Terms

Who we are

PerfectRota is a trading name of Sweetbyte Ltd, a company registered in England and Wales (company number 09949224), registered office 16-18 West Street, Rochford, England, SS4 1AJ. VAT number GB 338 6626 71. Registered with the Information Commissioner’s Office, number ZB072721. In these terms “we”, “us” and “PerfectRota” mean Sweetbyte Ltd trading as PerfectRota. “You” means the person using the website or, in Parts B and C, the business that has the account. Contact: customerservice@perfectrota.com.

Part A: Using the website and the demo

Part A covers perfectrota.com and the PerfectRota demo at app.perfectrota.com. By using them, you agree to Part A.

A1. The demo

• The demo is for trying PerfectRota out. It comes with sample businesses and sample people.
• Everything you enter is saved only in your own browser, on your device. We can’t see it, back it up or get it back for you. Clearing your browser’s data, or pressing Reset demo, deletes it.
• Please don’t enter real staff information in the demo. If you do, you are responsible for it.
• Messages, alerts and the staff phone app only work inside the demo on your device. Nothing is actually sent to anyone.
• The demo may change, or be unavailable at times, without notice.

A2. Using the website

• Don’t misuse the website or the demo: for example, don’t try to break, overload or get unauthorised access to them.
• The PerfectRota name, logo, website and software belong to us. You may not copy or reuse them without our permission.
• Prices on the website are in pounds and exclude VAT unless they say otherwise. The price you pay is set out in Part B.
• The website and the demo are provided “as is”. Rotas, costs and hours shown in the demo are examples only. We are not responsible for any loss that comes from using the free website or demo, except where the law doesn’t allow us to limit our responsibility.
• Where we link to other websites, we aren’t responsible for their content.

Part B: The PerfectRota subscription

Part B is the agreement between Sweetbyte Ltd trading as PerfectRota and the business that opens a PerfectRota account, including a free trial. You agree to it (and to Part C) when you tick the box to start a free trial or create an account. The person who does this confirms they are allowed to agree on the business’s behalf.

B1. For businesses only

PerfectRota is sold to businesses and other organisations in the United Kingdom, not to consumers. By opening an account you confirm you are acting for a business, so consumer protection rules (such as the 14-day cooling-off period) don’t apply. Your legal rights as a business are not affected.

B2. What you get

One plan with every feature included: rotas for any number of sites, manager logins, the staff phone app, holiday and sickness records, budgets and the hours download. We keep improving PerfectRota, so features may change over time; we won’t take away anything important to how you use it without telling you first (see B10).

B3. The free trial

• A free trial lasts 30 days. A card is needed to start it, and nothing is charged during the trial.
• Stripe emails you a reminder 7 days before the trial ends.
• If you don’t cancel before the trial ends, your paid subscription starts automatically and your card is charged on the day the trial ends.
• Each email address and each card can have one free trial.

B4. The price

• £3.50 per staff member a month, plus VAT, from 8 staff. So the smallest bill is £28 a month plus VAT, even if you have fewer than 8 staff.
• Who counts: everyone who can be put on your rota (managers included) and hasn’t been marked as having left, plus the account owner once. We count every night.
• Changes in the month: when your team grows or shrinks, the next bill includes a part-month charge or credit for the difference (pro rata), worked out by Stripe.
• VAT at the UK rate (20% today) is added to every bill. If you give a VAT number on the card page, it appears on your invoices.
• For 250 or more staff, talk to us first: we agree a separate price and invoice in writing.

B5. Paying

• You pay monthly in advance by card, through Stripe. Your billing date is the day your free trial ended (or the day you restarted), each month.
• Invoices and receipts are emailed to you and are always available from Settings → Billing in the app. You can change your card there too.
• If a payment fails, Stripe tries again over about two weeks and emails you, and the app shows a warning to the owner and head office with a Pay now button. If it still hasn’t been paid, your account becomes view-only: everyone can still see the rota, but nothing can be changed until the bill is paid. It unlocks by itself once it’s paid.
• If a bill stays unpaid for 60 days after the account became view-only, we email you 7 days before and then close the account (see B8). The unpaid amount is still owed.

B6. Price changes

We may change the price. We’ll email the account owner at least 60 days before a new price applies to you, so you have time to cancel first if you don’t want to carry on. A change in the VAT rate applies from the date the law changes it.

B7. Cancelling

• You can cancel at any time in Settings → Billing (“Manage card, invoices or cancel”). There is no contract and no cancellation fee.
• PerfectRota keeps working until the end of your free trial or the month you’ve paid for, then the account closes. We don’t refund part months.
• Changed your mind before then? Choose “Keep PerfectRota” in Settings → Billing.

B8. When an account closes

• After closing, the owner and head office can still sign in to Download my data (a .zip of spreadsheets), see invoices, or Restart PerfectRota (paid straight away, everything back as it was).
• We keep your rota, team and other records for 90 days after closing, then delete them for good. We email you 7 days before. We keep only your business’s name, our Stripe customer reference and the dates, and your invoices, which the law requires us to keep.
• Download anything you need before then. After deletion we can’t get it back.

B9. Your responsibilities

• Your rota is your decision. PerfectRota helps you follow rules such as rest breaks, the 48-hour week, under-18s’ hours and contract hours, but you are responsible for the rotas you publish and for meeting employment law. Wage costs and hours shown are estimates for planning; PerfectRota is not a payroll system.
• Your staff’s information. You decide what you put into PerfectRota about your staff, you need a lawful reason to use it, and you must tell your staff how you use it (for example in your staff privacy notice). Part C explains how we look after it for you.
• Logins. Keep passwords safe, give each person their own login, and remove access for people who leave (Mark as left does this). You are responsible for what is done with your account’s logins.
• Fair use. Don’t use PerfectRota for anything unlawful, don’t try to get into other businesses’ data or break or overload the service, and don’t copy or resell it.
• Keep your account details (owner email, card) up to date so we can reach you.

B10. Our responsibilities

• We provide PerfectRota with reasonable skill and care, keep it secure (see C5), and back up your data.
• We aim to keep PerfectRota available all the time, but we can’t promise it will never be interrupted, for example for maintenance or a problem with our hosting provider. We’ll try to do planned maintenance at quiet times.
• Help is by email at customerservice@perfectrota.com. We aim to reply within 2 working days.
• We may change or improve PerfectRota. If a change would take away something important to how you use it, we’ll tell you at least 30 days before, and you can cancel.
• We may pause or close an account straight away if it is being used unlawfully or to attack the service or other customers, or if the law requires it. We’ll tell you why unless the law stops us.
• If we ever stop providing PerfectRota altogether, we’ll give you at least 60 days’ notice, refund any fees paid for time after it stops, and keep Download my data working until then.

B11. Your data and our software

• The information you put into PerfectRota belongs to you. You let us use it only to provide PerfectRota to you (and as Part C sets out).
• The PerfectRota software, design and name belong to us. You get the right to use PerfectRota for your business while your account is open.
• If you send us ideas or feedback, we may use them to improve PerfectRota without owing you anything.
• Each of us keeps the other’s confidential business information private.

B12. Limits on our responsibility

• Nothing in these terms limits our responsibility for death or personal injury caused by our negligence, for fraud, or for anything else the law doesn’t allow us to limit.
• We are not responsible for loss of profits, sales, business or goodwill, for wasted management time, or for indirect losses.
• Our total responsibility to you for everything arising from your account in any year is limited to the fees you paid us in the 12 months before the event that caused the loss.
• We are not responsible for delays or failures caused by things outside our reasonable control (such as a major internet, hosting or power failure).

B13. Changes to these terms

We may update these terms. For anything that affects paying customers, we’ll email the account owner at least 30 days before (60 days for a price rise, see B6). If you carry on using PerfectRota after the change, the new terms apply; if you don’t agree, you can cancel before then.

B14. General

• These terms (Parts A to C) and anything we agree in writing are the whole agreement between us about PerfectRota.
• You can’t transfer your account to someone else without our agreement. We may transfer our rights and duties to another company that takes over PerfectRota, and will tell you if we do.
• If a court decides part of these terms can’t be enforced, the rest still applies. If we don’t enforce something straight away, we can still do it later.
• Notices to us: customerservice@perfectrota.com. Notices to you: the account owner’s email address.
• These terms are governed by the law of England and Wales, and the courts of England and Wales can deal with any dispute.

Part C: Data processing agreement

When you use PerfectRota you put in information about your staff. For that information, you (the business) are the “controller” and we are your “processor” under UK data protection law (UK GDPR and the Data Protection Act 2018). Part C is the agreement the law requires between us. It is part of Part B and lasts as long as we hold your staff’s information.

C1. What we process, and why

C2. Your instructions

We use your staff’s information only on your instructions: these terms and what you and your users do in the app are your instructions. We won’t use it for our own purposes, sell it or use it for advertising. If the law ever requires us to do something else with it, we’ll tell you first unless the law stops us. If we think an instruction breaks data protection law, we’ll tell you.

C3. Our people

Only people at Sweetbyte Ltd who need to (for example to help you when you ask, or to fix a problem) can access your account’s information, and they are bound to keep it confidential.

C4. Other companies we use

You agree that we may use these companies to help provide PerfectRota. Each has a written contract with data protection terms at least as protective as this Part C, and we remain responsible to you for what they do:

Before we add or replace one of these, we’ll update this list and email the account owner at least 30 days before. If you have a reasonable data protection objection, tell us; if we can’t resolve it, you can cancel and we’ll refund any fees paid for time after the change.

Stripe handles payment details for your account, but not your staff’s information.

C5. Keeping it secure

• Your information is stored in a database in Frankfurt (EU), encrypted while stored and whenever it travels over the internet.
• Each business’s information is kept apart in the database, so one business can never see another’s.
• Passwords are stored scrambled (hashed); invite links are stored scrambled too; card numbers never reach us.
• Each person only sees what their level and the sites they look after allow, and the app keeps a record of who changed what.
• Backups: the database can be recovered to any point in the last 3 days, and we keep weekly copies for up to 5 weeks.

C6. If something goes wrong

If we become aware of a breach affecting your staff’s information, we’ll tell the account owner without undue delay, and within 48 hours, with what we know, and help you with anything you need to do (such as telling the ICO within 72 hours, if that’s required).

C7. Helping you

• Your staff’s rights: you can see, correct and download a person’s information in the app (People, and Settings → Your data). To erase a former member of staff’s information completely, email us and we’ll do it for you. If a member of staff contacts us directly, we’ll pass the request to you. We’ll help with anything you can’t do in the app.
• We’ll give you the information you reasonably need to show you’re meeting data protection law, including for a data protection impact assessment, and answer reasonable questions about our security. If you need more, such as an audit, we’ll agree it with you (reasonable notice, at your cost, and keeping other customers’ information confidential).

C8. At the end

When your account closes, you can download your information (B8). We delete it 90 days after closing; copies in backups are deleted as the backups are replaced (within 5 weeks after that). We keep only what the law requires us to keep (such as invoices, which don’t include staff information).

C9. Information leaving the UK

Your staff’s information is stored in the EU (Frankfurt), which the UK recognises as protecting personal information properly. Where one of the companies in C4 handles it in the United States, it is protected by the safeguards UK law requires, such as the UK–US data bridge or the UK’s approved contract clauses.

Questions about these terms, or need a signed copy of Part C for your records? Email customerservice@perfectrota.com.