Terms of service · RotaProof

Last updated 1 October 2026

1. Who we are and who these terms are for

RotaProof is run by Design Plus Media Limited, 75 Spring Hill, Kingswood, Bristol, BS15 1XW, company number 06584138 ("we", "us"). Contact us at hello@rotaproof.co.uk.

These terms are between us and the business that signs up ("you"). RotaProof is for businesses only, not for personal use. Consumer protection law doesn't apply.

By signing up, you confirm that you're allowed to agree to these terms for your business.

2. Your account and team

The first person to sign up is your company's admin. Admins can add and remove people, and change your plan.
Everyone must use their own login. Keep passwords private and use two-step login. RotaProof's own staff always use it.
You're responsible for what people using your company's logins do, and for removing access when someone leaves.
Tell us straight away if you think someone else has got into your account.

3. What RotaProof does and doesn't do

RotaProof helps you keep records: right-to-work checks and documents, worker types, agencies, sites, rotas, clocking in, timesheets, reminders and an inspection pack.

RotaProof doesn't:

check documents or share codes with the Home Office
tell you whether a document is genuine
give legal advice

You remain responsible for carrying out right-to-work checks correctly and for any civil penalty. Home Office guidance is the final word. Read exactly what RotaProof checks.

4. Your data

The records you put into RotaProof belong to you.
You give us permission to store and process them only to provide RotaProof to you, keep it secure and support you.
Our data processing agreement forms part of these terms. It sets out how we handle personal data for you.
You must have a lawful reason to keep the information you add, and you must tell your workers how their information is used. Wording you can give your cleaners.
Don't add health information or other sensitive details that RotaProof doesn't ask for.

How we handle our own customers' information is in our privacy notice.

5. Acceptable use

You must not:

try to access another company's data, or get round security or plan limits
overload, scan or attack the service, except for security testing we've agreed in writing
copy, resell or rebuild RotaProof
upload anything unlawful, harmful or that you don't have the right to upload
use RotaProof for anything unlawful

6. Plans, fees and payment

Plans and prices are on the pricing page. New accounts get a free trial for the length shown there. When it ends, your account becomes read-only until you choose a plan: you can still see, print and download your records. Paid plans are paid by card in advance, monthly or yearly, through our payment provider Stripe.
There's no VAT on our prices because we're not VAT-registered. If that changes, we'll give you at least 30 days' notice before adding VAT.
Paid plans renew automatically at the end of each month or year until you cancel.
Each paid plan includes a number of active workers (anyone who hasn't left). We count active workers every day. Extra workers are charged at the plan's extra-worker rate, and changes part-way through a period are added to your next bill.
If you move to a bigger plan, or switch between monthly and yearly, the change takes effect straight away and the difference for the rest of your period is added to your next bill.
We'll give you at least 30 days' notice of price changes by email. On a yearly plan, a new price applies from your next renewal.
If a payment fails, Stripe tries again over the following days. If it still isn't paid, your account becomes read-only until you choose a plan again. Your records aren't deleted.

7. Availability and support

We use reasonable efforts to keep RotaProof running and to fix problems quickly. We sometimes need to take it offline for maintenance, and try to do this outside working hours. We don't guarantee it will always be available.

Support is by email at hello@rotaproof.co.uk, on UK working days.

8. Suspension and ending

You can cancel a paid plan at any time from Your plan. It carries on until the end of the month or year you've paid for, then your account becomes read-only until you choose a plan again. We don't give refunds for part of a period, unless the law requires it.
We can end the agreement with 30 days' notice. We can suspend or end it straight away if you seriously break these terms, for example by attempting to access other companies' data. Failed payments are handled as described in fees and payment.
Your data: before your account closes, download your inspection pack and any exports you need. We delete your company's data within 30 days of closure, and it leaves our encrypted backups within 30 days after that. Remember you may need to keep right-to-work records for 2 years after someone leaves.

9. Intellectual property

We own RotaProof, including its software, design, text and help articles. You get the right to use it for your business while your account is open. If you send us suggestions, we can use them freely.

10. Confidentiality

We each keep the other's confidential information private and only use it for this agreement. This doesn't apply to information that's already public, or that the law, a court or a regulator requires to be shared.

11. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow to be limited.

Apart from that:

we're not liable for indirect or consequential loss, or for loss of profit, business, contracts or goodwill
we're not liable for fines, civil penalties or other sanctions imposed on you because of your own right-to-work checks or employment practices
our total liability to you is limited to the greater of £100 or the fees you paid us in the 12 months before the claim

12. Changes to these terms

We may update these terms. We'll email your company's admins at least 30 days before an important change takes effect. If you don't agree, you can cancel before then. Small changes, such as clearer wording, take effect when we publish them.

13. General

These terms, the data processing agreement and your plan are the whole agreement between us.
Neither of us can transfer this agreement to someone else without the other's agreement, which won't be unreasonably refused. We can transfer it to a business that takes over RotaProof, and we'll tell you.
Nobody else has any rights under these terms.
If a court decides part of these terms can't be enforced, the rest still applies.
If we don't enforce something straight away, we can still enforce it later.

14. Law and courts

These terms are governed by the law of England and Wales. The courts of England and Wales deal with any dispute.

15. Contact

Design Plus Media Limited, 75 Spring Hill, Kingswood, Bristol, BS15 1XW. Email hello@rotaproof.co.uk.