Terms and Conditions

1. Introduction

StaffSync Portal is a cloud-based Software-as-a-Service (SaaS) workforce management platform. The platform is designed to assist businesses and employers in managing employee profiles, rota scheduling, shift assignments, attendance tracking (clocking in/out), leave or holiday requests, and related workplace records. These Terms and Conditions govern your access to and use of our website, platform, and associated services.

2. Operator Details

StaffSync Portal is operated by the site owner as a sole trader. For any inquiries, legal requests, or support requirements, please contact us via email at support@staffsyncportal.com.

3. Definitions

• "StaffSync", "we", "us", "our": Refers to StaffSync Portal and its operator.
• "Customer", "Client", "Business User": Refers to the registered employer, company, or entity creating a workspace and subscribing to our services.
• "Employee User": Refers to an individual worker invited by a Customer to use the platform's self-service portals.
• "Platform": Refers to the StaffSync Portal software application, website, and dashboard systems.
• "Subscription": Refers to the Customer's active pricing plan (Free or Plus) governing service limits.
• "Content" / "User Data": Refers to workforce directories, rotas, logs, and information uploaded by the Customer or Employee Users.
• "Services": Refers to the collective scheduling, attendance, and leave management features offered via the platform.

4. Eligibility and Business Use

StaffSync is primarily intended for business, trade, and commercial workforce administration. By registering an account on behalf of a business, you represent and warrant that you have the lawful authority to bind that business entity to these Terms. You must provide complete, accurate, and current registration information.

5. Accounts and Security

Users are entirely responsible for maintaining the confidentiality of their login credentials (emails and passwords). You agree to immediately notify us of any unauthorized access. We reserve the right to suspend or terminate accounts in the event of credentials misuse, security breaches, non-payment, or violation of these Terms. Customer administrators are solely responsible for creating, configuring, and disabling login access for their respective Employee Users.

6. Subscriptions, Plans, Billing, and Stripe

We offer a Free tier and a paid Plus tier. The Plus tier is priced at £49.99/month (unless specified otherwise on the checkout or in-app billing interfaces). Payment processing is securely handled by our third-party provider, Stripe. We do not store or process payment card numbers on our servers.

All paid plans recur monthly. Failed billing attempts or manual cancellations will result in subscription downgrade or suspension of paid capabilities. All prices are subject to applicable taxes (such as VAT) as displayed on the Stripe checkout panel. We reserve the right to modify subscription pricing or withdraw promotional trials upon reasonable notice.

7. Free Tier Limitations

Our Free plan is subject to strict limitations (including, but not limited to, caps on the number of active employee profiles, shift cards, and monthly attendance logs). We reserve the right to restrict, modify, or withdraw Free tier features at any time to preserve database stability and resource allocation.

8. Customer Responsibilities

Customers are solely responsible for the workforce and employee data they enter into the platform. You must ensure you have lawful data-protection grounds (e.g. consent, contract performance, or legitimate interest) under UK GDPR before uploading employee records. Customers must comply with all employment, payroll, tax, workplace safety, and holiday allowance laws. StaffSync Portal is an administrative management tool and does not provide legal, HR, tax, or professional payroll advice.

9. Employee Users

Employee Users may access self-service features only after receiving a direct invitation link from their Employer. The Employer Client Admin retains total control over the activation, permissions, rota access, and deactivation of Employee User accounts.

10. Acceptable Use

You agree not to use the Platform for any unlawful purposes. You must not attempt unauthorized access, perform security/vulnerability testing without our prior written consent, distribute malicious code, scrape system data, send spam, or interfere with database transactions.

11. Service Availability

While we strive to maintain high system availability, we do not warrant that the Platform will be uninterrupted or error-free. Access may be temporarily restricted for system updates, maintenance, third-party infrastructure failures, or force majeure events.

12. Third-Party Providers

The Platform utilizes reputable third-party cloud infrastructure and service providers to operate (including Vercel for web application hosting, Neon for PostgreSQL database services, Stripe for billing, and Resend for transactional email delivery). You acknowledge that your use of the Platform is also subject to the baseline operational availability of these third parties.

13. Intellectual Property

The StaffSync software, design layout, branding, logos, code, documentation, and user interfaces are protected by copyright, trademarks, and intellectual property rights belonging strictly to us. You receive a limited, non-exclusive, revocable, non-transferable license to access the Platform. You must not copy, modify, distribute, reverse engineer, or build competing products based on our proprietary software.

14. Customer Data

As between the parties, the Customer retains all ownership rights to the business and employee files uploaded to the platform. By entering data, you grant us a license to process, store, and transmit this data solely to provide, secure, support, and improve the Services.

15. Confidentiality

Each party agrees to safeguard and protect the proprietary and confidential information of the other party (including workspace settings and internal employee records). Confidential information must not be disclosed to any third party except as required by law or to provide the Services.

16. Data Protection

We process personal data in accordance with our Privacy Policy. For employee records entered by Customers, the Customer acts as the Data Controller under UK data protection law, and we act as the Data Processor, processing information strictly on your instructions.

17. Disclaimers

The Platform is provided on an "as is" and "as available" basis without warranties of any kind, whether express or implied. We do not guarantee that the software will prevent organizational errors, ensure employment law compliance, or deliver specific business outcomes.

18. Limitation of Liability

To the maximum extent permitted by UK law, we shall not be liable for any indirect, incidental, special, or consequential losses, loss of profits, loss of data, loss of business opportunity, or payroll errors.

Our maximum aggregate liability for any claim arising out of these Terms or the use of the Platform is strictly capped at the total fees paid by the Customer in the twelve (12) months preceding the claim, or £100 for Free tier users. Nothing in these Terms shall limit or exclude liability for fraud, gross negligence, death, or personal injury caused by negligence.

19. Suspension and Termination

We reserve the right to suspend or terminate access to the Platform for any breaches of these Terms, non-payment, or security risks. Customers may cancel their active Plus subscription at any time via the Stripe Billing Portal in their settings.

20. Changes to Terms

We reserve the right to update these Terms from time to time. The date of the latest update will always be displayed at the top of this page. Continued use of the platform after updates constitute acceptance of the revised Terms.

21. Governing Law and Jurisdiction

These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

22. Contact Us

If you have any questions or require clarification regarding these Terms, please contact us at support@staffsyncportal.com.