Terms of Service

RotaSync is operated by ROTASYNC LTD, a company registered in England and Wales under company number 17375462, whose registered office is Flat 305, 350 The Highway, London, E1W 3HU(“RotaSync”, “we”, “us”). These terms are an agreement between you and us and govern your use of the rotasync.co.uk website and service. By creating an account or purchasing a plan you agree to these terms. If you don't agree, please don't use the service.

RotaSync converts a work rota you already have access to (a shared Google Sheet, an Office 365/SharePoint share link, or an uploaded Excel/CSV file) into a personal calendar feed (iCalendar/.ics) that you can subscribe to from calendar apps such as Apple Calendar, Google Calendar and Outlook. Parsing is performed by our own software — no AI model is involved — and is configurable from your dashboard. The service is a convenience tool for viewing your own shifts; it is not a rostering, payroll or workforce-management system.

A paid-tier feature also turns your own linked shifts into an indicative safe-working compliance check and an expected gross/net pay estimate, based on a small profile you enter (nation, grade, specialty, and similar) and published NHS pay, tax and pension rates. The full report is available with an active subscription (including during a subscription's Stripe free-trial period); on the card-free 30-day trial tier you see a summary count of possible compliance issues only. See §8 below for the accuracy disclaimer that applies to these estimates.

• You must provide accurate account details and keep your login credentials secure.
• RotaSync is open to anyone whose work rota lives in a spreadsheet. Accounts require a verified email address (or sign-in with Google), and you may only link rotas you are genuinely entitled to access through your work. When linking a rota you must confirm (and we record that confirmation with a timestamp) that you are entitled to access the rota and to link it here — or, for a file you upload, that you have permission to upload it — and that it contains no patient-identifiable or clinically confidential information. Being entitled to access a rota is not always the same as being permitted to share it with a third party, so please check your employer's position if you are unsure. We ask this more explicitly for uploads because a live share link must already be set to “anyone with the link” before we can read it at all, whereas an uploaded file need never have been shared with anyone. Linking is refused without that confirmation, and accounts that breach it may be removed.
• You can delete your account and all your data at any time from the dashboard; see the Privacy Policy for what deletion covers.
• Your calendar feed URL contains a private token. Anyone with the URL can read your shift calendar, so treat it like a password. You can regenerate it by unlinking and re-linking a rota.
• Accounts are personal. One subscription covers one person's rotas (currently up to 2 linked live rotas and 2 uploaded rotas), merged into that person's feed.
• Fair use: updates and re-uploads of a rota you've linked are unlimited, and live rota links can be swapped to new rotas at any time. Uploaded rotas cover up to 2 different uploaded rotas in any rolling 4-month period, matching a typical rotation. Uploading a genuinely different rota releases a slot once 4 months have passed since the earlier rota was first linked. Each upload is checked against a fingerprint of the originally linked document to confirm it's an updated version of the same rota.

All prices are in pounds sterling (GBP) and are charged by our payment provider, Stripe. ROTASYNC LTD is not registered for VAT, so no VAT is added to these prices and the amount shown is the amount you pay.

What each plan includes:

When a paid period ends without renewal (a rotation plan expiring, or a cancelled subscription reaching the end of its billing period), your account reverts to the free tier: your configuration is kept, but calendar output is limited as on the Free Trial until you purchase again. We may change prices for future purchases; price changes never apply retroactively to a period you have already paid for, and subscription price changes will be notified before they take effect. Details of your right to cancel, including the statutory 14-day cancellation right and a model cancellation form, are in §6 below.

Introductory offers. We sometimes run time-limited discounts for new subscriptions. Where one applies, the discounted amount, what it applies to and when the offer closes are shown before you pay and restated in your confirmation email. Unless we say otherwise at the time, a discount applies to your first billing period only; the standard price above applies from the next period onward. Discounts apply to new purchases, never retroactively to one already made, and ending an offer never changes a price you have already been charged.

New accounts can use RotaSync free for 30 days. Starting the Monthly or Annual Plan begins a 30-day free trial through Stripe; your card is only charged when the trial ends, and cancelling before then costs nothing. The one-off 6-Month Rotation plan is charged immediately at purchase.

• 14-day money-back guarantee. Within 14 days of any payment (monthly, annual or the one-off rotation pass) you can cancel from your dashboard and receive a full refund of that payment. Cancelling with a refund ends your access immediately and stops your calendar feeds; you'll be asked to confirm before this happens.
• After 14 days. Monthly and annual subscriptions can be cancelled at any time via Manage Billing; you keep access until the end of the period you've paid for and are not charged again. Rotation plans simply run to the end of their fixed term; payments outside the 14-day window are non-refundable.
• Nothing in these terms affects your statutory rights as a consumer under UK law.

Your statutory right to cancel (Consumer Contracts Regulations 2013)

If you are a consumer, you have a legal right to cancel a contract with us within 14 days without giving any reason. The cancellation period expires 14 days after the day the contract is made (for a purchase, the day of purchase; for a free account, the day you sign up). To exercise it, tell us of your decision by a clear statement before the period expires: use the cancel option in your dashboard, email [email protected], or use the model cancellation form below (its use is not obligatory). If you cancel, we will reimburse the payment for the cancelled contract without undue delay and no later than 14 days after you tell us, using the same means of payment you used, at no fee.

Starting the service straight away. RotaSync is a digital service that begins as soon as you sign up or purchase. By creating an account or completing a purchase you expressly request that we begin supplying the service immediately, during the 14-day cancellation period, and you acknowledge that if you cancel after making that request the law entitles us to charge for the proportion of the service supplied before you cancelled. In practice we do not: our 14-day money-back guarantee above refunds the payment in full, which is at least as generous as the statutory position (though under the guarantee your access ends immediately on refund). For the Monthly and Annual plans no payment is taken during the first 30 days in any event, so cancelling within the statutory period costs nothing.

• Only link or upload rotas you are genuinely entitled to access as part of your work, and are permitted to share with us. Possessing the share link or file is how we verify you are part of the team, so don't circumvent that.
• Rota documents contain colleagues' names. Use the service only to generate your own calendar, and handle uploads as you would any staff document.
• Don't attempt to disrupt the service, probe its security, resell access, or use automated means to extract other people's data.
• We may suspend or terminate accounts that breach these terms; if we do so without a breach on your part, we'll refund the unused portion of anything you've paid.

Nothing in these terms limits liability that cannot be limited by law (including for death or personal injury caused by negligence, or fraud). Subject to that: we are not liable for losses arising from inaccuracies in parsed rota data, from the underlying spreadsheet being wrong or unavailable, from missed or misread shifts, or from third-party calendar apps failing to refresh; and our total liability to you for all claims is limited to the amount you paid us in the 12 months before the claim arose.

How we handle personal data, both yours and the colleague names that appear in rota documents, is described in our Privacy Policy, which forms part of these terms.

We aim to keep RotaSync available continuously but don't guarantee uninterrupted service. We may improve or change features over time. If we ever discontinue the service entirely, we'll give paid users reasonable notice and refund the unused portion of any payment.

We may update these terms from time to time; the “last updated” date above will change when we do. For material changes we'll notify you (for example by email or a dashboard notice) before they take effect. Continuing to use the service after a change means you accept the updated terms.

These terms are governed by the law of England and Wales, and disputes are subject to the jurisdiction of the courts of England and Wales (without affecting mandatory consumer protections where you live).

Questions about these terms or your purchase: [email protected].