Terms of service

1. The service

Rotawise is online software for planning staff rotas, publishing them, and handling availability, shift swaps and leave. We may improve or change features over time. If we remove something you rely on, we'll give owners reasonable notice.

2. Who can use it

Rotawise is for businesses and other organisations, not for personal or household use. The person who creates an organisation confirms they can agree to these terms for it. That person becomes the owner, and can invite managers and staff, who use Rotawise under your organisation's account.

3. Accounts

• Keep login details private, and tell us at once if you think an account has been misused.
• You're responsible for what happens in your organisation, including who you invite and the roles you give them.
• The details you give us should be accurate and kept up to date.

4. Price and payment

• Rotawise has one plan with every feature. Each organisation's first 5 active people are free.
• Each active person after that costs £2.00 a month. Deactivated people aren't counted. Flutterly Ltd isn't registered for VAT, so no VAT is added. If that changes, we'll give owners at least 30 days' notice.
• Payments are taken by card through Stripe. The owner is asked to add a card before the team grows past the free allowance, and nothing is charged until then.
• You're billed monthly in advance. When people join or leave part way through a month, the change is prorated and shows on your next invoice.
• The owner can change the card, see invoices or cancel at any time from Settings. If you cancel, you keep everything but can't have more than 5 active people.
• We'll give owners at least 30 days' notice of any price change.

5. Your data

The information your organisation puts into Rotawise ("your data") belongs to you. You give us permission to store and process it only to provide and support the service. You're responsible for having a lawful basis to put staff data into Rotawise and for telling your staff how you use it. Owners can delete the organisation, and all of its data, at any time from Settings.

6. Acceptable use

You agree not to:

• break the law, or use Rotawise to discriminate against or harass anyone
• upload anything harmful, such as malware, or try to get into accounts or data that aren't yours
• overload, probe or disrupt the service, or get around its limits
• resell Rotawise, or copy it to build a competing product
• store special category data beyond what's needed to manage leave, or payment card or bank details

We may suspend an organisation that breaks these rules. Where we can, we'll warn the owner first and explain why.

7. The demo

The demo café is shared by everyone who tries it. Anyone can see and change its data, and it may be reset at any time, so please don't put real information into it.

8. Availability and support

We work hard to keep Rotawise running and secure, but we can't promise it will always be available or free of faults. We may need short planned maintenance, and will try to schedule it outside busy rota times. Support is by email at anoop@flutterly.co.uk.

9. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that can't be limited by law. Otherwise:

• we aren't liable for loss of profit, revenue, business or goodwill, or for indirect losses, such as costs from a missed or wrongly staffed shift
• our total liability in any 12 months is limited to the greater of £100 and the amount you paid us for Rotawise in those 12 months

Rotawise flags things like short rest between shifts and long working weeks to help you, but you remain responsible for meeting employment law, including the Working Time Regulations.

10. Ending the agreement

You can stop using Rotawise at any time by deleting your organisation. We can end these terms with 30 days' notice to the owner, or straight away if you seriously break them. If we end them without cause, you can ask for an export of your data during the notice period.

11. Data processing terms

For staff data your organisation puts into Rotawise, you are the controller and we are your processor. These terms meet the requirements of Article 28 of the UK GDPR. We will:

• process your data only on your documented instructions, which are these terms and how you use Rotawise
• make sure anyone who can access it is bound by confidentiality
• take appropriate technical and organisational security measures, as described in our privacy policy
• use only the sub-processors listed in our privacy policy, give you notice before adding or replacing one so you can object, and hold each of them to equivalent data protection terms
• help you respond to requests from people exercising their data rights
• help you meet your security, breach notification and impact assessment duties
• tell you without undue delay, and within 48 hours where we can, after becoming aware of a personal data breach affecting your data
• delete your data when you delete your organisation, apart from backups that are overwritten within 30 days
• give you the information you reasonably need to show you're meeting Article 28, and allow reasonable audits on notice
• only transfer data outside the UK with the safeguards described in our privacy policy

The data processed is your staff's names, contact and work details, rota, availability and leave records, for as long as you use Rotawise, so you can plan and run your team's rota.

12. General

• We may update these terms. We'll tell owners about significant changes at least 30 days before they apply.
• If part of these terms can't be enforced, the rest still applies.
• These terms are governed by the law of England and Wales, and its courts have exclusive jurisdiction.

Contact

Flutterly Ltd. Email anoop@flutterly.co.uk.