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Terms of Service

Last Updated: January 2025

1. Agreement to Terms

By accessing or using RosterIQ ("the Service"), operated by RosterIQ ("we", "us", or "our"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these Terms, you may not access the Service.

These Terms constitute a legally binding agreement between you and RosterIQ. Please read them carefully.

2. Description of Service

RosterIQ is a cloud-based workforce management software designed for care homes in the United Kingdom. The Service includes, but is not limited to:

• AI-powered staff scheduling and roster optimization
• CQC compliance monitoring and reporting
• Leave management and time & attendance tracking
• Shift swapping and cover request management
• Skills and qualifications tracking
• Mobile application access
• Reporting and analytics tools

3. Account Registration

To use the Service, you must:

• Be at least 18 years of age
• Provide accurate, current, and complete information during registration
• Maintain and promptly update your account information
• Maintain the security of your account credentials
• Accept responsibility for all activities under your account
• Notify us immediately of any unauthorized use of your account

4. Subscription Plans and Pricing

4.1 Subscription Tiers

• Starter: Free for up to 10 employees
• Professional: £99 per month for 11-99 employees
• Enterprise: Custom pricing for 100+ employees

4.2 Payment Terms

• Subscription fees are billed monthly in advance
• All fees are in British Pounds (GBP) and exclusive of VAT unless stated otherwise
• Payment is due within 14 days of invoice date
• We reserve the right to change pricing with 30 days' notice to existing customers
• Implementation and setup are free for all plans

4.3 Free Trial

Professional and Enterprise plans may include a free trial period. At the end of the trial, your subscription will automatically convert to a paid subscription unless you cancel before the trial ends.

5. Use of Service

5.1 Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You agree NOT to:

• Violate any applicable laws or regulations
• Infringe upon the rights of others
• Transmit any malicious code, viruses, or harmful data
• Attempt to gain unauthorized access to the Service or related systems
• Interfere with or disrupt the Service or servers
• Use the Service to store or transmit illegal, harmful, or offensive content
• Reverse engineer, decompile, or disassemble the Service
• Resell, sublicense, or redistribute the Service without authorization
• Use automated systems (bots, scrapers) to access the Service

5.2 Data Accuracy

You are responsible for the accuracy of all data entered into the Service. We are not liable for errors or inaccuracies in data you provide. You must ensure compliance with data protection laws (including UK GDPR) when entering personal data into the Service.

6. Intellectual Property

The Service, including its original content, features, functionality, design, logos, and trademarks, is owned by RosterIQ and protected by UK and international copyright, trademark, and other intellectual property laws.

You are granted a limited, non-exclusive, non-transferable license to access and use the Service for your internal business purposes in accordance with these Terms. This license does not include the right to:

• Modify or create derivative works of the Service
• Use the Service for competitive analysis or benchmarking
• Remove or alter any copyright, trademark, or proprietary notices

7. User Content and Data

7.1 Your Data

You retain ownership of all data you input into the Service ("Your Data"). By using the Service, you grant RosterIQ a license to use, store, and process Your Data solely to provide and improve the Service.

7.2 Data Backup

While we maintain regular backups, you are responsible for maintaining your own backups of important data. We recommend exporting critical data regularly.

8. Service Availability and Modifications

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to:

• Scheduled maintenance (we will provide advance notice when possible)
• Emergency maintenance or security updates
• Circumstances beyond our reasonable control

We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice. We will not be liable for any modification, suspension, or discontinuation of the Service.

9. Cancellation and Termination

9.1 Cancellation by You

You may cancel your subscription at any time with 30 days' written notice. Cancellation requests should be sent to jay@rosteriq.co.uk. Upon cancellation:

• Your subscription will remain active until the end of the current billing period
• You will retain access to the Service until the end of the billing period
• No refunds will be provided for the current billing period (unless required by law)
• You may export your data before the subscription ends

9.2 Termination by Us

We may terminate or suspend your account immediately, without prior notice, if:

• You breach these Terms
• You fail to pay subscription fees when due
• We suspect fraudulent or illegal activity
• You use the Service in a manner that violates applicable laws

9.3 Effect of Termination

Upon termination, your right to use the Service will cease immediately. We may delete Your Data 30 days after termination, unless retention is required by law. You are responsible for exporting your data before termination.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• The Service is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, either express or implied
• We do not warrant that the Service will be uninterrupted, error-free, or secure
• We are not liable for any indirect, incidental, special, consequential, or punitive damages
• Our total liability for any claims shall not exceed the amount you paid us in the 12 months preceding the claim
• We are not liable for any decisions made based on AI-generated schedules or recommendations

Nothing in these Terms excludes or limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

11. Indemnification

You agree to indemnify and hold harmless RosterIQ, its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any rights of another party
• Any inaccurate or unlawful data you provide

12. CQC Compliance Disclaimer

While RosterIQ includes features to assist with CQC compliance (e.g., staffing ratio monitoring, compliance reports), you remain solely responsible for:

• Ensuring compliance with all CQC regulations and requirements
• Verifying that schedules and staffing meet CQC standards
• Submitting accurate information for compliance reporting
• Maintaining all necessary documentation and records

RosterIQ is a tool to assist with compliance but does not guarantee CQC compliance. You should consult with CQC advisors or legal professionals regarding compliance requirements.

13. Support and Service Level

Support is provided via email at jay@rosteriq.co.uk. Response times vary by subscription tier:

• Starter: Email support (best effort, no SLA)
• Professional: Priority email support (target response: 24 hours)
• Enterprise: 24/7 priority support with dedicated account manager

14. Data Protection and GDPR

Our collection and use of personal data is governed by our Privacy Policy, which forms part of these Terms. We comply with UK GDPR and the Data Protection Act 2018.

15. Third-Party Services

The Service may integrate with or link to third-party services (e.g., WhatsApp via Twilio, payment processors). Your use of third-party services is subject to their terms and conditions. We are not responsible for third-party services or their practices.

16. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by:

• Posting the updated Terms on this page
• Updating the "Last Updated" date
• Sending email notification to your registered email address

Your continued use of the Service after changes become effective constitutes acceptance of the modified Terms. If you do not agree to the changes, you must stop using the Service and cancel your subscription.

17. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

18. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

19. Entire Agreement

These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you and RosterIQ regarding the Service and supersede all prior agreements and understandings.

20. Contact Information

If you have any questions about these Terms, please contact us:

RosterIQ
Email: jay@rosteriq.co.uk
Website: rosteriq.co.uk