Terms and Conditions of Service

1. Introduction & Acceptance

Welcome to StaffSync Portal. These Terms and Conditions of Service ("Terms") constitute a legally binding agreement between the entity or person registering an account ("Customer", "Client", "you", or "your") and StaffSync Portal ("StaffSync", "we", "us", or "our").

These Terms govern your access to and use of the StaffSync Software-as-a-Service (SaaS) workforce management platform, marketing website (www.staffsyncportal.com), Client Admin Dashboards, and Employee Self-Service Portals. By creating an account, inviting users, or accessing the platform, you agree to be bound by these Terms.

2. Operator Details & Notices

StaffSync Portal is operated in the United Kingdom. For legal notices, contract enquiries, or customer support, please contact:

3. Definitions

• "Client User": An individual authorized by the Customer to access the Client Admin Dashboard with administrator, manager, or viewer permissions.
• "Customer Data": All electronic workforce records, employee profiles, rota schedules, attendance timestamps, pay rates, notes, and documents uploaded or entered into a workspace by or on behalf of the Customer.
• "Employee User": An individual worker invited by a Customer to use the Employee Self-Service Portal.
• "Platform": The StaffSync Portal software, hosted cloud applications, API endpoints, and user interfaces.
• "Subscription Plan": The service tier selected by the Customer (including Free, Starter, Plus, Care/Growth, or Enterprise tiers), governing feature access, capacity, and usage allowances.
• "Work Location": A physical work premises configured by the Customer with geographic coordinates and an allowed radius for attendance verification.

4. Commercial Eligibility & Authority

StaffSync is intended for commercial, business, and employer workforce administration. If you register or use StaffSync on behalf of a company, partnership, or other legal entity, you represent and warrant that you have full legal authority to bind that entity to these Terms. You agree to provide accurate, current, and complete registration information.

5. User Accounts & Workspace Security

You are responsible for maintaining the confidentiality of all login credentials associated with your workspace. Passwords must meet complexity requirements and are stored securely using cryptographic hashing (bcrypt). Customer administrators are solely responsible for creating, configuring, assigning permissions to, and revoking access for their respective Client Users and Employee Users.

You agree to notify us immediately at support@staffsyncportal.com if you suspect any unauthorized access to your workspace.

6. Subscription Plans, Billing & Stripe

StaffSync offers multiple Subscription Plans (including Free, Starter, Plus, Care/Growth, and custom Enterprise plans). Current plan features, capacity allowances, and pricing details are published on our Pricing Page and presented during workspace checkout.

• Payment Processing: Online payment processing and recurring subscription management are securely handled by our third-party provider, Stripe. StaffSync does not store payment card numbers on its servers.
• Recurring Billing: Paid subscriptions recur on a monthly billing cycle and are billed in advance. All prices are exclusive of applicable taxes (such as VAT) unless stated otherwise.
• Cancellation: Customers may cancel their active paid subscription at any time via the Stripe Customer Portal accessible in workspace billing settings. Cancellation takes effect at the conclusion of the current prepaid billing period.
• Failed Payments: If a subscription payment fails, Stripe will retry according to standard billing schedules. Unresolved payment failures will result in subscription downgrade or suspension of paid tier capabilities.

7. Free Tier Limits & Service Caps

Our Free tier is subject to defined platform limits (such as caps on active employee profiles, shift schedules, and monthly entries) designed to preserve platform stability and infrastructure resources. We reserve the right to modify Free tier limits upon reasonable advance notice.

8. Customer Data Responsibilities & UK GDPR Compliance

As between the parties, the Customer acts as the Data Controller under the UK GDPR and Data Protection Act 2018 for all personal data regarding employees and workers entered into the platform. StaffSync acts as a Data Processor processing Customer Data solely on the instructions of the Customer and in accordance with our Privacy Policy and applicable data processing terms.

The Customer warrants and agrees that:

• It has established an appropriate lawful basis under UK GDPR Article 6 for processing workforce data;
• Where sickness or health-related absence information is recorded, it has identified a valid Article 9 condition (such as employment law obligations);
• It has provided adequate privacy notices to its employees explaining how their data, rotas, and attendance verification are handled;
• It is responsible for handling Data Subject Access Requests (SARs), rectification, and deletion requests relating to employer-controlled records.

9. Gross Payroll Preparation Boundary & Disclaimers

10. Work Locations & Location Verification

StaffSync includes an optional location-verified attendance feature. When enabled by the Customer:

• Location is requested solely upon an explicit user clock-in or clock-out action;
• No continuous, background, or live GPS tracking is performed;
• Location verification generates an informational review signal comparing distance to the employer's configured radius;
• Fail-safe execution applies: Clocking is never blocked due to location denial, timeout, or outside-radius results;
• StaffSync makes no automated disciplinary decisions or automated wage penalties. The Customer remains solely responsible for all employment policies, review determinations, and staff management decisions.

11. AI Rota Assistant & Advisory Boundary

Where artificial intelligence features (such as the AI Rota Assistant) are enabled in a workspace, suggestions and generated schedules are provided strictly on an advisory, draft basis. AI output must be reviewed, edited, and approved by a human manager before rotas are published or operational decisions are taken. StaffSync is not liable for operational scheduling conflicts resulting from unreviewed AI suggestions.

12. Acceptable Use Policy

You agree not to use the Platform for any unlawful, fraudulent, or harmful purposes. Specifically, you must not:

• Attempt to gain unauthorized access to other Customer workspaces, accounts, or database infrastructure;
• Perform automated vulnerability scanning, load testing, or penetration testing without prior written consent;
• Upload malicious code, viruses, or harmful scripts;
• Scrape, harvest, or extract data from the Platform using automated bots;
• Reverse engineer, decompile, or disassemble the Platform source code;
• Use the Platform to harass, unlawfully surveil, or infringe upon the statutory employment rights of workers.

13. Service Availability & Maintenance

We strive to maintain high availability and reliability for the Platform. However, we do not warrant that service will be uninterrupted, continuous, or completely error-free. Access may be temporarily suspended or restricted for scheduled maintenance, urgent security patching, or due to third-party infrastructure outages.

14. Intellectual Property Rights

The StaffSync software, user interface design, logos, documentation, and database architecture are the proprietary property of StaffSync and its licensors, protected by copyright and intellectual property laws. We grant the Customer a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform during the active subscription term.

The Customer retains all right, title, and ownership in and to all Customer Data uploaded to the Platform.

15. Disclaimers & Warranties

To the maximum extent permitted by applicable law, the Platform and Services are provided on an "as is" and "as available" basis without warranties of any kind, whether express, implied, statutory, or otherwise. We make no warranty that the Platform will meet all Customer operational requirements, achieve specific business outcomes, or guarantee complete employment law compliance.

16. Limitation of Liability

To the fullest extent permitted by English law:

• Neither party shall be liable to the other for any indirect, incidental, special, consequential, or punitive damages, loss of profits, loss of revenue, loss of business opportunity, loss of goodwill, or loss or corruption of data.
• StaffSync's total aggregate liability arising out of or in connection with these Terms or the Platform (whether in contract, tort including negligence, breach of statutory duty, or otherwise) shall be strictly capped at the total subscription fees paid by the Customer to StaffSync in the twelve (12) months immediately preceding the event giving rise to liability, or £100 for users on the Free tier.
• Nothing in these Terms shall limit or exclude liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any other liability that cannot be lawfully limited or excluded under English law.

17. Suspension & Termination

We may suspend or terminate your access to the Platform immediately if you materially breach these Terms, engage in fraudulent activity, fail to pay subscription fees, or if your continued use poses a security risk to the Platform.

Upon termination, the Customer's right to access the workspace ceases. Customers are encouraged to export their employee, rota, and timesheet reports prior to initiating workspace termination.

18. Changes to Terms

We reserve the right to modify these Terms from time to time. The date of the most recent revision will always be displayed at the top of this page. Continued access to or use of the Platform following any modifications constitutes acceptance of the revised Terms.

19. Governing Law & Jurisdiction

These Terms and Conditions, and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims), shall be governed by and construed in accordance with the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.

20. Contact Information

If you have any questions or require clarification regarding these Terms, please contact our support team at support@staffsyncportal.com or via our Contact Page.