Terms of service

These terms are between [your company name] ([company number], [your registered address]) ("we") and the business that signs up for Rotara ("you"). Rotara is for businesses, not consumers.

1. The service

Rotara helps you make staff rotas, tell your team about shifts, find cover and record hours. Suggestions, natural language readings and rule checks are there to help: you stay responsible for the rota you publish and for meeting employment law (working time, breaks, minimum wage, young workers, right to work).

2. Free trial and paying

• New venues get a 30-day free trial. No card is needed. When the trial ends, the manager side of Rotara is paused until you pick a plan; nothing is deleted and your staff can still see their rota.
• After that, each venue needs a paid plan, billed monthly or yearly in advance through Stripe. Prices exclude VAT.
• Plans renew automatically until cancelled. You can cancel any time; you keep access until the end of the paid period. We don't refund part periods, except where the law says so.
• If a payment fails we'll tell you and retry. If it isn't sorted within 14 days we may pause the manager side of Rotara until it is. Your staff can still see their rota.
• We may change prices with at least 30 days' notice by email; the change applies from your next renewal.

3. Your data

• You own your data. You can download it at any time from Settings.
• For your staff's personal data you are the controller and we are your processor. Our data processing terms (Annex A) form part of these terms. You must have a lawful basis for what you put into Rotara and tell your staff about it.
• Each plan includes a daily allowance of emails to staff and of natural language features; these are fair-use limits to keep costs down for everyone.

4. Acceptable use

Don't use Rotara to break the law, send spam, harass anyone, or try to get into other venues' data or our systems. Keep sign-in details safe and remove managers who leave. We can suspend accounts that put others at risk.

5. Our software

• Rotara belongs to us. That includes its software, rota engine, design, wording, help guides, name and logo, which are protected by copyright and other intellectual property laws. While you have an account, you have a licence to use Rotara for your own business. It can't be transferred, and it doesn't make you an owner of Rotara.
• You must not copy, change or make your own version of any part of Rotara; reverse-engineer it or try to get at its source code (except where the law lets you and that can't be excluded); scrape it or reach it with bots other than through features we provide; resell, rent or share access to it outside your business; or use it to build or help build a competing product.
• Don't use the Rotara name or logo in a way that suggests you are us or that we endorse you.
• If you send us ideas or feedback, we can use them freely without owing you anything.
• This applies to everyone who uses Rotara through your account, including your staff. It doesn't change section 3: your data stays yours.

6. Availability and changes

We aim to keep Rotara running all the time but can't promise it will never be down. We'll give notice of planned maintenance where we can. We may improve or change features; we won't remove a core feature you pay for without notice.

7. Liability

Nothing limits liability that can't be limited by law. Otherwise, our total liability in any 12 months is limited to what you paid us in that period, and we aren't liable for indirect losses, lost profits or lost data you could have exported.

8. Ending

You can close your account at any time. When it closes we delete your venue's data within 90 days (download it first). We can end these terms with 30 days' notice, or straight away if you seriously break them.

9. Law

These terms are governed by the law of England and Wales, and its courts deal with any dispute.

Annex A: data processing

We process your staff's personal data only on your instructions (using Rotara as designed), keep it confidential, protect it with appropriate security, use only the sub-processors listed in our privacy notice (telling you before adding new ones), help you answer staff requests and breaches, tell you without undue delay about any personal data breach, and delete or return the data when the service ends. Contact: [contact email].