Terms of Service

Last updated 27 October 2026

These terms are the agreement between Rotabase Ltd and everyone who uses Rotabase. Please read them before you sign up.

1. Who we are

Rotabase is run by Rotabase Ltd, a company registered in England and Wales, company number 17543641.

• Registered office: 70 Bingham Road, Larkhill, Salisbury, SP4 8PQ
• Email: support@rotabase.co
• ICO registration number: [add ZA/ZB number when it arrives]

In these terms, "we", "us" and "our" mean Rotabase Ltd.

2. Who these terms apply to

Rotabase is software for businesses to manage shift staff. It has two kinds of user, and these terms cover both.

• Business customers. A business (or a person acting for one) that sets up a business on Rotabase and chooses a plan. Business customers use Rotabase for their trade, not as consumers.
• Staff users. People who have a free staff account and join one or more businesses on Rotabase, as employees, workers, self-employed contractors or agency staff.

A staff user's working relationship is with the business they join, not with us. We don't employ anyone through Rotabase and we aren't an employment agency.

3. Your account

• You must be 18 or over to set up a business, and 16 or over to have a staff account.
• Give true, up-to-date details, and keep your password private. Tell us straight away if you think someone else has used your account.
• Business accounts can set up a business, approve staff and HR, and choose a plan. The person who sets up a business is its owner and is responsible for everyone they give HR access to.
• Staff accounts are free. You control your own profile, and you choose which businesses to join. A business you join can see the details its HR team needs to manage your work.
• You can delete your account at any time in Account settings. A business owner must close their business or hand it over first.

4. Plans, free trials and payment

Every business starts on the Free plan. Paid plans add staff, HR logins and features, as shown on the Plan and billing page.

Free trials

• A paid plan may come with a free trial. The length is shown on the plan before you start.
• You must add a card to start a trial. Nothing is taken until the trial ends.
• Each business, and each person who manages one, can have one free trial only, even if an account or business is deleted and set up again.
• If you move to a bigger plan during a trial, your trial becomes that plan's length, counted from the day your trial started.

Automatic renewal

• When a trial ends, or straight away if there is no trial, your plan starts and is charged automatically to your card.
• It then renews every month or year, depending on what you chose, until you cancel.
• The price includes any extra staff over your plan's limit, at the rate shown on the plan.

Paying

• Payments are handled by Stripe. We never see or store your full card number.
• If a payment fails, we'll tell you and Stripe will try again. If it still isn't paid, we may make your business read-only until it is.
• Prices are in pounds sterling. Rotabase Ltd is not VAT registered, so no VAT is added. If that changes, we'll tell you before VAT is added.

Price changes

• We'll give you at least 30 days' notice by email and in the app before a price goes up. The new price applies from your next renewal after the notice ends.
• If you don't want to pay the new price, you can cancel before it starts.

Discount codes

• A discount applies only as described when it's given: the amount, how long it lasts and which plans it works on.
• Codes have no cash value and can be withdrawn if they're shared publicly without our permission.

5. Cancelling, refunds and ending

Cancelling

• The business owner can cancel at any time in Plan and billing.
• Cancel during a free trial and you pay nothing.
• Cancel after that and you keep your plan until the end of the period you've paid for. It then stops and isn't renewed.
• After cancelling, your business becomes read-only. You can still see and download your records, but you can't add new ones. You can move to the Free plan or restart a paid plan at any time.

Refunds

• We don't refund part-used months or years, except where the law says we must.
• If we take a payment by mistake, we'll refund it in full.

If we end or suspend your account

• We may suspend or end an account that seriously or repeatedly breaks these terms, doesn't pay, or puts other users or Rotabase at risk. Where we can, we'll warn you first and give you a chance to put it right.
• If we end Rotabase as a service, we'll give at least 60 days' notice and refund any time you've paid for but can't use.

Your records when an account ends

• A cancelled or ended business stays read-only, so you can download what you need to keep. Employers often have to keep records for years, for example right to work checks for 2 years after someone leaves, and pay records for 6 years.
• If the owner asks us to delete the business, or closes it in Account settings, we delete it and everything in it within 30 days, except anything we must keep by law.
• Staff users keep their own accounts when a business they worked for closes.

6. What business customers are responsible for

Rotabase helps you keep records, but you stay responsible for your legal duties as an employer or engager. In particular:

• Right to work. Rotabase stores your checks and reminds you, but it doesn't do the check. You must check each person correctly under Home Office guidance, and keep copies for as long as the law requires.
• Employment status. You decide whether each person is an employee, worker, self-employed or agency staff. Choosing a staff type in Rotabase doesn't decide their legal status.
• Pay, tax and holiday. Hours, pay estimates, holiday figures and payroll statements are there to help you. Check them before paying anyone. You're responsible for minimum wage, PAYE, National Insurance, holiday pay and pensions.
• Staff invoices. Invoices are created by your self-employed staff. Check them before you pay.
• Qualifications and licences. Rotabase records what staff upload and what HR verifies. Checking that a licence (for example an SIA licence) is genuine and valid is your job.
• Accuracy. You're responsible for what you and your HR team put into Rotabase.

7. Using Rotabase fairly

Don't use Rotabase to:

• break the law, including employment, immigration, tax and data protection law
• upload anything false, fake or that you don't have the right to share, such as forged documents or someone else's ID
• bully, harass, threaten or discriminate against anyone in messages, posts, reports or reviews
• get into accounts, businesses or data that aren't yours, or test or attack our security
• copy, resell or rebuild Rotabase, or overload it with automated requests
• send spam or advertising to other users

Businesses can remove posts and comments on their own team feed. We may remove content or suspend accounts that break these rules.

8. Data protection

Our Privacy Policy explains what personal data we hold and why. In short, we play two roles under UK data protection law (the UK GDPR and the Data Protection Act 2018):

• We are the controller for account details, billing, security logs, support emails, and the records we keep to stop repeat free trials.
• The business is the controller, and we are its processor, for the staff information it manages in Rotabase: shifts, timesheets, pay, invoices, reports, qualifications, right to work checks, reviews and messages.

When we act as a processor for a business customer, we will:

1. only use the data to run Rotabase for that business, following its instructions through the app or in writing
2. make sure our staff and contractors keep it confidential
3. keep it secure, including encryption in transit, access controls, and separating each business's data
4. only use the sub-processors listed in our Privacy Policy, give 30 days' notice of any new one, and hold each to the same duties
5. only transfer data outside the UK with safeguards the law accepts
6. help the business answer requests from people to see, correct or delete their data, and with security incidents and data protection impact assessments
7. tell the business without undue delay, and within 48 hours of finding out, about any breach affecting its data
8. delete or return the data when the business closes, as set out in section 5, unless the law says we must keep it
9. give the information needed to show we follow these duties, and allow reasonable audits

The business customer must have a lawful reason for the staff data it puts into Rotabase, and must tell its staff how it's used.

9. Keeping Rotabase running

• We aim to keep Rotabase available all the time, but we can't promise it will never be down. We'll try to do planned work at quiet times and warn you first.
• We back up data regularly. You should still download anything important you need to keep.
• We improve Rotabase often. We may add, change or remove features. If we remove a main feature of your paid plan, we'll tell you first and you can cancel.
• Support is by email at support@rotabase.co. We aim to reply within 2 working days, sooner on Pro Plus.

10. Who owns what

• Your content is yours. Businesses own their records, and staff own their profiles and documents. You let us store and show it only so Rotabase can work for you.
• Rotabase is ours. The software, design, name and logo belong to Rotabase Ltd. You may use Rotabase while your account is open, but you may not copy it.
• Ideas you send us. If you suggest an improvement, we may use it without paying you.

11. Our liability

• Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law doesn't allow us to limit.
• We aren't liable for loss of profit, business, revenue, goodwill or data you could have saved, or for indirect losses.
• We aren't liable for fines or claims that come from your own legal duties as an employer or engager (section 6), including right to work, pay and tax.
• Otherwise, our total liability to a business customer in any 12 months is limited to the amount it paid us in those 12 months, or £100 if that is more.
• Staff accounts are free. Our liability to a staff user is limited to £100, except where the law says otherwise.

12. Changes, notices and the law

• Changes to these terms. We'll tell you about important changes by email and in the app at least 30 days before they apply. If you keep using Rotabase after that, the new terms apply. If you don't agree, you can cancel before they start.
• Notices. We'll contact you at the email on your account. Contact us at support@rotabase.co.
• Transfer. We may pass this agreement to another company that takes over Rotabase, and we'll tell you if we do. You can't pass your account to someone else without our agreement, except a business moving to a new owner.
• The whole agreement. These terms and our Privacy Policy are the whole agreement between us. If one part can't be enforced, the rest still applies.
• Law and courts. These terms are governed by the law of England and Wales, and the courts of England and Wales deal with any dispute.