Terms of service

Version 2026-10-29.1, effective 29 October 2026.

Template draft: review before launch.

These terms are an agreement between the business that holds a RotaRound account ("you") and [COMPANY LEGAL NAME] Ltd, trading as RotaRound ("RotaRound", "we", "us"), a company registered in England and Wales. By creating an account or using the Service, you accept these terms.

Related documents: Privacy policy · Cookie policy · Referral terms · Security.

1. Business use only

RotaRound is software for businesses, including sole traders. It is not for consumers.
The person who signs up must be 18 or over and must sign up for a business, as its owner or with its authority. That business is bound by these terms.
You confirm that you use RotaRound for your business and not as a consumer.
We do not open an account for anyone under 18.
If this section is not met, we may close the account.

2. Words we use

The Service: the RotaRound application, the website at rotaround.com and everything we provide through them.
Your Data: what you and your team enter into the Service, including details of your customers, their properties, your agreements with them and your team members.
Your agreements: the agreements between you and your customers. They are yours. We are not a party to them.

3. The Service

RotaRound helps service businesses plan visits, keep records, send emails and prepare documents.
We may add, change or remove features at any time.
The Service is provided as it is and as available. We do not promise that it will be available at any time, fast, accurate, free of faults or fit for any purpose.
We may stop or limit the Service, in whole or in part, at any time and without notice, for maintenance, updates or any other reason.
We give no service credits, refunds or compensation for any time the Service is unavailable or not working.
To the fullest extent the law allows, all terms implied by law are excluded, other than those these terms state.
You can ask for help at [email protected]. We help where we can. We do not promise a response time.

4. Your account

Give us accurate details and keep them up to date.
Keep your sign in details secure. You are responsible for everything done through your account, including by your team.
One account is for one business.
If you think someone else has used your account, tell us at [email protected].

5. Free trial

A new account may start with a free trial. Its length is shown when you sign up and in Settings, Billing. No card is needed to start.
We may remind you before your trial ends.
If you add a card during the trial, your first payment is taken when the trial ends.
If the trial ends without a card, the account pauses until a card is added.
We may change or end free trials for new accounts at any time.

6. Price and payment

The price is the one shown on our pricing page and when you add a card. It is charged monthly, in advance, by card, and renews each month until the account closes.
Card payments are handled by our payment provider.
Prices exclude VAT. Where VAT applies, we add it at the rate in force.
We may change the price. We tell you before a new price applies to you. If you do not accept it, close your account before it applies.
We may agree a different price for your account, for a number of payments, for a time or until further notice. A price agreed for a number of payments or for a time ends when they are used or the time is up. We may end any other agreed price as we would change the price.
We may pause your payments for a time. Nothing is owed for that time.
If a payment fails, we may try again. We may pause, suspend or close the account until what you owe is paid. You still owe it.
Payments are not refundable, including for part months and unused time, and including when an account is paused, suspended or closed, unless the law requires a refund.
Receipts are in Settings, Billing.

7. Free months, codes and referrals

We may offer free months, codes and referral rewards. Each offer has its own conditions.
They have no cash value and cannot be exchanged, transferred or sold.
We may check any offer for misuse, and hold, refuse or take back what it gives.
We decide where a sign up came from, and which offer, if any, it earns.
We may change or end any offer at any time. What has already been given is kept, unless it was obtained by misuse.
The referral terms and the partner agreement set out the rest.

8. Your data

You own Your Data.
You are the controller of the personal data in Your Data, and we are your processor (section 9).
You are responsible for:
- having a lawful basis to hold and use that personal data;
- your own privacy notice to your customers and team (our template is a starting point only);
- answering requests from your own customers and team about their data;
- only sending messages through the Service that the people receiving them would expect, and that the law allows.
We help you with requests about personal data as the law requires.
Keep your own copies of Your Data. You can download it from Settings. We are not responsible for any loss of or damage to Your Data (section 19).
We may access your account to give support, investigate a problem, keep the Service working and secure, and where the law requires.

9. Data processing terms

This section is the agreement UK data protection law requires between you, as controller, and us, as your processor.

Subject and purpose. We process the personal data in Your Data to provide the Service to you, for as long as your account is open and then as section 17 says.
The data and the people. The details you keep about your customers, their properties, your agreements, visits, your team members, notes and contact details; about your customers, your team members and anyone else whose details you enter.
Your instructions. We process this data only on your documented instructions, unless the law requires otherwise. Your use of the Service and its settings are your instructions. We tell you if we think an instruction breaks data protection law.
Confidentiality. Everyone we allow to process this data is bound to keep it confidential.
Security. We take appropriate technical and organisational measures to protect it.
Other processors. You give us general permission to use other processors. We place the same data protection duties on them as these terms place on us, and we stay responsible to you for them as the law requires.
Requests from people. If someone asks us about their data, we pass the request to you. We help you answer it as the law requires.
Breaches. If we become aware of a personal data breach affecting this data, we tell you without undue delay, and help you meet your own duties as the law requires.
Other help. We help you, as the law requires and with the information we have, with security, breach notices, data protection impact assessments and consulting the regulator.
At the end. You can download Your Data before your account is deleted. We then delete it, as section 17 says, unless the law requires us to keep it.
Showing we comply. We give you the information the law requires to show we meet these duties, and allow audits as the law requires, on reasonable notice, at your cost, and no more than once in any 12 months unless a regulator requires it.
Transfers. Where a processor handles this data outside the UK, we use the safeguards UK law requires.
You confirm that you have the right to give us this data and to instruct us to process it.

10. Agreement templates and other documents

RotaRound gives you agreement templates, and makes documents for you, such as agreements, emails, quotes, price reviews, invoices, pay records and a privacy notice to copy.
They are templates only. They have not been reviewed by a lawyer. They are not legal advice, and we do not promise that they are right for your business, meet the law as it applies to you, or are fit for any purpose.
Take your own legal advice before you use them.
You are responsible for every agreement and document you send, and for checking it first. The same applies to anything you write or change yourself.
We are not a party to your agreements, and we accept no liability for them.

11. Figures we work out for you

Hours, pay, employment costs, profit, VAT, price reviews and invoices that RotaRound works out are estimates to help you.
They are not payroll, tax, accounting or legal advice. Check them before you rely on them.
You are responsible for your pay and payroll, tax, VAT and accounts.

12. AI features

Some features use AI, for example to suggest wording, to answer questions about RotaRound, or to match the columns of a spreadsheet.
What they produce may be wrong, incomplete or unsuitable. Check it before you use it. You are responsible for what you use.
When you use one, only the text that task needs is sent to our writing assistance provider. The privacy policy says more.
We may change or remove AI features at any time.

13. Emails and notifications we send for you

The Service sends emails and notifications for you, as you set it up.
We do not promise that any email or notification will be delivered, or delivered on time.
You are responsible for what they say and for having the right to send them.

14. Your responsibilities

You are responsible for:

your customers, your agreements with them, your prices and your VAT;
your team: their pay and payroll, their hours and leave, and how you treat them;
the accuracy of everything you enter;
your own compliance with the law, including employment, consumer, tax and data protection law;
how you and your team use the Service.

15. Acceptable use

You must not, and must not let anyone else:

use the Service to break the law, or to send or store anything unlawful, harmful or misleading;
send spam, or messages to people who have not agreed to hear from you where the law needs their agreement;
store personal data you have no right to hold;
try to get into another account, or into any part of the Service you are not meant to use;
probe, scan, test, overload or disrupt the Service, or try to get past its security;
copy, change, take apart or reverse engineer the Service, except as the law allows;
use automated tools to collect data from the Service;
resell the Service, or use it to build a competing product.

We may remove content, or suspend or close an account, that breaks this section.

16. Suspending or closing your account

We may suspend or close your account at any time, at our discretion, including for non-payment, misuse, any breach of these terms, a risk to the Service, to us or to anyone else, or where the law requires.
We may also end these terms for any other reason by telling you. If we do, you keep the account until the end of the period you have paid for.
Where we can, we tell you before or when we do this.
While an account is suspended or paused, it cannot be used, the emails the Service sends for you stop, and the links your customers and team use stop working.
You can download Your Data while the account is suspended or paused, unless the law, or a risk to the Service or to others, stops us allowing it.

17. Closing your account, and Your Data afterwards

You can close your account at any time in Settings.
If you have paid for the current period, the account stays open until that period ends and closes then. Otherwise it closes straight away.
For 30 days after it closes, you can sign in, download Your Data and restore the account. After that, we delete the account and Your Data, and it cannot be restored.
Download Your Data before you close the account if you want a copy. Invoices and pay records are deleted too.
We keep the records the law requires us to keep, such as payment records, for as long as the law requires.
Deleted data may remain in backups for a limited time.

18. Intellectual property and feedback

We and our licensors own the Service, its software, design, content, templates and brand, and all rights in them.
While your account is open and you follow these terms, you may use the Service for your own business. This right is not exclusive and cannot be transferred.
You may use our templates for your own business. We keep all rights in them.
You give us the right to use Your Data to provide and secure the Service and as the law requires, and no more.
We may use information about how the Service is used, which does not identify you or anyone else, to run and improve it.
If you give us feedback or ideas, we may use them freely, without payment or any duty to you.

19. Liability

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow to be limited or excluded.
Subject to that, we are not liable, however it arises, for:
- any indirect or consequential loss;
- loss of profit, revenue, business, contracts or expected savings;
- loss of or damage to data;
- loss of goodwill or reputation;
- any loss arising from your agreements, your pay, tax or accounts, the documents and figures in sections 10 and 11, AI output, emails not delivered, or the Service being unavailable.
Subject to the first point, our total liability to you for all claims under or in connection with these terms, whether in contract, in tort (including negligence), breach of statutory duty or otherwise, is limited to the greater of £100 or the fees you paid us in the 12 months before the event that gave rise to the claim.
You agree that, as you use the Service for your business, these limits are reasonable.

20. Indemnity

You will cover our losses, costs (including reasonable legal costs) and liabilities from any claim brought by anyone else (including your customers and team members) arising from Your Data, your agreements, how you treat your team, the messages you send through the Service, or your breach of these terms or the law, except to the extent the claim is caused by our own breach of these terms.

21. Events beyond our control

We are not responsible for any failure or delay caused by something beyond our reasonable control, such as a failure of a supplier, network, power or internet service, an attack on the Service, an act of government, a strike, a fire, a flood, an epidemic or a war.

22. Changes to these terms

We may change these terms. Each version has a version number and an effective date at the top.
If a change reduces what you get or adds to what you must do, we ask you to accept it in the Service before you carry on. If you do not accept it, close your account.
Other changes apply from the effective date shown. We may tell you about them by email or in the Service.

23. General

Transfer. We may transfer our rights and duties under these terms to anyone. You may not transfer yours without our written permission.
Whole agreement. These terms, and the documents they refer to, are the whole agreement between us about the Service. You have not relied on anything that is not in them. This does not limit liability for fraud.
Severance. If any part of these terms cannot be enforced, the rest still applies.
No waiver. If we do not enforce a right straight away, we can still enforce it later.
Third parties. No one else has any right to enforce these terms.
No partnership. Nothing in these terms makes us partners, agents or employer and employee.
Notices. We send notices to the email address on your account or in the Service. You send notices to [email protected].
What continues. Sections 8 to 11 and 17 to 24 continue after these terms end, as far as they need to.

24. Law and courts

These terms are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.