Terms of service

These terms

These terms are an agreement between ToraDigm Pty Ltd (ABN 70 679 136 577), which provides Roster Flow (we or us), and the business that creates a Roster Flow account (you). By creating an account or using the service, you agree to them. If you accept them for a business, you confirm you are allowed to bind it.

The people you invite use Roster Flow as part of your account, and you are responsible for their use of it. How we handle personal information is set out in the privacy policy, which forms part of these terms.

The service

Roster Flow is software for small businesses, used in a web browser, that lets you:

• build and publish staff rosters, and see an estimate of their wage cost from the rates you enter;
• let staff clock in and out on their own phones, with an optional photo and location check;
• review, correct and approve timesheets, and see reports on rostered and worked hours;
• send approved hours to a payroll account you connect, or export them as a CSV file.

The service changes as it improves. We may add, change or remove features, as set out under availability below.

What the service is not

• It does not calculate pay, interpret awards or enterprise agreements, or work out entitlements, penalty rates, allowances, superannuation or tax. Any cost shown is an estimate from the rates you enter.
• It does not run pay runs, issue payslips or report through Single Touch Payroll. Your payroll system does that.
• It is not legal, employment, tax or accounting advice. Obligations about rosters, breaks, records and pay are yours, and worth checking with somebody qualified.
• A clock in location check and photo are aids to checking hours, not proof of attendance.
• Decisions about your staff are yours. Roster Flow records and counts, and does not decide.

Your account and the people in it

• Give accurate details when you create the account, and keep them current.
• The owner is responsible for who is given access, and at what level: owner, manager or staff.
• Each sign in belongs to one person. Do not share passwords, and keep them secure. We recommend turning on two step sign in.
• You are responsible for what happens in your account. Tell us straight away at hello@rosterflow.com.au if you think somebody has signed in without permission.
• Deactivate people who leave, so their access ends.

Your responsibilities to your staff

• Use Roster Flow in line with employment, workplace, privacy and anti discrimination laws.
• Tell your staff what Roster Flow records about them, particularly clock in photos and the location check if you switch them on, and get any consent the law requires.
• Enter pay rates and loadings correctly. Cost estimates are only as accurate as what you enter.
• Keep the employee records the law requires of you. Roster Flow can help, but the obligation is yours.

Acceptable use

You must not, and must not let anyone in your account:

• use Roster Flow for anything unlawful, or to harass, threaten or discriminate against anyone;
• enter information about people that you have no right to collect;
• try to get around security, reach another business’s information, or test for weaknesses without our written agreement;
• upload anything harmful, such as malware;
• copy, resell, or rent out the service, or take it apart to build a competing product, except as the law allows;
• access it by automated means, other than the exports and connections it provides, or place an unreasonable load on it.

Plans, trials and prices

• Free plan. Up to 5 active people, for as long as you use it, with every feature except the payroll connection. Approved hours export as a CSV on the free plan.
• Paid plans follow the number of active people in your account: up to 10 people for $29 a month; up to 25 people for $49 a month; up to 50 people for $79 a month; up to 100 people for $129 a month; up to 250 people for $199 a month.
• More than 250 people. The price is agreed with you in writing. Until it is, the plan for up to 250 people applies.
• Who counts. Active staff, owners and managers. A person stops counting on the day they are deactivated.
• Prices are in Australian dollars and include GST.
• Trial. Paid plans start with 28 days free and no card. Nothing is charged until you add a payment method and the trial ends.
• Moving between plans. When your team grows into a larger plan, the difference is charged then. When it shrinks, the plan follows it down.
• Price changes. We will tell account owners by email at least 30 days before a new price applies to them. You can cancel before it does.

Billing and payment

• Paid plans are billed monthly in advance, by card, through our payment provider. You authorise those charges.
• Receipts and tax invoices are available from the billing screen.
• If a payment fails, we tell you. Nothing is switched off or deleted straight away, so you have time to update your card.
• If payment keeps failing, the subscription ends and the account moves to the free plan. Nothing is deleted, but you cannot add people beyond the free allowance.

Cancelling and refunds

• You can cancel at any time from the billing screen. There is no contract and no exit fee.
• A cancelled plan runs to the end of the period you have paid for, then the account moves to the free plan.
• Cancelling during a trial means nothing is charged.
• Fees are not refunded for part of a period, except where the Australian Consumer Law requires it.

Your data

• The rosters, hours, records and other information you put into Roster Flow remain yours.
• You let us store, copy, process and display that information only as needed to provide the service, give support, keep it secure, and meet the law.
• You can export your reports as CSV files at any time.
• You can ask for your account to be removed. Removal deletes its rosters, timesheets and records, and cannot be undone, so export what you need first.
• We may keep information where the law requires us to.

Payroll connections

• An owner can connect the business’s own payroll account, and disconnect it at any time.
• Your use of those systems is governed by your agreement with their providers, not by these terms.
• We send only approved hours. We are not responsible for those systems being available, or for what happens to hours once they have been received there.

Support

• Support is by email, on every plan, including the free one.
• To help with a problem, our support team can open your account read only, for up to 30 minutes at a time, with a reason recorded. A banner shows in the app while it is open, and each visit appears in your audit trail.

Availability and changes to the service

• We work to keep Roster Flow available, but cannot promise it will always be uninterrupted or free of errors.
• Planned maintenance is scheduled to cause as little disruption as possible.
• We will tell you if something goes wrong that affects your records.
• We will give account owners at least 30 days’ notice by email before removing a feature a paid plan relies on.

Intellectual property

• We own Roster Flow, including its software, website, design and name.
• While your account is open, you have a non exclusive, non transferable right to use the service for your business under these terms.
• The templates and tools on our website are free to use and adapt for your own business.
• If you send us feedback or suggestions, we may use them without any obligation to you.

Confidentiality

Each of us will keep the other’s non public information confidential, and use it only for the purposes of these terms, except where it must be disclosed by law.

Australian Consumer Law

Nothing in these terms excludes, restricts or changes any right or guarantee you have under the Australian Consumer Law that cannot lawfully be excluded. Where our liability for failing to meet such a guarantee can be limited, it is limited to supplying the service again, or paying the cost of having it supplied again.

Limits on liability

To the extent the law allows:

• we are not liable for indirect or consequential loss, or for loss of profit, revenue or goodwill;
• we are not liable for loss caused by information you entered, such as pay rates, or by decisions you make, or by a payroll system after hours are sent to it;
• our total liability to you in any year is limited to the fees you paid us in the 12 months before the claim arose, or 100 Australian dollars if you are on the free plan.

Your indemnity

You agree to cover us for claims made against us by your staff or anyone else, and for our reasonable costs, that arise from your breach of these terms or of the law in how you use Roster Flow, except to the extent we caused them.

Suspension and ending

• You can stop using Roster Flow and cancel at any time.
• We may suspend an account that is being used unlawfully, to harm others, or in a way that puts the service or other businesses at risk. We will tell you why.
• We may end these terms if you seriously breach them and do not fix the breach within 14 days of us telling you.
• If we stop providing Roster Flow altogether, we will give account owners at least 60 days’ notice and time to export their information.
• Anything in these terms that by its nature should continue after they end, such as the limits on liability, continues.

Changes to these terms

We may update these terms. For a change that matters, we will tell account owners by email at least 30 days before it takes effect. If you do not agree with it, you can cancel before then. Continuing to use Roster Flow after that means you accept it.

Governing law

These terms are governed by the laws of the Australian state or territory named here, and both of us accept the jurisdiction of its courts.

To be confirmed. The state or territory whose laws govern these terms.

General

• These terms, the privacy policy, and any written price agreement for more than 250 people are the whole agreement between us.
• If part of these terms cannot be enforced, the rest still applies.
• Not enforcing a right straight away does not mean giving it up.
• You may not transfer your account to someone else without our agreement. We may transfer these terms if Roster Flow’s business is sold or merged.
• We send notices by email to the account owner. You can send notices to hello@rosterflow.com.au.

Contact

Questions about these terms go to hello@rosterflow.com.au, or through the contact page.