Terms of Service

These Terms of Service (“Terms”) form a binding agreement between you and WorkSchedule (“we”, “us”). If you do not agree, do not use the service.

• You must be at least 16 years old to use WorkSchedule.
• You must provide accurate information and keep it up to date.
• You are responsible for keeping your password secure and for all activity under your account.
• Notify us immediately if you suspect unauthorised use.

You agree not to:

• Use the service for anything illegal or to infringe anyone else's rights.
• Try to break, reverse-engineer, or interfere with the service.
• Send spam, phishing, or malicious content through our messaging tools.
• Resell, sublicense, or white-label the service without our written permission.
• Upload or process data you have no right to share.
• Use the service to discriminate, harass, or otherwise harm anyone.

We may suspend or terminate accounts that breach these rules.

If you sign up as an employer, you are the data controller for the personal data of your team members. You are responsible for:

• Telling your staff that you use WorkSchedule and how their data is processed.
• Having a lawful basis for adding their information to the platform.
• Complying with UK employment law, including working time regulations.

WorkSchedule provides compliance helpers but is not legal advice.

We own the WorkSchedule software, brand, and content. You retain ownership of the data you upload. You grant us a limited licence to host, process, and display your data solely to deliver the service.

• New employer accounts include a 14-day free trial. No card is required to start.
• After the trial, paid plans are billed monthly via Stripe.
• Pricing is shown on our Pricing page and may change with at least 30 days' notice.
• Subscriptions renew automatically until cancelled.
• You can cancel at any time from Settings → Billing. Your access continues until the end of the billing period.
• We do not provide refunds for partial months unless required by law.

We aim for high availability but do not guarantee the service will be uninterrupted or error-free. We may need to perform planned maintenance, fix bugs, or release updates that briefly affect access.

We may add, modify, or remove features at any time. If we make a material change that materially reduces the value of a paid plan, we will notify you in advance.

• The Account Owner can close the account from Settings. Closing stops billing and normal access straight away. The exact download deadline, 30 days after closure, is shown before you confirm.
• Until that deadline, only the Account Owner can sign in to download the business's records (staff, schedules, published rota history, leave, compliance and cost-input records). Download access ends at the exact deadline. Daily cleanup then processes permanent removal of those records, stored files and logins used only by that business, retrying failures; completion is not guaranteed at the exact deadline. Logins also used by another business are kept. Provider-managed backups may retain copies separately as described in our Privacy Policy.
• You are responsible for downloading and securely keeping any records you need for legal retention periods, including six-year requirements. WorkSchedule does not keep your workforce data for six years. Downloads do not include payroll calculations or payment records; cost figures are estimates.
• We may suspend or terminate your account for breach of these Terms, non-payment, or risk to other users.
• We keep billing records for as long as UK tax law requires.

Provider-managed database backups do not replace your responsibility for keeping your own copies of important data, including stored files. We do not promise a fixed backup-retention period or recovery guarantee. We are not liable for any data loss that results from your own actions, third-party providers, or events outside our reasonable control.

You authorise WorkSchedule support staff to access your workspace data, including employee schedules, where needed to respond to your support requests, investigate faults or keep the service secure. Access is limited to what the task requires, is read-only unless the account owner approves changes, and is logged in your Security Activity. You are responsible for telling your staff that their rota data may be processed in this way, as described in our Privacy Policy.

The service is provided “as is” and “as available”. To the maximum extent permitted by law, we disclaim all warranties (express or implied), including merchantability, fitness for a particular purpose, and non-infringement.

To the maximum extent permitted by law, our total liability to you for any claim arising out of or relating to the service is limited to the fees you paid us in the 12 months before the claim.

We are not liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or business interruption.

Nothing in these Terms excludes or limits liability that cannot be excluded under English law, including for death, personal injury caused by negligence, or fraud.

You agree to indemnify us against any claim arising from your misuse of the service, your breach of these Terms, or your violation of any third party's rights.

Our Privacy Policy describes how we handle your information and forms part of these Terms.

These Terms are governed by the laws of England and Wales. Any dispute will be subject to the exclusive jurisdiction of the courts of England and Wales, except that consumers may bring claims in their local courts where required by law.

We encourage you to contact us first at [email protected] so we can try to resolve any issue.

• If any part of these Terms is unenforceable, the rest still applies.
• Our failure to enforce a term is not a waiver of that term.
• You may not transfer these Terms without our consent. We may transfer them as part of a merger, acquisition, or sale of assets.
• We may update these Terms from time to time. Material changes will be notified at least 30 days in advance.