Terms of service

Version 2026-09-18.1, effective 18/09/2026.

Template draft: review before launch.

These terms are an agreement between you and [COMPANY LEGAL NAME] Ltd, trading as RotaRound ("RotaRound", "we", "us"), a company registered in England & Wales. By creating a RotaRound account you agree to them. Questions and legal notices go to [email protected].

Related documents: Terms of service · Privacy policy · Cookie policy.

1. Definitions

  • "The Service": the RotaRound web application and the public website at rotaround.com.
  • "You" or "the Subscriber": the business that holds the account, and the person who operates it on that business's behalf.
  • "Your Data": everything you enter into the Service, including details about your own customers, their properties, your agreements with them, and your workers.
  • "Agreement records": the service, frequency and pricing terms you record in the Service about your own customers. They are your records of your own agreements; we are not a party to them.

2. What the Service is

RotaRound provides scheduling (automatic and manual), agreement records, pricing management, customer communication, customer engagement pages and workforce management for service businesses. You use it through a web browser; we host and operate it. The Service manages schedules and records; it does not provide payment processing, accounting or legal advice.

3. Your account

  • You must give accurate registration details and keep your password (and any two-factor codes) secure. You are responsible for all activity under your account.
  • You must be at least 18 and using the Service for business purposes, not as a consumer.
  • One account serves one business. You may add as many workers and customers as you like within it.
  • Tell us promptly at [email protected] if you believe your account has been compromised.

4. Your free trial

  • Every new account starts with a free trial of two months from the day you sign up. No card is needed to start.
  • We will email you 14 days, 7 days and 1 day before the trial ends. Each of those emails has a button to add a card.
  • If the trial ends and no card has been added, your account pauses. Nothing is deleted: you can still sign in, you can still download your data, and adding a card starts the account again.

5. Subscription, price and payment

  • The Service costs £25 per month after the trial. One plan; every feature included; no per-worker fees.
  • Payment is by card. Card details are handled by our payment provider and never reach our own servers.
  • The subscription rolls monthly: it renews each month until you cancel. Our payment provider sends the receipt for each payment. We do not issue separate invoices.
  • You can cancel at any time from your account or by emailing [email protected]. Cancellation takes effect at the end of the paid-up month. We do not refund part months, and closing an account does not refund the part month you are in.
  • If we change the price, we will give you at least 30 days' notice by email before the new price applies to you. If you do not accept the change, cancel before it takes effect.
  • If a payment fails we will tell you by email and try again. You have a grace period of 3 days from that first failure. If it is still unpaid after those 3 days your account pauses until payment is made. A paused account is not deleted: you can still sign in and download your data.

6. Closing your account, and what happens to Your Data

You can close your account at any time from Settings. We email you a code and the closure starts when you enter it. Closing always works the same way:

  • the account closes immediately and is deleted 30 days later;
  • your subscription is set to end at the end of the period you have already paid for, and there is no refund for part of a month;
  • during those 30 days you can sign in, download your data, and cancel the closure, which fully restores the account;
  • after the 30 days all account data is permanently and irreversibly erased, as described in the privacy policy. Erased data may persist in short-term database backups for up to 7 days before ageing out.

Export Your Data from Settings before the 30 days run out if you want to keep a copy. One carve-out: records we are required to keep for tax and accounting purposes (such as payment records) are kept for up to 6 years after the end of the relevant tax year even if the account is deleted, as UK law requires.

7. Getting your data

You can download everything we hold for your account from Settings at any time, as a set of spreadsheet files. That includes while your account is suspended, while it is paused for payment, while it is closing, and for the whole 30 days after closure starts. We limit downloads to three a day, which is a guard against the button being pressed in a loop and nothing more.

8. Our access to your account

We may access your account data to provide support, to investigate a problem you have reported, and to keep the Service running. Every such access is recorded. We do not use your account data for anything else, and we do not use it to advertise to you or to your customers.

9. Your customers' and workers' data

The personal data you enter about your own customers and workers is yours, not ours. You are the controller of it and we process it on your behalf, only to provide the Service to you. When your account ends we return it to you, through the export above, or delete it, as described in section 6 and in the privacy policy. If one of your customers or workers asks us for their data, we pass the request to you, because you are the one who holds it.

10. Acceptable use

You agree not to use the Service to:

  • break the law, or store or send unlawful content;
  • send spam or messages to people who have not agreed to hear from your business;
  • store personal data you have no right to hold;
  • probe, overload or attempt to breach the security of the Service; or
  • resell or provide the Service to third parties as if it were your own.

We may suspend an account that misuses the Service or breaches these terms. A suspended account cannot be used and its customer and worker links stop working, but nothing is deleted and the owner can still download their data. We will tell you the account is suspended and how to reach us; we lift the suspension when the problem is put right.

11. Your obligations for data about your customers and workers

Your Data includes personal data about your own customers and workers. For that data you are the data controller and we are your processor (see the privacy policy for the split in detail). You are responsible for:

  • having a lawful basis to hold and use the personal data you enter;
  • telling your customers and workers, where required, how their data is used;
  • only sending communications through the Service that your customers would reasonably expect; and
  • responding to privacy requests from your own customers and workers. We will assist where the data lives in the Service.

You decide how long to keep the records of your customers and team members, and you are responsible for doing so lawfully.

12. Intellectual property

We own the Service, its software, design and branding. You own Your Data. You grant us the limited licence needed to host, process, back up and display Your Data for the purpose of providing the Service, and no more. Feedback you give us about the Service may be used to improve it without obligation.

13. Availability and support

We work to keep the Service available, fast and backed up, but no online service is perfect. The Service is provided without a formal service-level agreement: we do not guarantee uninterrupted availability, and planned maintenance may occasionally interrupt it. We may update and improve features over time; we will not materially reduce the core functionality you pay for without notice. Support is by email at [email protected].

14. Limitation of liability

  • Nothing in these terms limits liability that cannot legally be limited, including liability for death or personal injury caused by negligence, or for fraud.
  • Subject to that, our total liability to you for all claims arising in any 12-month period is capped at the amount you paid us for the Service in that period.
  • We are not liable for indirect or consequential losses, including lost profits, lost business, or loss of goodwill.
  • The Service supports your business decisions (who to schedule, what to charge, what to promise customers); the decisions and the agreements behind them remain yours.

15. Indemnity

You will indemnify us against claims brought by third parties (including your own customers and workers) arising from Your Data or your use of the Service in breach of these terms, except to the extent the claim is caused by our breach of these terms or our negligence.

16. Termination by us

We may end this agreement with 30 days' notice by email. We may suspend or end it immediately for a serious breach of these terms (including non-payment under section 5 or misuse under section 10). Section 6 governs what happens to Your Data afterwards.

17. Changes to these terms

If we change these terms materially we will email you at least 30 days before the change takes effect, and update the date at the top of this page. Continuing to use the Service after that date means you accept the new terms. If you do not, cancel before the change takes effect.

18. Governing law

These terms are governed by the law of England & Wales, and the courts of England & Wales have exclusive jurisdiction. We would much rather sort any problem out by email first.