Terms of Service
1. Agreement
These Terms are a contract between Amber Fox Labs Ltd, the company that provides RotaHero (company number 17378973, registered office 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ; "RotaHero", "we"), and the business on whose behalf an account is created ("you", the "Customer"). When you sign up, you accept these Terms and the Data Processing Agreement (the "DPA"), which forms part of them, on behalf of that business. You confirm you are acting for a business, not as a consumer. Where you have a separate pilot agreement with us, it prevails over these Terms on the pilot's duration, charges and access; the DPA prevails on data protection.
2. The service
RotaHero is a staff-scheduling service. It helps you plan rotas, check them against labour rules, track absence, leave and hours worked, share rotas with your staff, and keep and export the records behind them (section 5). Its features change as the service develops. It is a web application and needs an internet connection to make changes.
The service is currently in a closed beta: access is by invitation, features may change, and any beta arrangement agreed with you individually (such as a free access period for design partners) is honoured as agreed.
3. Your account
- Keep your email address current and your sign-in details secure. You are responsible for activity under your account and for the managers you invite.
- Every owner and manager signs in with two-step sign-in. Logins are personal: do not share them.
- You must be authorised to act for the business you register.
- We may suspend an account that endangers the service or other customers (see section 9).
4. Your data: ownership and your responsibilities
- You own your business data. You grant us the licence needed to host, process, back up, archive (section 5) and display it, solely to provide the service.
- Personal data you enter about your staff is processed under the DPA: you are the controller, we are the processor.
- You are responsible for having a lawful basis for the staff data you enter, for its accuracy, for giving your staff your own privacy information, and for not entering data the service does not ask for. Some absence reasons reveal health information: you need your own condition for processing it, and any policy document the law requires.
- The records the law requires you to keep (for example working-time, holiday and minimum-wage records) remain your duty. RotaHero keeps them while your account exists and hands them over in the export when it ends (section 9); keeping them after that is up to you.
- You can export all of your data at any time, in a machine-readable format.
5. The records archive
For each location with a pay period set, RotaHero keeps a sealed copy of each pay period's records once the period is settled, so that they survive as evidence.
- Copy only. The archive does not lock or delete anything in the live service, and you can still correct a past period. A correction is kept as a new version alongside the earlier one.
- How long. Each archived file is kept for 6 years from the later of when its records were made and the end of the pay period that follows, or for 7 years from the end of its own pay period if that is later. It is then deleted.
- Access. The account owner and the managers given access can download archived periods. Each download is recorded.
- When your account ends. Archived files are deleted within about 30 days of the account's deletion (section 9).
Before we change the archive in a way you would notice (for example deleting live records once they are archived, or a different retention period), we give you at least 30 days' notice under section 11.
6. Acceptable use
No unlawful use, no attempts to breach or probe security or other customers' data, no automated scraping or bulk access outside the service's export features, no resale of the service, and no storing content unrelated to staff scheduling. Do not try to get round the limits that protect the service.
7. Availability and support
The service is provided "as is" and "as available". We work to keep it reliable and backed up, but do not promise uninterrupted availability, and no service level applies unless agreed separately. Support is by email at support@rotahero.com.
8. Liability
- Nothing in these Terms excludes liability that cannot be excluded by law (for example fraud, or death or personal injury caused by negligence).
- Otherwise, our total liability arising in any 12-month period is capped at the greater of the fees you paid us in that period and £100.
- We are not liable for indirect or consequential loss, loss of profits, or loss of data you could have prevented by using the export.
- The labour-rule checks are guidance to help you meet the law, not legal advice. We do not guarantee that a rota complies with employment law; that remains your responsibility.
- Young workers and children. Where your location uses the UK working-time rules, the checks apply the young-worker rules (including the full 48-hour weekly rest) to staff aged 16 and 17 who are over compulsory school age, and RotaHero will not put a child of compulsory school age on a rota, because it does not record the local authority permits that employing children needs. Both depend on the date of birth you enter: for anyone without one, no age-based check runs. If you employ anyone of school age, you must check the rules on employing children, such as local authority byelaws and work permits, yourself.
9. Suspension, termination and your data at the end
- You may stop using the service and delete your account at any time. Export your data first: deletion removes everything from the live service at once and cannot be undone.
- We may suspend or terminate for material breach of these Terms, with notice where practicable, and will end abusive or unlawful use immediately.
- When a trial or subscription ends, the account becomes read-only: 7 days after a trial ends without you continuing, at the end of the paid period when you cancel a subscription, or 14 days after a missed payment that is not made good. You can still sign in, view your records and download all of your data, but not make changes. Your data is kept until you delete the account, or until we delete it after giving the account owner at least 30 days' notice by email.
- If we terminate for breach, we may close access at once. On request, we give the account owner the export of your data before we delete it.
- Return or deletion is your choice. The export is how we return your data: you can download it and then delete the account, or delete the account without downloading. If you do neither, the export stays available until the account is deleted. On request, we confirm deletion in writing. Keeping any records the law requires you to keep is your responsibility.
- Deletion, whether you ask for it or we delete a read-only account after notice, removes your account and all of its business data from the live service at once, including the logins of the managers you invited. Residual copies in backups and in the records archive are deleted within about 30 days. The Privacy Policy lists anything kept longer.
10. Intellectual property
We own the RotaHero software, brand, and site content. If you send us feedback or suggestions, we may use them without obligation; this never gives us any right to your business data.
11. Changes to these Terms
We may update these Terms as the service evolves. Material changes are notified by email and in-app at least 30 days before taking effect; continued use after that constitutes acceptance. The current version always lives at this URL.
12. Governing law
These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
13. Contact
Help: support@rotahero.com · data protection: privacy@rotahero.com · anything else: hello@rotahero.com · Amber Fox Labs Ltd, 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ