Terms of Service

1. Acceptance of terms

By creating an account or using the Weekola service ("Service") provided by Weekola("we", "us", or "our"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of a business or organisation, you represent that you have authority to bind that entity to these Terms.

If you do not agree to these Terms, do not use the Service.

2. The service

Weekola is a modular workforce operations platform designed for small businesses. It provides tools including rota scheduling, attendance tracking, timesheet management, shift swap management, and leave management (collectively the "Service").

We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice. We will not be liable to you or any third party for any modification, suspension, or discontinuation of the Service.

3. Accounts & access

You must:

• Be at least 18 years old to create an account.
• Provide accurate and complete registration information.
• Keep your password secure and not share it with others.
• Notify us immediately of any suspected unauthorised access to your account.

You are responsible for all activity that occurs under your account. Organisation owners are responsible for the accounts and conduct of users they invite to their workspace.

4. Billing & subscriptions

Weekola offers a modular subscription model: you choose the modules you want and pay only for those. Prices are displayed in GBP (£) and are exclusive of any applicable taxes. Whatever combination you choose, you have one subscription, one payment method and one monthly invoice.

• Free trial

  Every module includes a 14-day free trial, available once per module. No payment details are required to start one. If you subscribe while aligned trials are still running, you are not charged until they end. Because a subscription has a single billing date, trials with different end times cannot be combined without either charging early or giving extra free time, so we ask you to subscribe as each ends. If you include a module whose trial has ended, billing begins immediately. We tell you this before you confirm, and you can always keep using a module free until its own trial ends and add it afterwards.

• Full Package pricing

  If your subscription includes all four paid modules (Rota, Attendance, Shift Swaps and Timesheets), Full Package pricing applies automatically: £27.00 per month instead of £32.00, a saving of £5.00 per month. There is no separate product to buy, no code to enter, and no minimum term. It is applied to your subscription for as long as it includes all four modules. If you cancel any one of them, the subscription no longer qualifies and the £5.00 saving stops applying from that point.

• Payment

  After the trial period, a valid payment method is required to continue using a module. Payments are processed securely by Stripe. We never see or store your full card details.

• Automatic renewal and reminders

  Paid plans renew monthly using the saved payment method until you stop renewal. Before checkout we show the recurring price, when billing starts, and the next payment date. We send billing managers a reminder before an upcoming renewal, including the expected amount, renewal date and a direct route to pause or change the plan. Trial-ending reminders explain whether a saved card will be charged.

• One billing date

  All of your modules share a single monthly renewal date. If you add a module part-way through a month, it is not charged immediately: it joins your existing subscription, and your next invoice includes a pro-rata amount covering the remainder of the current period alongside your normal monthly charge. You are never billed twice for the same period, and adding a module does not create a second subscription.

• Cancellation

  You may cancel a module or stop renewal for the whole plan at any time from the billing page; this is no harder than signing up and does not require contacting support. Before confirmation we show every affected module and the access-end date. You receive an immediate on-screen acknowledgement and keep access until the end of the paid period, after which no further renewal is charged. Some modules depend on another module to work (Shift Swaps requires Rota; Timesheets requires Attendance), and we show any dependent cancellation before confirmation.

• Pause and restart

  Stopping renewal pauses the plan for free at the end of the period already paid for; organisation and workforce data are retained under the Privacy Policy. Restarting before that date costs nothing and preserves the existing renewal date. Restarting after the paid period has ended starts a fresh monthly period and charges the full displayed monthly amount immediately; the new restart date becomes the renewal date. We show the charge and date before confirmation.

• Refunds

  Cancelling future renewal does not automatically refund a period already supplied and available to use. This does not limit any mandatory cooling-off, unfair-terms, service-quality, chargeback or other statutory rights. If the service was not supplied as promised or a charge was incorrect, contact us for review. Any approved refund is returned to the original payment method; a module refund from a discounted invoice cannot exceed the amount actually paid for that module.

• Price changes

  We will give you at least 30 days' notice of any price increase before it takes effect on your subscription. Changing our published prices does not change what you pay on an existing subscription until that notice period has passed.

5. Acceptable use

You agree not to use the Service to:

• Violate any applicable law or regulation.
• Harass, abuse, or harm any person.
• Transmit any malware, spam, or unlawful content.
• Attempt to gain unauthorised access to any system or account.
• Interfere with or disrupt the integrity or performance of the Service.
• Reverse engineer, decompile, or disassemble any part of the Service.
• Resell or sublicense the Service without written permission from us.

We reserve the right to suspend or terminate accounts that violate these rules without prior notice.

6. Your data

You retain ownership of all data you submit to the Service ("Your Data"). By using the Service, you grant us a limited, non-exclusive licence to store, process, and display Your Data solely to provide the Service to you.

This includes names, workforce records, imported data and logos. You confirm that you have the rights needed to upload them and authorise us to host, back up, transform and display them only as needed to provide, secure and support the Service. CSV/TSV import source files are read in the browser and are not retained; selected imported records are stored.

We will not sell Your Data to third parties or use it for advertising purposes. Please see our Privacy Policy for full details of how we handle your data.

You are responsible for ensuring that data you upload to the Service complies with applicable data protection, employment and intellectual property laws. This includes giving workers an appropriate privacy notice, choosing valid lawful bases and special-category conditions, limiting access, setting retention periods, and completing a data protection impact assessment where high-risk monitoring requires one.

7. Intellectual property

The Service, including all software, designs, text, graphics, logos, and trademarks, is owned by Weekola and is protected by intellectual property laws. These Terms do not grant you any rights to use our intellectual property except as necessary to use the Service.

Any feedback, suggestions, or ideas you submit to us may be used by us without obligation to you.

8. Limitation of liability

The Service is provided "as is" and "as available" without warranties of any kind, express or implied. To the fullest extent permitted by law:

• We do not warrant that the Service will be uninterrupted, error-free, or free from viruses.
• We will not be liable for any indirect, incidental, consequential, or punitive damages arising from your use of the Service.
• Our total aggregate liability for any claim relating to the Service will not exceed the fees you paid in the 12 months preceding the claim.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited by applicable law (including liability for death or personal injury caused by negligence, or for fraud).

9. Termination

You may close your account at any time by contacting us or via your account settings. Upon termination, your right to use the Service ceases immediately.

We may suspend or terminate your account if you breach these Terms, fail to pay subscription fees, or if we are required to do so by law. We will provide reasonable notice where possible.

Upon account closure, we will delete or anonymise your data within 90 days, subject to legal retention requirements outlined in our Privacy Policy.

10. Changes to these terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or via an in-app notice at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

11. Governing law

These Terms are governed by the laws of England and Wales. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales, unless mandatory consumer protection laws in your country of residence provide otherwise.

12. Contact us

If you have questions about these Terms, please contact us: