Terms of service

These terms are an agreement between you, the business or person opening an account, and [registered company name not yet configured, set NEXT_PUBLIC_COMPANY_LEGAL_NAME], company number [company registration number not yet configured, set NEXT_PUBLIC_COMPANY_NUMBER], of [registered address not yet configured, set NEXT_PUBLIC_COMPANY_ADDRESS] (“Rotevia”, “we”, “us”).

Creating an account, or using the service, means you accept them. If you are agreeing on behalf of a company you confirm you are authorised to bind it. If you do not accept them, do not use Rotevia.

Rotevia is software for building staff rotas, scheduling recurring shifts, recording worked hours, handling availability, cover and expense requests, and estimating staffing costs. It is a planning and reporting tool.

Rotevia is not payroll software, not an HR system of record, and not employment-law, tax or legal advice. Wage figures it produces are estimates for planning. Responsibility for paying people correctly, for working-time and rest-break compliance, for record-keeping, and for every employment decision made using the rota stays with the employer.

You must give accurate details when you sign up and keep them current. You are responsible for keeping your sign-in credentials secure and for everything done under your account, including by anyone you invite.

Tell us promptly at hello@rotevia.co.uk if you believe your account has been accessed by someone else. Changing your password signs out every other device immediately.

Accounts are for named people. Sharing one login between several members of staff defeats the audit trail your own records depend on, and we do not support it.

An account belongs to a business. Managers can see and change everything in that business: employees, pay rates, rotas, hours and settings. Employees see only their own shifts, requests and claims.

Promoting somebody to manager gives them full access to every employee record in that business, including pay. That is your decision to make, and yours to get right.

One person can belong to several businesses. Access is always scoped to the business they are currently working in, and never crosses between them.

You decide what to put into Rotevia about your staff, so you are the data controller for it and we are your processor. That means you are responsible for:

• having a lawful basis for holding the employee records you enter;
• telling your staff their data is held in Rotevia and what it is used for;
• keeping records accurate, and removing people who have left;
• answering your own employees’ data requests. We will help, but the record is yours;
• not entering special-category data, such as health details, into free-text notes.

How we process that data on your behalf is set out in the privacy policy, which forms part of these terms.

You agree not to:

• use Rotevia unlawfully, or to help anybody else do so;
• attempt to access another business’s data, or to probe, scan or test the security of the service without our written permission;
• scrape, crawl or bulk-extract data by automated means beyond ordinary use of the product;
• upload malicious code, or files you do not have the right to upload, as a receipt or anywhere else;
• deliberately overload the service, evade rate limits, or interfere with other customers’ use of it;
• resell, sublicense or white-label the service without an agreement in writing;
• reverse-engineer the service except to the extent that restriction is unenforceable by law.

If you find a security problem, please report it to hello@rotevia.co.uk rather than exploiting or publishing it. We will not pursue anyone who reports a genuine issue responsibly and gives us reasonable time to fix it.

We aim to keep Rotevia available and to give advance notice of planned maintenance where we reasonably can. We do not offer a contractual uptime guarantee at this stage, and we would rather say so plainly than promise one we have not yet earned.

The service may occasionally be unavailable because of maintenance, a fault, or a failure at one of the providers we depend on. Because a rota matters most on the day it is worked, we recommend you print or export the week’s rota rather than relying on the service being reachable at any given moment.

Rotevia depends on third parties for hosting, the database, payments, email delivery and optional Google sign-in. They are listed in the privacy policy. We choose them carefully and remain responsible to you for the service, but we do not control them and their own terms apply to their part of it.

Rotevia has a free plan and paid plans. Paid plans are billed monthly or yearly in advance through Stripe. Prices shown on the pricing page include VAT where it applies.

Your plan renews automatically at the end of each period until it is cancelled. If a payment fails we may retry it; if it keeps failing, the account returns to the free plan and any features above that plan’s allowances stop being available. Your data is not deleted for non-payment.

We may change prices. Existing subscribers will be told at least 30 days before a change takes effect on their plan, and can cancel before it does.

You can cancel at any time from the billing screen. Cancelling stops the next renewal; you keep the paid plan until the end of the period you have already paid for, and then move to the free plan.

We do not refund part-used periods as a matter of course. If something has gone genuinely wrong, ask. We would rather sort it out than argue about it.

Your data is yours. The employee records, rotas, hours, notes and files you put into Rotevia remain yours. You grant us only the licence needed to host, process, back up and display them so the service works, and to do so through the sub-processors named in the privacy policy.

The software and brand are ours. Rotevia, its name, its design, its artwork and its code remain our property. Nothing here transfers any of it to you; you get a non-exclusive, non-transferable right to use the service while your account is open.

If you send us feedback or suggestions, we may act on them freely and without owing you anything for doing so.

While your account is open you can view, print and export your rota and hours from inside the app. If you close your account and need a copy of your data, ask us within 30 days of closure and we will provide it in a machine-readable format. After that it may already have been deleted.

We may suspend an account, with notice where it is practical to give it, if it is being used in breach of section 6, if it is putting the service or other customers at risk, or if we are legally required to. We will restore access as soon as the cause is resolved.

You can stop using Rotevia at any time, and can ask us to close your account and delete your data. See the privacy policy for how.

We may end this agreement on 30 days’ written notice, or immediately for a serious or repeated breach of these terms. If we end it for any reason other than your breach, we will refund the unused part of any period you have paid for.

On termination your right to use the service ends. Sections 11, 15, 16 and 18 survive it.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited.

Subject to that:

• we are not liable for indirect or consequential loss, loss of profit, loss of business, loss of goodwill, or loss arising from decisions made using estimates the service produced;
• our total liability in any twelve-month period is limited to the greater of the amount you paid us in that period and £100;
• we are not liable for loss caused by your own failure to keep credentials secure, to keep your own records, or to check that a rota is correct before relying on it.

Rotevia is provided “as is”. Beyond what these terms say and what the law requires, we give no warranties, including that the service will be uninterrupted or error-free.

If someone brings a claim against us because of how you used Rotevia, because you had no right to hold data you entered, because you broke section 6, or because you breached these terms, you will cover our reasonable losses and legal costs in dealing with it. We will tell you promptly about any such claim and will not settle it without asking you.

Rotevia is actively developed. Features will be added, changed and occasionally withdrawn. We will not remove something a paid plan is centred on without giving reasonable notice.

We may update these terms. When a change materially affects your rights we will give at least 30 days’ notice by email or in the app, and the date at the top of this page will change. Continuing to use Rotevia after that means you accept the new terms; if you do not, cancel before they take effect and we will refund the unused part of your period.

These terms and any dispute arising from them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

If any part of these terms is found unenforceable, the rest continues to apply. A delay in enforcing a term is not a waiver of it. These terms, with the privacy policy and cookie policy, are the whole agreement between us.

Questions about these terms: hello@rotevia.co.uk, or through the contact page. Formal notices should be sent to [registered address not yet configured, set NEXT_PUBLIC_COMPANY_ADDRESS].