Terms of Service

Last updated: February 2026

1. Agreement to Terms

By accessing or using RotaKeep ("the Service"), operated by OnShift Ltd ("we", "us", or "our"), you agree to be bound by these Terms of Service. If you do not agree, do not use the Service. OnShift Ltd is a company registered in England and Wales.

2. Description of Service

RotaKeep is a cloud-based staff scheduling and workforce management platform designed for UK hospitality businesses. The Service includes shift scheduling, rota building, time and attendance tracking, holiday management, wage cost calculations, team messaging, and related features.

3. Pricing and Payment

The Service is offered on the following plans:

  • Essential: £25/month (1–15 staff) — all features included
  • Plus: £49/month (16–35 staff) — all features included
  • Pro: £79/month (36–50 staff) — all features included
  • Enterprise: Contact us (50+ staff)

Paid subscriptions are billed monthly in advance via Stripe. You authorise us to charge your payment method on a recurring basis. All prices are in GBP and exclusive of VAT where applicable. You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. We reserve the right to change pricing with 30 days written notice.

4. Account Registration

  • You must provide accurate and complete information when creating an account
  • You are responsible for maintaining the security of your account credentials
  • You must be at least 18 years old to create an account
  • One person or business may not maintain multiple trial accounts
  • You are responsible for all activity that occurs under your account

5. Data Processing

By using RotaKeep you acknowledge that we will process personal data relating to you and your staff members, including names, contact details, shift patterns, attendance records, and holiday entitlement. We process this data to provide the Service. We act as a data processor in respect of your staff data, and you act as the data controller. Both parties agree to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details of how we handle personal data are set out in our Privacy Policy.

6. Acceptable Use

You agree not to:

  • Violate any applicable laws or regulations
  • Infringe on intellectual property rights
  • Transmit malware or harmful code
  • Attempt to gain unauthorised access to any part of the Service
  • Use the Service to send spam or unsolicited communications
  • Resell or sublicense the Service without our written permission
  • Use the Service in any way that could damage or overburden our infrastructure

7. Intellectual Property

The Service and all associated content, features, and functionality are owned by OnShift Ltd and are protected by UK and international copyright, trademark, and other intellectual property laws. You retain ownership of all data you input into the Service.

8. Service Availability

We aim to maintain high availability of the Service but do not guarantee uninterrupted access. We may carry out maintenance from time to time and will endeavour to provide advance notice where possible. We are not liable for any losses arising from downtime or service interruption.

9. Limitation of Liability

To the fullest extent permitted by law, OnShift Ltd shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of the Service. Our total liability to you shall not exceed the amount you have paid us in the three months preceding the claim.

10. Termination

We reserve the right to suspend or terminate your account if you breach these Terms. You may terminate your account at any time by contacting us. On termination, your data will be retained for 30 days before deletion, during which time you may request an export.

11. Changes to Terms

We may update these Terms from time to time. We will notify you of significant changes by email or via a notice in the Service. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

12. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Contact

For questions about these Terms, contact us at [email protected]