Terms of use

About these terms

WeRoster ("WeRoster", "we", "us" or "our") is operated by JCK XYZ LTD, a company registered in the United Kingdom. These terms are an agreement between us and the business that uses WeRoster ("you" or "your").

By creating an account, subscribing, or using the WeRoster website or app, you agree to these terms and to our privacy policy. If you are accepting them for a business, you confirm that you are at least 18 and have authority to bind that business. If you do not agree, please do not use WeRoster.

The service

WeRoster is an online tool for building staff rosters and managing the work around them: staff availability, leave requests, public holidays, clock in and out, timesheets, wage cost estimates, notifications and exports. It is supplied to businesses for business purposes.

There are three kinds of user:

• Owners sign up, create stores, and are responsible for the subscription and billing.
• Managers are added by an owner to build and publish rosters for the stores they manage.
• Employees are added to a store to view their shifts and submit availability and leave requests.

Managers and employees use WeRoster as part of the owner's account. The owner is responsible for who they add and for how their team uses the service.

Your account

• Give us accurate details and keep them up to date, including a working email address.
• Keep your password and PIN private. You are responsible for activity under your account and your team's accounts.
• Tell us straight away at [email protected] if you think someone has accessed your account without permission.

Free trial

New owners get a free trial of at least 14 days. You don't need to give us card details to start, and we won't charge you during the trial. Your trial doesn't turn into a paid subscription by itself: to keep using WeRoster after it ends, choose a plan and add a card on your subscription page.

If your trial ends without a subscription, you can still sign in and your data stays in place, but owners can't manage their stores and rosters can't be published or sent to staff until you subscribe. We may extend a trial at our discretion.

Plans and pricing

Your plan depends on the number of staff across your active stores. Every plan includes every feature. Prices are in New Zealand dollars (NZD).

Plan	Staff	Monthly	Annual
Mini	Up to 10 staff	$15 a month	$165 a year
Basic	11 to 25 staff	$25 a month	$275 a year
Standard	26 to 50 staff	$39 a month	$429 a year
Pro	51 to 65 staff	$65 a month	$715 a year

Annual billing costs the same as 11 months of monthly billing. Teams of more than 65 staff should contact us to arrange pricing. The current prices are always on our pricing page.

How we count staff. Your staff count is the number of different managers and employees in all of your stores that are not archived. Someone who works at more than one of your stores is counted once. Archived stores, and staff you have removed, are not counted.

Billing and renewal

• Payments are taken by card through our payment provider, Stripe. We don't store your full card details.
• You pay at the start of each billing period, monthly or yearly depending on the billing you choose. Your subscription renews automatically at the end of each period, and you authorise us to charge your card on file until you cancel.
• Invoices are available to download from your subscription page.
• You can update your card at any time from your subscription page.

When your team changes size

We check staff counts regularly. If your team grows or shrinks past a plan's limit, we automatically move you to the plan that fits, keep your monthly or annual billing, and email you to let you know. The difference is prorated: Stripe works out a credit or extra charge for the rest of your current billing period, which normally appears on your next invoice. You can also change between monthly and annual billing yourself.

If your team grows beyond 65 staff, we will contact you about pricing for your team size.

Price changes

We may change our prices. We will give you at least 30 days' notice by email before a new price applies to your subscription, and it will take effect from your next renewal after that notice. If you don't want to continue at the new price, you can cancel before it applies.

Failed payments

If a payment fails, Stripe may try the card again over the following days and we may email you to update your card. While a payment is overdue, your account is treated as not subscribed: owners can't manage their stores and rosters can't be published or sent to staff. If payment still isn't made, we may cancel your subscription.

Cancelling

Owners can cancel at any time from the subscription page. Cancellation takes effect at the end of your current billing period, and you keep full access until then. You can change your mind and resume your subscription at any point before that date.

After your subscription ends, your account works the same way as an expired trial: you can sign in, but owners can't manage their stores and rosters can't be published until you subscribe again.

Refunds

Payments are not refundable, including for part of a billing period, unused time on an annual plan, or a period in which you didn't use WeRoster. This doesn't affect any right to a refund you have under law that can't be excluded. If you think you have been charged in error, email [email protected] and we will look into it.

Referral programme

Owners can share a referral link from inside WeRoster. If a new business signs up through your link, a 10% discount is applied when they start their first paid subscription. When they make their first payment, you earn 10% off one invoice of your own subscription. It is added to your subscription automatically and comes off your next invoice. If you refer several businesses, each reward comes off a separate invoice, one after another. If you don't have an active subscription when you earn a reward, we keep it and apply it once you subscribe. Each referred business earns one reward, and rewards have no cash value.

Referrals must be genuine new businesses. We may refuse or remove a referral discount that was obtained by misuse, and we may change or end the referral programme at any time without affecting discounts already applied.

Stores, transfers and closing your account

• Archiving. Owners can archive a store they no longer use. Archived stores don't count towards your staff count and can be reactivated later.
• Transfers. Owners can transfer a store to another person with a WeRoster account. That person becomes the store's owner and is responsible for its subscription from then on.
• Closing your account. To close your account and delete your data, cancel your subscription and email [email protected]. Our privacy policy explains what we keep and for how long.

Before you close your account, download anything you need to keep, such as roster PDFs and worked hours exports. Once your data is deleted we can't recover it.

Your data and your staff's data

You own the data you and your team put into WeRoster. You give us permission to store and use it only as needed to run, support, secure and improve the service, as described in our privacy policy.

You are responsible for the staff information you add, including making sure you are allowed to share it with us, that it is accurate, and that your staff know how their information is used. You must only add people who work for your business.

Rostering, pay and employment law

WeRoster helps you plan and record work. It doesn't give employment, payroll, tax or legal advice, and it doesn't make decisions for you. You remain responsible for complying with employment law, including rest and meal breaks, minimum wage, holiday and leave entitlements, record keeping and your staff's employment agreements.

• Public holiday labels on the roster are for information only. Check official sources for dates and for what your staff are entitled to.
• Wage cost figures are estimates based on the pay rates and hours you enter. They are not pay calculations.
• Timesheets and clock records reflect what your team enters. Check them before you use them for payroll.

Acceptable use

We give you a limited, non-transferable right to use WeRoster for your business while your account is in good standing. You must not:

• use WeRoster for anything unlawful, or to harass, mislead or harm anyone;
• try to access other customers' data, or parts of the service you aren't permitted to use;
• copy, decompile or reverse engineer the software, or remove copyright or other proprietary notices;
• disrupt or overload the service, probe it for vulnerabilities without our permission, or upload malicious code;
• resell or provide WeRoster to others without our written consent.

If you find a security issue, please report it to [email protected].

Intellectual property

We own WeRoster, including its software, design, content and trade marks. These terms don't give you any rights in them other than the right to use the service. If you send us feedback or ideas, we may use them without any obligation to you.

Third-party services and links

WeRoster relies on third-party providers for things like payments, hosting, email and live updates. Payments are handled by Stripe under its own terms. Our privacy policy lists the providers who process personal information for us.

Our website may link to other websites. We aren't responsible for their content, and a link isn't an endorsement.

Availability and changes to the service

We work hard to keep WeRoster running and your data safe, but we don't guarantee that it will always be available, uninterrupted or error free. We may need to take it offline for maintenance, and we will try to do that at quiet times.

We improve WeRoster regularly and may add, change or remove features. If we remove something you rely on, we will try to give you reasonable notice. Information on our website, including help articles, may sometimes be out of date or contain mistakes.

Disclaimer

Apart from what these terms say, WeRoster is provided "as is" and "as available". To the extent the law allows, we exclude all warranties, conditions and terms implied by law, including about quality, fitness for a particular purpose and non-infringement.

Limitation of liability

To the extent the law allows, we are not liable for any loss of profits, revenue, business, goodwill or data, or for any indirect or consequential loss, arising from your use of WeRoster or from these terms.

Our total liability to you for all claims arising from WeRoster or these terms is limited to the amount you paid us in the 12 months before the event that gave rise to the claim.

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that can't be limited or excluded by law.

Indemnity

You agree to cover our reasonable losses and costs if a third party, including one of your staff, makes a claim against us because of the data you put into WeRoster, how you use it, or your breach of these terms or of employment or privacy law.

Suspension and termination

We may suspend or close your account if you seriously or repeatedly breach these terms, if your use puts the service or other customers at risk, or if payment isn't made. Where it is reasonable, we will warn you first and give you a chance to fix the problem. We may also stop offering WeRoster altogether, in which case we will give you at least 30 days' notice, time to export your data, and a prorated refund of any amount you have paid for time after the service ends.

You can stop using WeRoster at any time by cancelling your subscription. Sections that by their nature should continue after these terms end (such as fees owed, liability, indemnity and governing law) continue to apply.

Changes to these terms

We may update these terms from time to time. We will change the date at the top of this page, and if a change materially affects you we will email the account owner before it takes effect. If you keep using WeRoster after the change takes effect, the updated terms apply. If you don't agree, you can cancel your subscription.

Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have jurisdiction over any dispute about them.

Nothing in these terms takes away rights you have under laws that can't be excluded by agreement, such as the Fair Trading Act 1986 in New Zealand where it applies. Because WeRoster is supplied and acquired for business purposes, if you are in New Zealand you agree that the Consumer Guarantees Act 1993 does not apply, as permitted by section 43(2) of that Act, and that it is fair and reasonable for you to be bound by this.

Contact us

Questions about these terms? Email [email protected] or use our contact form. You can also read our privacy policy.