Use Rota Generator lawfully, keep your account secure and only add workforce information you are entitled to use. Paid plans renew until cancelled. Upgrades can be charged on a prorated basis; downgrades normally take effect at renewal. Customer workforce data remains the customer's data.
1. Who you are contracting with
These Terms of Service (“Terms”) are an agreement between the person or organisation using Rota Generator (“you”, “Customer”) and Malik Shaban trading as Rota Generator (“Rota Generator”, “we”, “us”, “our”), a sole trader in the United Kingdom.
Our business correspondence address is 192A, Stapelton Road, Easton, Bristol, United Kingdom and our contact email is [email protected].
By creating an account, accepting an invitation, purchasing a paid plan or continuing to use the service after being given notice of these Terms, you agree to be bound by them. If you use Rota Generator for an organisation, you confirm that you have authority to accept these Terms on its behalf where required.
The service is primarily intended for business and professional scheduling. If mandatory consumer rights apply to you, nothing in these Terms removes rights that cannot lawfully be excluded.
2. What Rota Generator provides
Rota Generator provides online tools for creating and publishing staff rotas, managing teams and locations, availability and leave, shift changes, cover, announcements, sharing, exports, calendar feeds, reports and related workforce scheduling functions.
The service is a scheduling and communication tool. It is not payroll, accounting, tax, medical, legal or employment-law advice. Customers remain responsible for employment decisions, working-time compliance, pay calculations, staffing levels and the legality of their own workforce practices.
3. Accounts, organisations and authority
- You must provide accurate account information and keep your login credentials secure.
- Organisation owners and administrators control who is invited and which permissions are assigned. You should give users only the access they need.
- A user account and an employee record are separate. An organisation may create an employee record before that person creates a login.
- You are responsible for activity carried out through your account unless the activity results from a security failure for which Rota Generator is legally responsible.
- Tell us promptly at [email protected] if you believe an account has been compromised.
4. Free and paid plans
Rota Generator may offer Free, Team, Business, Scale or other plans described on the Pricing page. Plan limits and included features may vary by employee count, location count, reporting history, branding or other published limits.
- Free plan: no subscription charge and no payment card is required unless you choose to upgrade.
- Paid plans: charged in advance on the monthly or annual billing interval selected at checkout and renew automatically until cancelled.
- Payments: processed through Stripe. Rota Generator does not receive or store your full card number.
- Prices and taxes: the amount due is shown before you confirm payment. Any tax we are legally required to collect will be shown as applicable.
- Promotions: promotional prices or codes may have additional clearly stated conditions.
If a payment fails, we may place the subscription into a past-due or similar status, ask you to update the payment method and restrict paid-only capabilities if payment is not resolved. We will not intentionally delete your rota or employee data merely because a payment fails.
5. Upgrades, downgrades, billing intervals and cancellation
When you upgrade to a higher paid plan, the change may take effect immediately and Stripe may charge a prorated amount for the remainder of the current billing period. We show or ask you to confirm the change before it is submitted.
Downgrades and changes that reduce the subscription value normally take effect at the next renewal date. If your organisation is above the new plan's limits when the downgrade takes effect, existing data is not automatically deleted, but you may be prevented from adding new employees, locations or other limited items until usage fits the plan or you upgrade again.
You can cancel a paid subscription so that it ends at the end of the current paid billing period. Access to the paid plan continues until that date unless a different outcome is clearly shown or required by law. You may be able to undo a scheduled cancellation before it takes effect.
Except where the law requires otherwise, amounts already paid are not automatically refunded simply because you stop using the service before the end of a paid billing period. Nothing in this section limits mandatory cancellation or refund rights that apply to you under law.
6. Your content and workforce information
As between you and Rota Generator, you retain your rights in information, content and files you enter into the service (“Customer Data”). You give us the limited permission needed to host, copy, process, transmit, back up and display Customer Data so we can provide, secure and support Rota Generator.
You are responsible for ensuring that you have the right and lawful basis to enter Customer Data, invite users and use employee information for the purposes for which you use it. Do not use free-text fields to store unnecessary sensitive information.
A “Sick” leave type or leave note may reveal health information. Rota Generator is not designed to hold detailed diagnoses or medical records. If your organisation chooses to enter special-category data, it is responsible for establishing the lawful basis and additional condition required by data-protection law.
INCLUDED IN THESE TERMS
7. Data processing terms for organisations
This section applies where Customer is a controller (or acts on behalf of a controller) and Rota Generator processes personal data on Customer's behalf as processor. Together with the rest of these Terms, it is intended to provide the written controller-processor terms required by UK data-protection law.
7.1 Details of the processing
| Subject matter | Providing and supporting the Rota Generator workforce scheduling service. |
|---|---|
| Duration | For the Customer's use of the service and any limited retention period needed to complete deletion, return, backup rotation or comply with law. |
| Nature and purpose | Hosting, organising, displaying, transmitting, calculating, backing up and otherwise processing workforce information to provide scheduling, availability, leave, communications, sharing, reporting, security and support functions chosen by Customer. |
| Data subjects | Employees, workers, contractors, volunteers, managers, organisation users and other individuals whose information Customer chooses to place in the service. |
| Types of personal data | Identity/contact information, role/team/location information, scheduling and attendance-related information, availability, leave information, account identifiers, notes, communications and audit/security data. Health-related information may arise where sickness or health details are entered. |
7.2 Customer instructions
Rota Generator will process Customer personal data only on Customer's documented instructions, including these Terms, Customer's configuration and ordinary use of the service, and additional written instructions we agree to support, unless UK law requires processing otherwise. If the law permits, we will tell Customer before processing required by law.
7.3 Confidentiality and security
We will ensure that people authorised to process Customer personal data are subject to appropriate confidentiality obligations and will maintain technical and organisational measures appropriate to the risk, taking account of the nature of the service. Current measures are summarised on our Security page.
7.4 Sub-processors
Customer gives general written authorisation for Rota Generator to use sub-processors needed to provide the service. Current material providers are described in our Privacy Notice. We will require sub-processors that process Customer personal data on our behalf to protect that data under terms appropriate to their role.
If we make a material change to a sub-processor used for Customer personal data, we will provide reasonable notice through the service, email or our published legal information where practicable. Customer may object on reasonable data-protection grounds by contacting us promptly. We will work in good faith to resolve the concern; if we cannot reasonably do so, Customer may stop using the affected service and terminate the relevant subscription before the change where appropriate.
7.5 Assistance with rights and compliance
Taking account of the nature of processing and information available to us, we will provide reasonable assistance so Customer can respond to data-subject rights requests and meet applicable obligations relating to security, personal-data breaches, data protection impact assessments and regulator consultation.
If we become aware of a personal-data breach affecting Customer personal data for which we act as processor, we will notify Customer without undue delay where required and provide information reasonably available to us to help Customer meet its own obligations.
7.6 Return and deletion
At the end of the service, and subject to legal requirements and available product/export functionality, Customer may request return or deletion of Customer personal data. We will delete remaining processor copies when no longer required, except where law requires retention. Data in protected backups may remain until the relevant backup cycle expires, provided it is kept beyond ordinary use and protected in the meantime.
7.7 Information and audits
We will provide information reasonably necessary to demonstrate compliance with this section. If that information is not sufficient and an audit is legally required, we will cooperate with a reasonable audit or inspection arranged in a way that protects other customers, security and confidentiality. Unless an incident or regulator requires otherwise, audits should be on reasonable notice and should not unnecessarily disrupt the service.
7.8 International transfers
Where processing involves a restricted international transfer of Customer personal data, we will use a transfer mechanism recognised under applicable UK data-protection law where one is required.
7.9 Customer responsibilities as controller
Customer remains responsible for its controller obligations, including transparency to workers, lawful bases and special-category conditions, data minimisation, accuracy, retention decisions, responding to rights requests and ensuring that its instructions to Rota Generator comply with law.
8. Acceptable use
You must not use Rota Generator to break the law, infringe another person's rights, distribute malware, probe or attack the service, bypass access controls, scrape the service at harmful scale, attempt unauthorised access, send abusive/spam communications or upload content you are not entitled to process.
You must not knowingly use the service to store highly sensitive information unrelated to workforce scheduling, such as payment-card numbers, passwords, full medical records or government authentication credentials.
9. Service availability, maintenance and changes
We aim to keep Rota Generator dependable, but no online service can be guaranteed to operate without interruption. Maintenance, hosting failures, internet problems, security events and circumstances outside our reasonable control can affect availability.
We may improve, replace or discontinue features. If a change materially reduces a paid service, we will try to give reasonable notice where practicable. We may also change plan limits or prices for future billing periods; existing paid customers will receive notice where legally required or reasonably appropriate before a price change takes effect.
10. Suspension and termination
You can stop using the Free plan at any time and can cancel paid subscriptions through the available billing controls. You may also contact us about account or organisation closure.
We may suspend or restrict access where reasonably necessary to protect the service or users, investigate suspected abuse, comply with law, address a serious security risk or respond to material non-payment. Where appropriate, we will give notice and an opportunity to resolve the issue.
We may terminate an account for a serious or repeated breach of these Terms. We will not use suspension as a reason to take ownership of Customer Data.
11. Responsibility and liability
Nothing in these Terms excludes or limits liability that cannot legally be excluded, including liability for fraud or fraudulent misrepresentation and liability for death or personal injury caused by negligence where the law does not permit exclusion.
For business customers, to the extent permitted by law, Rota Generator is not liable for indirect or consequential loss, or for loss of profits, revenue, business, goodwill or anticipated savings arising from use of the service. Our total aggregate liability arising out of the service in any 12-month period is limited to the greater of £100 and the fees actually paid to Rota Generator for the affected service during that period.
These limitations do not reduce any liability that must remain unlimited by law and do not remove mandatory rights available to consumers where consumer law applies.
12. General terms
- Intellectual property: Rota Generator, its software, design, branding and documentation remain owned by us or our licensors. Customer Data remains Customer's as described above.
- Third-party services: parts of the service depend on providers such as hosting, payment and security services. Their own terms may apply when you interact directly with them.
- Changes to these Terms: we may update these Terms. Material changes will be communicated or highlighted where appropriate. Changes normally apply from the stated effective date.
- Severability: if part of these Terms is unenforceable, the remaining provisions continue to apply.
- No waiver: a delay in enforcing a right does not automatically waive that right.
- Governing law: these Terms are governed by the laws of England and Wales, subject to any mandatory law that gives you a different protection or forum.
Questions about these Terms can be sent to [email protected].