Terms & Conditions

1 Introduction

These terms apply to the ScanRoster website at scanroster.com and to the ScanRoster application. They are an agreement between ScanRoster Ltd and the business that holds the account, referred to here as you.

By creating an account, or by using the platform, you accept these terms. If you are accepting on behalf of a business, you are confirming you have the authority to bind that business, and you in these terms means that business.

2 Definitions

Platform

The ScanRoster web application, the staff-facing scan experience, the APIs behind them, and this website.

Customer

The business that holds the account and is billed for it.

Authorised user

A person the customer gives access to, such as an owner, an administrator or a manager.

Employee

A person the customer employs or engages, whose shifts and attendance are recorded in the platform.

Customer data

Everything the customer or its authorised users put into the platform, and everything the platform records on their behalf: properties, employees, rosters, shifts, attendance events and payroll figures.

Property

A single venue: one hotel, one restaurant, one events site. Plans are priced per property.

3 Eligibility and authority

ScanRoster is sold to businesses, not to consumers. To open an account you must be at least 18, be acting for a business, and have authority to enter into this agreement for that business.

The staff-facing side of the platform is used by your employees under your instruction. You are responsible for whom you give access to, and for removing access when someone leaves.

4 Accounts

Opening an account requires a business name, an administrator name, a working email address and at least one property. The information you give us has to be accurate, and you need to keep it current: billing and service notices go to the address on the account.

One organisation holds one account. Properties, users and employees are added inside it. You may not share a single set of credentials between people who should have their own access.

5 Account security

• Keep credentials secret, and give each authorised user their own.
• Tell us promptly at tech@scanroster.com if you believe an account has been accessed by someone who should not have.
• Remove access for people who leave, and review who holds administrator rights.
• Do not attempt to bypass the controls that make attendance evidence worth something: the rotating scan code, the geofence, or the binding between an employee and a device.

Activity through your account is treated as yours. We store passwords hashed and hold sessions in httpOnly cookies, but the part of security that lives on your side stays yours.

6 What the platform does

ScanRoster is workforce management software for hospitality: geofenced QR check-in and checkout, rostering, replacement matching for uncovered shifts, working-time compliance checks and payroll export. It calculates and verifies the hours that feed your pay run, and hands them over in the shape a pay run expects.

It is not a payroll provider, an employer of record, or a legal adviser. Compliance warnings exist to help you catch a problem before you publish a roster. They do not transfer responsibility for meeting employment, working-time or data protection law in your jurisdiction, which stays with you.

7 Acceptable use

You agree not to:

• Use the platform to break the law, or to record or process data you have no lawful basis to hold.
• Attack, overload or probe the service, or attempt to reach another customer's data.
• Work around plan limits, rate limits or access controls by automated means.
• Reverse engineer, copy or resell the platform, except where the law says you may despite this clause.
• Falsify attendance records, or ask an employee to scan on behalf of another person.

8 Your responsibilities

• The accuracy of what you put into the platform: pay rates, contracted hours, employment types, geofence pins and roster rules.
• Having a lawful basis to process the employee data you enter, and telling your employees you are using ScanRoster.
• Making clear to staff that geofenced check-in records location at the moment of a scan, and that a scan attempt outside the fence is recorded as a rejected attempt.
• Checking payroll figures before you pay against them. The platform produces an export; the pay run is yours.
• Meeting the working-time, break and overtime law that applies to each property.

9 Employee and attendance data

For the employee data inside your account, you are the data controller and we act on your instructions as a processor. We use it to run the service for you and for nothing else. We do not sell it, and we do not use it to train models for other customers.

An attendance event records who scanned, when, from which registered device, and how far from the venue pin the scan happened, including attempts that were rejected. That record exists so an attendance dispute can be settled with evidence rather than memory, which is the point of the product.

If an employee asks us directly to see, correct or delete their data, we will point them to you first, because it is your account and your decision, and we will help you answer them.

10 Plans, pricing and payment

• Paid plans are priced per property, per month, billed annually or monthly. Every standard plan and its price is published in full on the pricing page.
• Plans include a number of employees per property. Beyond that, additional employees are charged at the per-employee rate shown on the pricing page and added to your next invoice.
• There is no setup fee and no minimum term. You can change plan or cancel from the dashboard without speaking to anyone. Upgrades take effect immediately and are prorated; downgrades and cancellations take effect at the end of the period you have paid for.
• We can change prices, but not mid-term: a change applies from your next renewal, and we will tell you before it does.
• Prices are quoted excluding any tax that applies in your jurisdiction, which is added where it is due.
• Enterprise terms, including any service level commitment, are set out in a separate agreement rather than here.

11 Free tier and trials

The Starter tier is free permanently for one property and up to eight employees, with no card required. Its employee cap is hard: you are told when you reach it and asked to move up, because a free tier that quietly starts charging is not a free tier.

Paid plans start with a 14-day trial with no card required and every feature of the plan switched on. Nothing is billed until the trial ends and you decide to continue.

12 Your data and content

Customer data stays yours. Nothing in these terms transfers ownership of it to us. We process it to provide the service, as described in the Privacy Policy.

You can export your data at any time while the account is active. After a cancellation it stays intact and exportable for 90 days, because attendance records are the evidence behind a pay run and losing them the moment a card expires would be indefensible. After that window it is deleted.

13 Intellectual property

The platform, its interface, its source code and the ScanRoster name and mark belong to ScanRoster Ltd. Your subscription is a right to use the platform for your business while the agreement is in force, not a transfer of any of that.

If you send us feedback or a feature request, we may act on it without owing you anything for it. That does not give us any right to your data.

14 Third-party services

Running the platform relies on service providers for hosting, databases and email delivery. What each category of provider handles is set out in the Privacy Policy, and we will name the current providers to any customer who asks.

Where you connect ScanRoster to a service of your own, such as a payroll system, that service is governed by its own terms and its own relationship with you. We are not responsible for what it does with data you send it, or for an interruption on its side.

15 Availability and changes to the service

We work to keep ScanRoster running, and we do not promise it will never be unavailable. Standard plans carry no contractual uptime commitment; a service level agreement is part of the Enterprise plan. We give notice of planned maintenance where we reasonably can.

The platform changes as it is developed. We may add, alter or withdraw features. If we withdraw something you rely on materially, we will tell account holders by email before it happens.

16 Privacy and data protection

What we collect, why, who processes it and how long we keep it is set out in the Privacy Policy, which forms part of these terms. Where we act as your processor, we follow your documented instructions, keep the data confidential, and help you respond to a request from one of your employees.

17 Disclaimers

The platform is provided as it is. Beyond what these terms say, and beyond what the law requires and does not allow us to exclude, we make no other warranties about it.

In particular, we do not warrant that verification, matching or compliance checking will catch every case. They are controls that raise the cost of a false record and lower the chance of an unlawful roster, not guarantees of either.

18 Limitation of liability

Nothing here limits liability that cannot lawfully be limited, including liability for death or personal injury caused by negligence, or for fraud.

Beyond that, we are not liable for indirect or consequential loss, for lost profit or revenue, or for loss of data to the extent it could have been avoided by exporting it while the account was active. Our total liability in any twelve-month period is limited to the fees you paid us in that period.

19 Indemnity

You will cover us against claims brought by a third party, including one of your employees, that arise from your use of the platform in breach of these terms or of the law: for example, recording employee data you had no lawful basis to hold, or publishing a roster that breaches working-time rules.

This does not apply to a claim caused by our own breach of these terms.

20 Suspension and termination

You can close your account at any time from the dashboard. The export window in section 12 applies from that point.

We may suspend or close an account that breaches these terms, that has not paid, or that is being used in a way that threatens the service or another customer. We will tell you why, and where it is possible give you a chance to put it right first. Where the threat is immediate, we may suspend first and explain immediately after.

21 Changes to these terms

If these terms change materially, we will tell account holders by email and update the date at the top of this page. Continuing to use ScanRoster after a change means the new terms apply. If you do not accept them, you can close the account and export your data.

22 Governing law

23 Contact

Questions about these terms go to tech@scanroster.com, or by post to ScanRoster Ltd, 27 Old Gloucester Street, London WC1N 3AX, United Kingdom. Anything else, including a walkthrough of the product, is welcome through the contact form.