Terms of service

The service

Rotaleave provides staff leave and rota planning software at app.rotaleave.co.uk, operated by Rotaleave Ltd (registered in England and Wales, company number 17320960). These terms form the agreement between Rotaleave Ltd and the organisation using the service ("Customer"). By creating an organisation, accepting an invitation, or using the service on behalf of an organisation, you confirm you have authority to bind that organisation.

Plans and billing

• Every new organisation receives a 30-day free trial.
• Organisations with 10 or fewer non-archived employees use the service free of charge.
• Above 10 employees the service is billed monthly at the published pricing.
• Billing is processed through Stripe.
• You may cancel at any time. Access continues until the end of the paid period.
• If a subscription expires your data is preserved, although the account may become read-only.

Your data

Your organisation retains ownership of all data entered into the service. You may export your data at any time and request deletion when your account is closed. Rotaleave processes personal data as a processor in accordance with its Privacy Policy and data processing documentation. Nothing in these terms limits either party's obligations under applicable data-protection law.

Customers are responsible for retaining any exports or backups they require. Rotaleave does not guarantee permanent retention of historical data after account closure.

Acceptable use

You must not:

• attempt to interfere with or disrupt the service;
• probe or test security without permission;
• access another customer's data;
• upload malicious software; or
• use the service for unlawful purposes.

We may suspend or terminate accounts where necessary to protect the service or other customers, comply with legal obligations, or investigate abuse, suspected fraud, security incidents or non-payment.

Availability and support

We aim to provide a reliable service but do not guarantee uninterrupted, error-free or continuously available operation. Maintenance, upgrades, emergency work and events outside our control may temporarily affect availability. Support is provided by email only, at hello@rotaleave.co.uk.

Planning tool — not legal, payroll or HR advice

Rotaleave is a workforce planning tool only. The service does not guarantee the accuracy, completeness or suitability of any holiday entitlement, leave balances, accrual calculations, rota information, payroll information, reports, notifications, approvals, exports or other calculations.

Customers are solely responsible for:

• complying with employment law;
• the Working Time Regulations;
• payroll accuracy;
• employment contracts;
• collective agreements;
• statutory holiday entitlement;
• staffing decisions; and
• verifying all outputs before relying upon them.

Rotaleave does not provide legal, payroll, HR, tax or accounting advice.

Security

Customers are responsible for:

• maintaining secure passwords;
• controlling user access;
• ensuring only authorised users access their accounts; and
• promptly notifying Rotaleave of suspected unauthorised access.

Third-party services

The service relies upon third-party providers including cloud hosting, payment processing, email delivery, push notification services and internet infrastructure. Rotaleave is not responsible for failures, delays or interruptions caused by those third parties.

Beta features

Where features are identified as beta, preview or experimental:

• they may contain defects;
• functionality may change or be withdrawn; and
• they may not operate as expected.

Customers use beta features entirely at their own risk.

Intellectual property

All intellectual property rights in the service, software, branding, documentation and website remain the property of Rotaleave Ltd or its licensors. These terms do not transfer ownership of any intellectual property.

Liability

Nothing in these terms excludes liability that cannot legally be excluded, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

To the fullest extent permitted by law, Rotaleave shall not be liable for any:

• loss of profits;
• loss of revenue;
• loss of goodwill;
• business interruption;
• loss of anticipated savings;
• loss or corruption of data;
• missed notifications;
• failed or delayed emails;
• failed push notifications;
• incorrect leave balances;
• incorrect holiday entitlement calculations;
• incorrect accrual calculations;
• incorrect approvals;
• duplicate leave;
• delayed synchronisation;
• browser, mobile app or device compatibility issues;
• downtime;
• software defects;
• bugs;
• service interruptions;
• third-party service failures; or
• indirect, special, incidental, exemplary, punitive or consequential losses.

Customers remain solely responsible for verifying all calculations, approvals and staffing decisions before acting upon them.

Rotaleave's total aggregate liability arising in any 12-month period shall not exceed the greater of (a) the fees paid by the Customer during that period, or (b) £500.

Force majeure

Rotaleave is not liable for any failure or delay resulting from circumstances beyond its reasonable control, including power failures, internet outages, cyber attacks, natural disasters, government action, industrial disputes, acts of war or failures of third-party infrastructure providers.

Changes

We may amend these terms from time to time. Material changes will be notified by email where reasonably practicable, and the version and date above will change.

Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction.