accurate information when creating an account and keep it up to date.
  • Organisation owners are responsible for the conduct of managers and employees they invite to their organisation within the Service, and for ensuring those individuals are lawfully permitted to be invited and to have their data processed as described in our Privacy Policy.

3. Your responsibilities as an employer

RotaApp is a scheduling tool, not a source of legal or HR advice. As the employer using the Service, you remain solely responsible for complying with all applicable UK employment law, including but not limited to:

  • the Working Time Regulations 1998 (rest breaks, maximum weekly hours, and the 48-hour opt-out);
  • the National Minimum Wage Act 1998 and National Minimum Wage Regulations 2015;
  • the Employment Rights Act 1996, including rights relating to written statements of employment particulars and predictable working patterns;
  • the Equality Act 2010, in respect of fair and non-discriminatory scheduling; and
  • any sector-specific regulations applicable to your industry (for example, working time rules for care or healthcare staff).

We provide tools to help you record and manage this information, but we do not verify or guarantee legal compliance on your behalf, and we accept no liability for employment law breaches arising from how you use the Service.

4. Subscription plans, fees, and payment

  • RotaApp is offered on a seat-based subscription model. The current free-seat allowance and per-seat pricing are set out on our pricing page and may be updated from time to time, with reasonable notice given to existing customers before a price change takes effect for them.
  • Payments are processed by Stripe. By subscribing, you authorise us (via Stripe) to charge your payment method on a recurring basis for the seats in use.
  • Fees are billed in advance and are non-refundable except as required by law or expressly stated in these Terms.
  • If a payment fails, we may suspend access to paid features until payment is resolved, after giving reasonable notice.
  • All fees are exclusive of VAT unless stated otherwise. VAT will be added where applicable under UK law.

5. Cancellation and termination

  • You may cancel your subscription at any time from your account settings; cancellation takes effect at the end of the current billing period.
  • We may suspend or terminate your account if you breach these Terms, misuse the Service, or fail to pay applicable fees, following reasonable notice where practicable.
  • You may stop using the Service and close your account at any time. Some data may be retained after closure as described in our Privacy Policy, to meet legal record-keeping obligations.

6. Acceptable use

You agree not to:

  • use the Service for any unlawful purpose or in breach of any applicable law or regulation;
  • attempt to gain unauthorised access to the Service, other accounts, or our systems;
  • reverse engineer, decompile, or attempt to extract the source code of the Service, except as permitted by law;
  • use the Service to store or transmit unlawful, defamatory, or infringing content;
  • interfere with or disrupt the integrity or performance of the Service; or
  • resell or provide the Service to third parties without our prior written consent.

7. Intellectual property

We own all rights, title, and interest in and to the Service, including its software, design, and branding. These Terms do not grant you any rights to our intellectual property other than the limited right to use the Service in accordance with these Terms.

You retain ownership of the data you input into the Service (such as employee names, rotas, and shift data). You grant us a licence to host, process, and display that data solely for the purpose of providing the Service to you.

8. Third-party services and AI features

The Service integrates with third-party providers, including Stripe (payments), AWS SES (email delivery), and OpenRouter and its underlying AI model providers (the optional rota AI assistant). Use of AI-generated suggestions (such as auto-filled rotas or sick-cover matches) is provided as a convenience only — you remain responsible for reviewing and approving any rota or schedule before it is relied upon, and we do not guarantee that AI-generated output is accurate, complete, or compliant with applicable law.

9. Availability and support

We aim to keep the Service available at all times but do not guarantee uninterrupted availability. We may carry out planned maintenance and will use reasonable efforts to minimise disruption. We are not liable for downtime caused by circumstances outside our reasonable control, including third-party hosting or infrastructure failures.

10. Limitation of liability

Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited or excluded under English law.

Subject to the above, to the maximum extent permitted by law:

  • we exclude all implied warranties, conditions, and terms not expressly stated in these Terms;
  • we are not liable for any indirect or consequential loss, loss of profit, loss of business, or loss of data arising from your use of the Service; and
  • our total aggregate liability arising out of or in connection with these Terms and the Service is limited to the total fees paid by you to us in the 12 months preceding the event giving rise to the claim.

11. Indemnity

You agree to indemnify us against any claims, losses, or liabilities arising from your breach of these Terms, your violation of applicable employment law, or your misuse of the Service, except to the extent caused by our breach of these Terms or negligence.

12. Changes to the Service and these Terms

We may update the Service and these Terms from time to time. We will post the updated Terms on this page with a revised “Last updated” date and, for material changes, notify account owners by email. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

13. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales. Any dispute arising out of or in connection with these Terms or the Service will be subject to the exclusive jurisdiction of the courts of England and Wales, except that consumers resident elsewhere in the UK may also bring proceedings in their local courts where mandatory law so provides.

14. Complaints and disputes

If you have a complaint, please contact us first at hello@rotaapp.uk so we can try to resolve it directly.

15. Contact us

Questions about these Terms can be sent to hello@rotaapp.uk.