Legal
Version 2026-10-04 · last updated 4 October 2026
These Terms of Service ("Terms") are a contract between Quickrota ("Quickrota", "we", "us") and the business that registers for a Quickrota account ("you", "your", the "Customer"). They govern your use of the Quickrota rota-scheduling and time-tracking software (the "Service"), including the manager web application and the employee-facing staff portal. By creating an account or using the Service, you accept these Terms on behalf of the business you represent, and you confirm you have authority to do so.
Quickrota is a subscription software product for independent UK hospitality venues that provides rota generation and editing, staffing-demand and coverage tools, employee clock-in and timesheets, and payroll export. We may add, change, or remove features over time as the Service evolves; we'll try to give reasonable notice of any change that materially reduces functionality you rely on.
You need a manager account to use Quickrota. You're responsible for keeping your login credentials confidential and for all activity that happens under your account. Notify us promptly at support@quickrota.co.uk if you believe your account has been compromised.
Your employees may separately access a staff portal (via individual login, or a shared on-site device with a PIN pad that you set up) to view rotas and clock in and out. You are responsible for provisioning and revoking staff and on-site device access as employees join or leave, and for the security of any shared on-site device at your venue.
Quickrota is built and priced for a single independent venue. If you operate more than one site, contact us before signing up. Using one account to run multiple, separately-managed venues isn't currently supported and may result in your account being restricted.
New accounts receive a 14-day free trial with no card required to start. Near the end of the trial we'll ask you to add a payment method; once you do, your account converts to a paid subscription at the price shown on our Pricing page (currently £30/month, inclusive of the features listed there), billed monthly in advance. If you don't add a payment method, you won't be charged — your account simply pauses at the end of the trial until you add one, subject to the data-handling terms in Section 5.
There is no minimum term and no cancellation fee. You can cancel at any time from your account settings or by emailing us; cancellation takes effect at the end of the current billing period, and you won't be charged again after that. We don't provide refunds for partial billing periods, except where required by law.
We may change our pricing for future billing periods. If we do, we'll give you at least 30 days' notice by email before it takes effect; continuing to use the Service after that date means you accept the new price, and cancelling before it takes effect avoids it entirely.
Payments are processed by Stripe, our third-party payment provider. We do not store your full card details ourselves.
You're responsible for the accuracy of the data entered into Quickrota (employee details, contracted hours, pay rates, availability, and coverage requirements) and for the rotas, timesheets, and payroll exports produced from it. You confirm that you have the right to enter your employees' personal data into the Service (see Section 5) and that you will use the Service in a way that complies with employment law, working-time regulations, and data protection law applicable to your business.
You agree not to: use the Service for any unlawful purpose; attempt to reverse-engineer, decompile, or access the source code of the Service except as permitted by law; probe, scan, or attempt to breach the security of the Service; use the Service to store or transmit unlawful, defamatory, or infringing content; resell, sublicense, or provide the Service to third parties as a bundled or white-labelled offering without our written consent; or interfere with or disrupt the Service or the experience of other customers.
"Customer Data" means the data you and your staff submit to the Service, including employee names, contact details, roles, pay rates, contracted hours, availability, recorded absences, clock-in records and the timesheets derived from them, whether an employee is marked as under 18 and, if you enter it, the date they turn 18 (which is, in effect, date-of-birth-level information), and whether a signed 48-hour working-time opt-out is on file. As between you and us, you own your Customer Data.
For the personal data of your employees that you input into Quickrota, you are the data controller and Quickrota acts as your data processor, under UK GDPR and the Data Protection Act 2018. We process that data only to provide the Service to you and in accordance with your instructions, and we handle it as described in our Privacy Policy. Our Data Processing Agreement sets out those commitments in full and forms part of this contract.
We use third-party providers to run the Service: currently Vercel for hosting, Supabase for database services, Stripe for payments, Resend for account email and Twilio for verification texts. Vercel and Supabase process Customer Data on our behalf under their own data-processing terms; Stripe, Resend and Twilio handle only your own account and billing details, never your employees' data. The full list, and what each one does, is in our Privacy Policy. We do not sell Customer Data or share it with advertisers.
On termination of your account, your venue's data in Quickrota is deleted from live systems within 90 days of cancellation, or of a trial pausing with no payment method added, or sooner on request. Copies held in our database provider's automatic backups are removed when those backups age out on their normal retention cycle. We email the account holder 14 days before permanent deletion so you can export your data first. This covers data Quickrota itself controls, not Stripe's own billing/tax records or Resend's/Twilio's own message logs, which those providers retain under their own policies; see our Privacy Policy for details.
Quickrota includes features designed to help you build rotas that respect UK working-time rules such as rest between shifts and weekly rest periods, alongside your own settings like days off and similar constraints. These features are provided to assist your own compliance process. They are not legal advice, and we do not guarantee that a rota produced or approved by Quickrota complies with every law, regulation, or contractual obligation applicable to your specific venue, contracts, or employees. You remain solely responsible for ensuring your rotas, timesheets, and payroll comply with the law.
We own all right, title, and interest in the Service, including its software, design, and underlying technology, excluding your Customer Data. Subject to your compliance with these Terms and payment of applicable fees, we grant you a non-exclusive, non-transferable licence to access and use the Service for your internal business purposes during your subscription term. You may not copy, modify, or create derivative works of the Service, or use our name or branding without our prior written consent.
We aim to keep the Service available and reliable, but we don't guarantee uninterrupted or error-free operation. We may suspend access temporarily for maintenance, updates, or emergency reasons, and will try to give notice where practical. Support is provided by email at support@quickrota.co.uk.
Each party agrees to keep confidential any non-public information disclosed by the other in connection with these Terms, and to use it only for the purposes of the relationship between us, except where disclosure is required by law.
To the fullest extent permitted by law, the Service is provided "as is" and "as available", without warranties of any kind, express or implied, including any implied warranty of satisfactory quality, fitness for a particular purpose, or non-infringement. Nothing in this section excludes or limits any warranty implied by law that cannot lawfully be excluded.
Nothing in these Terms limits or excludes either party's liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited or excluded.
Subject to the above, our total liability to you arising out of or in connection with these Terms or the Service, whether in contract, tort (including negligence), or otherwise, is limited to the total fees you paid us in the 12 months before the event giving rise to the claim. We are not liable for any indirect or consequential loss, loss of profits, loss of business, or loss of data, even if we have been advised of the possibility of such loss.
You agree to indemnify and hold us harmless from any claims, losses, or expenses (including reasonable legal fees) arising from your breach of these Terms, your misuse of the Service, or your violation of any law or third-party right, including your obligations as a data controller for your employees' personal data.
You may cancel your account at any time as described in Section 3. We may suspend or terminate your account, with notice where practical, if you materially breach these Terms and don't remedy the breach within a reasonable time of us telling you, if payment fails and isn't resolved, or if we reasonably believe your account is being used unlawfully or in a way that risks harm to us, other customers, or the Service. On termination, your right to use the Service ends, though Sections 7, 9, 11, 12, and 15 survive termination.
We may update these Terms from time to time, for example to reflect changes to the Service or to applicable law. If we make a material change, we'll notify you by email or in-app notice at least 14 days before it takes effect. Continued use of the Service after that date means you accept the updated Terms; if you don't agree, you can cancel your account before the change takes effect.
Assignment. You may not assign or transfer your rights under these Terms without our consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.
Severability. If any provision of these Terms is found unenforceable, the remaining provisions continue in full force.
Waiver. Failure to enforce any provision of these Terms is not a waiver of our right to do so later.
Entire agreement. These Terms, together with our Privacy Policy, our Data Processing Agreement and our Pricing page, form the entire agreement between us regarding the Service, and supersede any prior agreements on the subject. Where this DPA and these Terms conflict on the processing of personal data, the DPA takes precedence.
These Terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them, except where you are a consumer resident elsewhere in the UK and mandatory local law gives you the right to bring proceedings in your own jurisdiction.
Questions about these Terms: support@quickrota.co.uk.