Terms of use

Rotaaa, at rotaaa.app, is made and run by ImKyleJK Studios. ImKyleJK Studios is the trading name of ImKyleJK, an individual based in the United Kingdom; it is not a limited company, and using Rotaaa means entering into this agreement with that individual. Where these terms say “we”, “us” or “our”, that is who is meant.

“You” means the business whose account it is, and everybody you give access to it. Rotaaa is offered for business use only: by accepting these terms you confirm that you are using it for purposes related to a trade or business, and not as a consumer.

These terms, the privacy policy, the cookie policy and the service level agreement are the whole of the agreement between us. Clause 18 says which one prevails where two of them appear to disagree.

Rotaaa is workforce scheduling software for businesses that run on shifts. The service you are agreeing to is this, and this is all of it:

• planning, publishing, copying and templating rotas, with day notes, open shifts, and the swap and drop requests your staff raise for a manager to decide;
• the people records, locations, departments and job roles behind a rota, and the roles, permissions and invitations that decide who can see them;
• the availability and days off your staff declare for themselves;
• leave requests, approvals, leave you record on somebody’s behalf, and balances including carry-over;
• clocking in and out from a web browser, and the timesheets derived from it, which you adjust and approve;
• reports of rostered hours and what those hours cost at the rates you have entered, and of holiday taken and lateness recorded;
• notifications in the product and by email, with settings each person controls for themselves;
• exports to a spreadsheet from those screens, and a copy of the whole account as a single file;
• the support screen inside the product, which owners and administrators use to open a thread with us, and the public status page.

Anything not in that list is not part of the service you are agreeing to, whatever you may have been told in a conversation or seen on a screen that was being worked on. Rotaaa is under active development: screens change and capabilities are added, and clause 10 sets out how that is handled.

Signing in is handled by Clerk, our authentication provider. Your password and the verification of your email address are theirs; Rotaaa never sees a password.

Inside a business, a person holds one of four roles — owner, admin, manager or staff — and a manager can be narrowed to particular locations and departments. Your membership of a business is what grants access to it: asking for a business you are not a member of returns nothing found, rather than a refusal that would confirm it exists.

Invitations are sent by email and expire seven days after they are issued. An expired or withdrawn invitation cannot be used, and a new one has to be sent. You are responsible for who you invite and for what their role lets them see — pay figures in particular are visible only to roles that hold permission for them.

A person must be at least 16 years old to hold a Rotaaa sign-in of their own. You may hold a staff record for a younger worker, on the same terms as any other staff record, but you must not invite them to sign in.

Rotaaa is free. There is no paid tier, no card is asked for at sign-up, and no payment is taken or stored — there is no payment processing in the product at all.

If that ever changes, it will be announced on this site before it takes effect, and it will not be applied retrospectively to data you have already entered or to a period you have already used.

Everything you put into Rotaaa — your rotas, your staff records, your locations and job roles, your leave and hours — belongs to your business. You grant us only the permission we need to hold it, show it back to you and to the people you have given access to, and deliver the service described in clause 2. That permission lasts as long as the account does and covers nothing else.

It is not sold, not shared with anybody outside the providers named in the privacy policy, and not used to train anything.

You can take a copy of it at any time. The organisation settings screen has a Download a copy control that produces the whole account — people, rotas, leave, allowances and timesheet entries — as one file, and individual screens export to a spreadsheet.

Keeping your sign-in details to yourself, and removing access for people who have left. Being accurate about what you enter, particularly pay rates and recorded hours: those figures describe what real people are owed, and Rotaaa records them rather than checking them.

Rotaaa does not calculate tax, make payments, or tell you whether a rota complies with working-time rules, minimum-wage rules or anybody’s contract. Those judgements remain yours. Where the law requires you to keep a record, keep your own copy of it: the service level agreement states plainly what is and is not promised about recovery, and clause 5 describes how to take a copy.

You are responsible for having a lawful basis for the records you keep about your staff, and for telling them that you use Rotaaa. Clause 9 explains why that responsibility is yours rather than ours.

Rotaaa is for planning genuine shift work. Do not try to reach another business’s data, and do not attempt to break, overload or probe the service. Automated access — scraping, load generation, or scripted sign-ups — is not permitted. There is no public API, so there is no supported way to reach the data other than through the product.

Do not put into Rotaaa anything unlawful, anything you have no right to hold, anything that infringes somebody else’s rights, or any malicious code. Rotaaa is not built to hold special category data — health records, for example — and you should not enter it in free-text notes or anywhere else.

We may remove content that is unlawful or that breaches this clause, and we may suspend or end access for a breach of it. Clause 11 sets out the notice you get and the opportunity to put right anything that can be put right.

Rotaaa is a live product, actively developed, running on infrastructure we operate directly. The service level agreement states what that means in practice, including what is not promised, and it forms part of these terms; the status page reports the current state of the service.

Support runs through two routes: the support screen inside the product, which opens a thread tied to your organisation and is available to owners and administrators, and email to [email protected], which anybody at your business can use. The contact page sets both out, the support page answers the common questions without waiting for anybody, and the service level agreement states the response targets we hold ourselves to. There is no telephone support.

For the personal data you enter about your staff, your business is the controller and we are the processor: you decide what is held and why, and we hold it on your instructions in order to run the service. You are responsible for telling your staff that you use Rotaaa and for having a lawful basis for the records you keep.

For the account data of the person signing in — name, email address, session — we are the controller in our own right. The privacy policy sets out both, including the providers involved and how long things are kept.

Clause 12 contains the processing terms that govern the first of those two roles. They are part of this agreement and you do not need to sign anything separate to have them.

Rotaaa changes often. Capabilities are added, screens are reworked, and — while every reasonable effort is made to avoid it — the shape of stored data can change as the product is built out. A change that would alter or remove data you have entered is announced before it happens.

Capabilities can also be withdrawn. Where one is, we will say so plainly rather than remove it quietly, and where a withdrawal would leave you without something you rely on, we will say so far enough ahead for you to take a copy of the data behind it.

Leaving, as a person. You can stop using Rotaaa at any time. Deleting your own sign-in is a control under Your account, and closing your Clerk account has the same effect; either way your sign-in and your membership of every business here are removed from our database. It deliberately leaves your staff record and the rota history attached to it in place, because a business’s rota must not lose its past because somebody closed their account — those records are the business’s, and clause 9 sets out why that makes them the business’s to delete rather than ours. The privacy policy lists exactly what goes and what stays.

The only person who cannot delete their own account is the sole owner of a business, because it would leave that business with nobody able to run or close it. Make somebody else an owner first, or close the business.

Closing a business, and erasing one. These are two different things and the product treats them differently. Closing is a control in your organisation settings, available to an owner and guarded by typing the business name: everybody loses access on their next request and the address stops resolving. It does not destroy the records. That is deliberate — a rota is a record of who worked when, the timesheets behind it are what people were paid from, and UK retention duties on pay records outlive the business relationship.

Permanent erasure is a separate request, carried out by hand rather than by a button, and we will carry it out when you ask through the contact page or at [email protected]. Take your copy first: the Download a copy control works for as long as the account is open, and for thirty days after a closure we will still provide a copy on request.

Archived rather than erased, inside the product. A member of staff who leaves is marked as a leaver and keeps their history; a deleted shift is hidden and can be restored; an invitation is kept after it is accepted so that “who let this person in, and when” stays answerable.

Suspension by us. We may suspend or end access where you are in serious breach of clause 7, where use of the account is unlawful, or where the law requires it. Where the breach is one that can be put right, we will tell you what is wrong and give you a reasonable opportunity — at least fourteen days — to put it right before we suspend, unless the breach is causing harm that cannot wait. We will tell you the reason for any suspension unless the law prevents us. Suspension removes access; it does not delete your data, and your right to a copy under clause 5 survives it.

Dormancy. An account that nobody has signed into for twenty-four months may be closed. We will write to the owner’s email address at least thirty days beforehand, and a single sign-in within that period is enough to stop it.

This clause is the written contract required by Article 28(3) of the UK GDPR. It governs our processing of the personal data you enter about your staff, for which you are the controller and we are the processor. Where anything else in this agreement conflicts with it on that subject, this clause prevails.

Subject matter, duration, nature and purpose. The subject matter is the provision of Rotaaa as described in clause 2. The processing lasts for as long as your account is open, and afterwards for the periods set out in the privacy policy. Its nature is storing, organising, displaying, altering, exporting and deleting records; its purpose is to let you plan and publish rotas, manage leave, record attendance, produce reports and administer access, and nothing else.

The data, and whose it is. The personal data is what the product asks for and what you choose to type into it: names and contact details, employment details, pay rates and the figures derived from them, rotas, recorded time, leave, notifications, support messages, and free-text notes. The people it concerns are your employees, workers and the other people you invite into your account. The privacy policy enumerates the fields, and states which fields the product does not ask for at all.

Only on your instructions. We process that data only on your documented instructions, which are this agreement together with your use of the product’s own controls. If the law requires us to process it otherwise, we will tell you before we do, unless the law forbids us from telling you. If we think an instruction breaches data protection law, we will tell you. We do not transfer the data outside the United Kingdom except as set out in the privacy policy, and for Clerk and Resend only under a transfer mechanism named there. The notification relay is the exception on this limb as well: what limits that transfer is how little is sent to it rather than a clause, and the privacy policy states it in those terms.

Confidentiality. Everybody who operates Rotaaa is bound to keep what they see confidential, and reaches customer data only where it is necessary to run the service or to answer something you have asked. Support conversations are the one place where we read what you have written as a matter of course, because answering them requires it; the privacy policy describes that access. A support message also passes through the notification relay named in the privacy policy on its way to us, which sits outside that obligation — what reaches it is limited to the fields stated there, and you should not put anything into a support message that you would not send by email.

Security. Every query is bound to the business it belongs to, so one account cannot reach another’s records. Passwords never reach us. An invitation link is stored only as a one-way hash, so a read of the database hands nobody a working key. Pay figures are not loaded by screens that do not need them, and are removed before figures reach a role without permission for them. A clocking record is never overwritten: a correction is recorded beside the original, so the evidence survives the correction. The privacy policy sets out the rest of the measures and states which ones are not in place; the service level agreement does the same for backups and recovery.

Other processors. You give us general authorisation to engage the providers listed in the privacy policy. On Clerk and Resend we impose obligations equivalent to this clause. The notification relay named there is the exception, and the privacy policy says so in the same words: it is a channel we post to rather than a provider engaged under a written agreement, it was carrying support messages before it was disclosed, and what is sent to it is held down to the fields stated there instead. We remain responsible to you for all of them. Before any further provider starts processing anything, we publish it in the privacy policy at least thirty days beforehand, naming who they are and what they would receive, and you may object inside that window; the mechanism, including the narrow exception for a provider that has to be replaced at once, is set out there so that it exists in one place rather than two that can drift apart.

Helping you meet your own obligations. Taking into account the nature of the processing and what is available to us, we will help you respond to requests from your staff exercising their rights, and help you with your obligations on security, breach notification and data protection impact assessments. Where a member of your staff asks us directly for something only you can decide, we pass the request to you rather than acting over your head.

If personal data is breached. We will tell you without undue delay, and in any event within 24 hours of becoming aware of it, with what we know: what happened, which data and whose, when, and what has been done. Becoming aware means the point at which we identify it or somebody reports it to us; clause 4 of the service level agreement describes how that happens, and states plainly that nothing pages anybody out of hours. Reporting to the Information Commissioner’s Office and, where it is required, to the people affected, is yours to do as controller for your staff’s data, and ours for the sign-in accounts we control. We will not tell you that “an issue was identified and resolved”.

At the end. You can export the whole account yourself at any time while it is open. When the account closes, we will delete the personal data or return it to you, whichever you ask for, and delete our copies — except anything the law requires us to keep, and for as long as it requires. Where a copy survives in a backup of the database, it is not reached individually, and it remains subject to this clause for as long as it exists. Until you ask, the records are kept as clause 11 describes.

Checking any of this. On written request we will give you the information needed to demonstrate that we meet this clause, and we will take part in one audit in any twelve-month period, conducted remotely, on thirty days’ notice, limited to the processing carried out under this agreement. We will co-operate with an inspection required by a supervisory authority without any of those limits.

Rotaaa — the software, the design, the name and everything on this site other than your own data — is ours and stays ours. Nothing in this agreement transfers any of it to you.

For as long as this agreement is in force, we grant you a licence to use Rotaaa for your own business: non-exclusive, non-transferable, revocable, and limited to that purpose. You may not copy, resell, sublicense, rent out or make the service available to anybody outside your business; you may not copy or adapt the software, or attempt to derive its source, except to the extent the law says you may do so whatever a contract states.

If you send us a suggestion, a bug report or an idea, we may use it to improve Rotaaa without owing you anything for it. That is not a claim on anything else you own, and it is not a reason to hold a suggestion back.

You will indemnify us against claims, losses and reasonable costs arising from the data you put into Rotaaa, from your use of it in breach of this agreement, or from your own failure to meet your obligations as controller of your staff’s personal data.

We will tell you promptly about any claim covered by this clause, will not settle it without asking you first, and will let you take over its conduct if you want to. This clause does not apply to anything caused by our own breach of this agreement.

Rotaaa is provided as it stands and as available, without warranty of any kind, to the fullest extent the law allows. It is not warranted to be uninterrupted, error-free, or fit for a particular purpose, and no advice obtained from it or from us creates a warranty that is not stated here.

In particular, we do not warrant that the figures Rotaaa produces are correct for any purpose of yours. They are arithmetic on what you entered, and clause 6 is where the responsibility for that sits. Nothing in this clause excludes a term that the law does not permit us to exclude.

What is never limited. Nothing in this agreement limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited or excluded.

What is excluded. Subject to the paragraph above, we are not liable for indirect or consequential loss, or for loss of profit, revenue, business, contracts, goodwill or anticipated savings, or for loss or corruption of data, however arising and whether or not we were told it was possible.

What is capped, and at what. Subject to both paragraphs above, our total liability to you for everything arising in any twelve-month period — in contract, in tort including negligence, or otherwise — is limited to £100. Rotaaa is supplied free of charge, so there is no fee to measure a cap against; £100 is the figure instead.

Decisions you make from what Rotaaa shows you remain yours, including decisions about pay and about whether a rota is lawful. So does keeping your own copy of anything you could not reconstruct; clause 5 and the service level agreement both say how.

These terms will be revised as Rotaaa develops. Each revision is given a version number, an effective date, and a summary of what moved, all at the top of this page, and the version you accepted is recorded when you create a business here. A version governs a business created on or after the day it is published from that day; where a revision carries a later effective date, it replaces the previous version for businesses that already existed on that date, and the box at the top of this page says which is which.

A change that materially reduces your rights takes effect no sooner than thirty days after it is published here; continuing to use Rotaaa after that date means you accept it. If you would rather not, stop using Rotaaa before then and take a copy of your data with you.

The whole agreement, and which part wins. These terms, the privacy policy, the cookie policy and the service level agreement are the entire agreement between us about Rotaaa, and replace anything said before. Where they appear to disagree: clause 12 governs the processing of your staff’s personal data; the service level agreement governs availability, support and incidents; and these terms govern everything else. Clause 1 of the service level agreement states the same rule from its side.

If part of it fails. If a court finds any part of this agreement unenforceable, that part is severed and the rest continues. Not enforcing something once, or late, is not a waiver of it.

Handing the agreement on. You may not transfer this agreement without our written consent, which we will not withhold unreasonably. We may transfer it to a company we incorporate to carry on Rotaaa, or to somebody who takes over the business of running it, provided your rights under it are not reduced; we will say so on this page when it happens. Because the counterparty named in clause 1 is an individual, his personal representatives may do the same on his death or incapacity.

Nobody else’s. A person who is not a party to this agreement has no right to enforce it under the Contracts (Rights of Third Parties) Act 1999. Your staff’s rights under data protection law are not affected by that, because those rights do not come from this agreement.

Things outside our control. Neither of us is liable for a failure to perform caused by something beyond our reasonable control, including the failure of a provider named in the privacy policy, a network or power failure, or an act of a public authority. This does not apply to an obligation to pay anything, and it does not extend the periods in clause 12.

Notices. We will write to you at the email address on your account, or tell you inside the product. Write to us at [email protected]; a postal address for the service of documents is provided on request to that address.

What survives the end. Clauses 5, 9, 12, 13, 14, 15, 16, 18 and 19 continue to apply after this agreement ends, for as long as they are capable of applying.

These terms, and any dispute or claim arising out of or in connection with them — including non-contractual ones — are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over them.