Terms of Service
Last updated 8 October 2026
These terms are the agreement between Rota System ("we", "us") and the care home or care agency that registers for Rota System ("you"). They include our data processing terms. By registering, you confirm you have authority to accept them for your organisation. Care workers: see section 12.
1. The service
Rota System is an online tool for planning care rotas, recording staff documents, allocating shifts and letting care workers see their shifts. It is a tool to support your decisions. It doesn't replace your own judgement or your legal and regulatory duties as an employer and care provider.
2. Your account
- We review each registration and may decline one, for example if we can't verify the organisation.
- Each organisation has one login. Keep its password secure, turn on two-step verification, and tell us straight away if you think someone else has used it. You're responsible for what's done through your account.
- The information you give us, including your billing address, must be accurate and kept up to date.
3. Free period and price
- Your first 3 months are free: the month you register and the 2 after it. We may grant extra free months in writing.
- After that, the price is £49 a month for up to 20 active workers, plus £5 a month for each further 10 active workers or part of 10.
- An active worker is someone who has accepted your invitation and not been deactivated. Each month is charged on the highest number of active workers you had at any time in it.
- We aren't currently VAT registered, so no VAT is charged. If we register, VAT will be added to invoices from then on, and we'll tell you beforehand.
- Any introductory discount applies as described when you registered.
- We may change our prices by giving you at least 30 days' notice by email. The new price applies from the first full month after the notice ends.
4. Invoices and payment
- We invoice monthly in arrears: on the 1st of each month, for the month before.
- Invoices are payable within 14 days by bank transfer, quoting the invoice number.
- If an invoice is unpaid when due, we may charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998. If it is more than 30 days overdue, we may suspend your account after giving you 7 days' notice by email. Your data isn't deleted while an account is suspended.
- If you think an invoice is wrong, tell us within 30 days. We correct mistakes by issuing a credit note.
5. Your responsibilities
You agree:
- to use Rota System lawfully, and only for managing your own organisation's staff and shifts;
- that you remain responsible for safe staffing, rest breaks, working time, right-to-work checks, DBS decisions and training. Our warnings and statuses are only as accurate as the information entered;
- to invite only people you actually employ or engage, using their own email addresses;
- not to try to access other organisations' information, interfere with the service, or copy or resell it.
6. Data protection
You are the controller of the personal information you record about your workers, and we process it on your behalf under the data processing terms, which form part of these terms. How we handle information for which we are responsible is described in our privacy notice.
7. Availability and changes
- We aim to keep Rota System available at all times, but we can't promise it will never be interrupted, for example during maintenance or because of problems outside our control. We'll give notice of planned maintenance where we can.
- We keep improving the service and may change features. If a change significantly reduces what the service does for you, we'll tell you in advance and you may end the agreement without charge for future months.
- Keep your own copies of anything you need for your records, using the reports and exports provided.
8. Liability
- Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow to be limited.
- Otherwise, we aren't liable for loss of profit, revenue or business, or for indirect or consequential loss.
- Our total liability in any 12-month period is limited to the fees you paid us in that period, or £500 if that is more.
- We aren't responsible for decisions you make using the service, or for information you or your workers enter.
9. Ending the agreement
- You can end the agreement at any time by emailing us. You'll be invoiced for every month in which you had an account, including the month you leave. We don't charge for part-months differently, and we don't refund months already paid.
- We can end it with 30 days' notice by email, or straight away if you seriously or repeatedly break these terms.
- When it ends, export anything you need first. We delete your data as set out in the data processing terms.
10. Ownership
We own Rota System and everything in it, apart from your data. Your data stays yours, and we only use it to provide the service to you.
11. General
- We may update these terms. We'll email you at least 30 days before a change that affects you, and if you don't agree you can end the agreement before it takes effect.
- We send notices to your login email address, and you can send notices to hello@rotasystem.co.uk.
- Neither of us is responsible for delays caused by events outside our reasonable control.
- If part of these terms is found to be unenforceable, the rest still applies.
- These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
12. If you're a care worker
Rota System is free for care workers. Your employer invites you and decides what information is recorded about you. Please keep your password to yourself, use the app only to view your own shifts and your team's rota where your employer shares it, and contact your employer about anything on your rota or records. Our privacy notice explains how your information is handled.