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, with no AI model 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.

Two optional extras are part of the same service. You can connect a Google Calendar, and we will keep a calendar there in step with your feed until you disconnect it. And each account gets its own email address for updating an uploaded rota: send the new file there and it replaces the rota you already linked. That channel can only update a rota you linked yourself; it can never create one. Both are described in more detail in the Privacy Policy.

• 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.
• Every time you link a rota, whichever route you use, you confirm two things, and we record that confirmation with a timestamp. First, that you are entitled to access the rota and to link it here (for a file you upload: that you have permission to upload it). Second, that it contains no patient-identifiable or clinically confidential information. Being allowed to see a rota is not always the same as being allowed to share it, so if you are unsure, check with your employer first. We ask the same question on every route, including where you give us permission to open a private rota as you: in that case nothing has been made public, so the sharing decision is yours. 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:

What you buy is added to what you already have. Access you have already been given, whether free trial or paid, is never shortened or discarded by a purchase. A new plan begins where your current access ends, so buying a 6-Month Rotation with time still to run gives you that time plus six months, and buying another adds six more to the end of that.

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. The free trial runs once per account, from the day you sign up. Buying a plan does not restart it and does not cut it short: if you subscribe partway through, your card is first charged on the day your original 30 days would have ended, and cancelling before then costs nothing. The one-off 6-Month Rotation plan is charged immediately at purchase, and the time you buy is added to the end of the trial rather than replacing it.

• 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 support@rotasync.co.uk, 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, and every revision is recorded and listed at the end of this page.

For a material change we give you at least 30 days' notice. We will email you when the new terms are published, telling you what is changing and the date they take effect, and the change will not apply to you before that date. From it, we will ask you to confirm you accept the updated terms the next time you open your dashboard.

You are free not to accept. If you would rather not continue under the updated terms you can cancel your plan or delete your account at any point before they take effect, using the cancellation and refund rights in §6, and your calendar feed keeps working in the meantime. A change is never applied retrospectively to a period you have already paid for.

Minor changes that do not affect your rights or ours (correcting a typo, clarifying wording that already meant the same thing, or updating a reference) are made without notice. We may also make a change without notice where the law requires it, and we will tell you as soon as we reasonably can afterwards.

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: support@rotasync.co.uk.