Terms of service

These terms are between [your company name] ([company number], [your registered address]) ("we") and the business that signs up for RotAI ("you"). RotAI is for businesses, not consumers.

1. The service

RotAI helps you make staff rotas, tell your team about shifts, find cover and record hours. Suggestions, AI readings and rule checks are there to help: you stay responsible for the rota you publish and for meeting employment law (working time, breaks, minimum wage, young workers, right to work).

2. Free trial and paying

• New venues get a 30-day free trial. No card is needed. When the trial ends, the manager side of RotAI is paused until you pick a plan; nothing is deleted and your staff can still see their rota.
• After that, each venue needs a paid plan, billed monthly or yearly in advance through Stripe. Prices exclude VAT.
• Plans renew automatically until cancelled. You can cancel any time; you keep access until the end of the paid period. We don't refund part periods, except where the law says so.
• If a payment fails we'll tell you and retry. If it isn't sorted within 14 days we may pause the manager side of RotAI until it is. Your staff can still see their rota.
• We may change prices with at least 30 days' notice by email; the change applies from your next renewal.

3. Your data

• You own your data. You can download it at any time from Settings.
• For your staff's personal data you are the controller and we are your processor. Our data processing terms (Annex A) form part of these terms. You must have a lawful basis for what you put into RotAI and tell your staff about it.
• Each plan includes a number of texts a month and a daily AI allowance; these are fair-use limits to keep costs down for everyone.

4. Acceptable use

Don't use RotAI to break the law, send spam, harass anyone, or try to get into other venues' data or our systems. Keep sign-in details safe and remove managers who leave. We can suspend accounts that put others at risk.

5. Availability and changes

We aim to keep RotAI running all the time but can't promise it will never be down. We'll give notice of planned maintenance where we can. We may improve or change features; we won't remove a core feature you pay for without notice.

6. Liability

Nothing limits liability that can't be limited by law. Otherwise, our total liability in any 12 months is limited to what you paid us in that period, and we aren't liable for indirect losses, lost profits or lost data you could have exported.

7. Ending

You can close your account at any time. When it closes we delete your venue's data within 90 days (download it first). We can end these terms with 30 days' notice, or straight away if you seriously break them.

8. Law

These terms are governed by the law of England and Wales, and its courts deal with any dispute.

Annex A: data processing

We process your staff's personal data only on your instructions (using RotAI as designed), keep it confidential, protect it with appropriate security, use only the sub-processors listed in our privacy notice (telling you before adding new ones), help you answer staff requests and breaches, tell you without undue delay about any personal data breach, and delete or return the data when the service ends. Contact: [contact email].