Terms of Service

1. Agreement

These Terms of Service ("Terms") govern access to and use of the EasyRoster workforce scheduling platform ("Service") provided by EasyRoster ("we", "us", or "our"). By creating an account or using the Service, you ("Customer", "you") agree to be bound by these Terms.

These Terms constitute a binding agreement between you and EasyRoster. If you are using the Service on behalf of a business or organisation, you represent and warrant that you have authority to bind that entity to these Terms.

Key Definitions

• "Customer" — the business or individual who subscribes to and is responsible for the EasyRoster account.
• "Owner" — the primary company owner who controls billing, company settings, and company-level management permissions.
• "Admin" — an authorised manager promoted by the Owner to help operate one or more companies in the Service.
• "Employee User" — a staff member invited by the Customer to access the Service to view schedules, submit requests, and manage other functions that the Customer has enabled for that user.
• "Customer Data" — all data entered into the Service by the Customer or their Employee Users, including employee details, schedules, and requests.
• "Subscription Plan" — the plan tier selected by the Customer (Free, Starter, Growth, or Enterprise). The Free plan is permanently available at no cost, subject to the staff seat limits described in Section 5. Paid plans (Starter, Growth, Enterprise) unlock higher seat limits and additional features.
• "Beta Period" — the period during which EasyRoster is offered as a beta service. During the Beta Period, features may change without notice and Free plan users may receive a complimentary upgrade to the Starter plan tier. The Beta Period and any associated benefits end when EasyRoster announces general availability. See Section 5 for details.

2. Account Registration

• You must be at least 18 years of age to create an account.
• You must be a business entity or an individual acting on behalf of a legitimate business.
• You must provide accurate, current, and complete information at registration and keep it up to date.
• You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
• New accounts are created for immediate use. We may still suspend, restrict, or refuse service where reasonably necessary to protect the Service, comply with law, or respond to abuse, fraud, or non-payment.

3. License Grant

Subject to these Terms and payment of applicable fees, EasyRoster grants you a non-exclusive, non-transferable, revocable licence to access and use the Service during your Subscription Period, solely for your internal business purposes.

The number of companies and employee seats you may manage in the Service is limited by your Subscription Plan. In the current release, company ownership is limited per Customer account, while employee seats are measured per company. Employee seats currently include ADMIN and STAFF memberships and exclude the company OWNER. The Service is provided as software as a service — no software is licensed, transferred, or installed.

4. Subscription & Billing

• Paid subscriptions are billed on a monthly basis. Payments are processed by Stripe, our third-party payment processor. Current plan pricing is set out above and on our pricing page. EasyRoster does not store, process, or have access to your credit card number or CVV. Payment card details are handled exclusively by Stripe under PCI-DSS compliance. EasyRoster receives only confirmation of payment success or failure, a billing reference ID, and the cardholder name and email address associated with the subscription.
• Auto-renewal: Subscriptions automatically renew at the end of each monthly billing period unless cancelled before the renewal date. You will be charged the applicable fee for the next billing period on the renewal date.
• Cancellation:You may cancel your subscription at any time from the Plan & Billing page. Cancellation takes effect at the end of the current billing period — you retain access until then. Cancelling a paid subscription returns your account to the Free plan limits. No partial-period refunds are provided unless required by applicable consumer law.
• Refunds: If you cancel within 14 days of your first paid charge and have not actively used Starter or Growth features during that period, you may request a full refund by emailing innoweb.it@gmail.com. After 14 days, fees paid are non-refundable for the current billing period, except as required by applicable consumer law (including the Consumer Guarantees Act 1993 (NZ) and the Australian Consumer Law). Nothing in this clause limits any statutory right to a remedy you may have under those laws.
• Price changes will be notified by email at least 30 days in advance. If you do not accept a price change, you may cancel your subscription before it takes effect.
• If a payment fails, we will notify you and provide a reasonable period to update your payment method. Roster write features (creating and editing shifts, employees, and requests) may be restricted until payment is resolved. Repeated failed payments may result in suspension.
• All prices are in New Zealand Dollars (NZD) unless otherwise stated, and exclude GST where applicable.
• Fees paid are non-refundable for the current billing period, except as required by applicable consumer law (including the Consumer Guarantees Act 1993 (NZ) and the Australian Consumer Law).

5. Free Plan & Beta Period

Free Plan

EasyRoster offers a permanently free plan at no charge, subject to staff seat limits (currently 5 active staff / 8 registered staff). The Free plan provides access to core scheduling features. No credit card is required to use the Free plan.

We reserve the right to modify Free plan features or seat limits with at least 30 days' notice. If Free plan limits change in a way that reduces your current access, we will notify you in advance.

WHILE USING THE FREE PLAN, THE SERVICE IS PROVIDED WITHOUT ANY PAYMENT OBLIGATION. TO THE MAXIMUM EXTENT PERMITTED BY LAW, EASYROSTER'S LIABILITY IN RESPECT OF FREE PLAN USE IS LIMITED TO NZD $0 WHERE NO FEES HAVE BEEN PAID.

Beta Period

EasyRoster is currently offered as a beta service. During the Beta Period:

• Free plan users may receive a complimentary upgrade to the Starter plan tier at no cost for the duration of the Beta Period, as a beta participant benefit. This upgrade is discretionary and may be modified or withdrawn at any time.
• Beta participants who sign up before the end of the Beta Period may receive a 7-day grace period on their first paid billing cycle when they upgrade to a paid plan after beta ends.
• Features, pricing, and plan limits may change during the Beta Period. We will notify you of material changes with at least 30 days' notice.
• The Beta Period ends when EasyRoster announces general availability. We will notify all users of the beta end date at least 30 days in advance. After the Beta Period ends: Free plan users remain on the Free plan with the same seat limits; any complimentary Starter upgrade expires; and paid billing commences for accounts on paid plans according to their selected plan.

6. Customer Obligations

You agree to:

• Ensure the accuracy and legality of all data you enter into EasyRoster, including employee information, schedules, and wage rates.
• Obtain all necessary consents and permissions from your employees before entering their personal data into the Service, in accordance with applicable privacy laws.
• Maintain the security of your account credentials and promptly notify us of any unauthorised access at innoweb.it@gmail.com.
• Not resell, sublicense, or provide access to the Service to third parties outside your organisation.
• Comply with all applicable laws in your use of the Service.
• Review all roster outputs, hour calculations, and any figures generated by the Service for each pay period before use. It is the Customer's sole responsibility to verify that all outputs are accurate and comply with applicable employment law prior to acting on them.

7. Acceptable Use

You must not use EasyRoster to:

• Upload, store, or transmit any unlawful, harmful, or offensive content.
• Attempt to reverse-engineer, decompile, or extract source code from the platform.
• Attempt to gain unauthorised access to other accounts, systems, or networks.
• Scrape, crawl, or systematically extract data from the platform.
• Interfere with or disrupt the Service or its infrastructure.
• Store or process sensitive personal information beyond what is necessary for scheduling (e.g., government ID numbers, medical information, financial account details).
• Violate any applicable laws or regulations.

We reserve the right to suspend or terminate accounts that violate this Acceptable Use Policy.

8. Data Ownership & Processing

You own your Customer Data. EasyRoster does not claim any ownership rights over the data you enter into the Service.

You grant EasyRoster a limited licence to store, process, and use Customer Data solely to provide the Service to you. EasyRoster will not access, use, or disclose Customer Data except as necessary to operate and support the Service, or as required by law.

For the purposes of privacy law, you are the Data Controllerfor your employees' personal information, and EasyRoster acts as the Data Processor. Our data handling practices are described in our Privacy Policy.

9. Intellectual Property

EasyRoster retains all intellectual property rights in the platform, including its software, design, user interface, documentation, and branding. Nothing in these Terms transfers any IP rights to you.

If you provide feedback, suggestions, or ideas about the Service, you grant EasyRoster a perpetual, royalty-free licence to use that feedback for any purpose without obligation to you.

10. Confidentiality

Each party agrees to keep the other's confidential information confidential and to use it only as permitted under these Terms. EasyRoster will not disclose your Customer Data to third parties except as set out in these Terms and our Privacy Policy. You agree to keep any proprietary information about EasyRoster's platform or business that is disclosed to you in confidence.

These obligations do not apply to information that is publicly available, independently developed, or required to be disclosed by law.

11. Service Availability & Backups

We aim to provide reliable access to EasyRoster and will make reasonable efforts to maintain platform availability. However, we do not guarantee uninterrupted, timely, secure, or error-free access. Scheduled maintenance will be communicated in advance where practical.

EasyRoster is not liable for downtime caused by third-party infrastructure (including Vercel, Neon, or internet service providers), force majeure events, or factors outside our reasonable control.

12. Limitation of Liability

To the maximum extent permitted by applicable law:

Consumer Law Carve-Out: Nothing in these Terms excludes, restricts, or modifies any right or remedy, or any guarantee, warranty, or other term or condition implied or imposed by applicable consumer protection law that cannot lawfully be excluded or limited, including: in New Zealand, the Consumer Guarantees Act 1993 and Fair Trading Act 1986; in Australia, the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010 (Cth)). To the extent EasyRoster's liability for any breach of a statutory guarantee cannot be excluded, such liability is limited, at EasyRoster's option, to re-supplying the Service or paying the reasonable cost of re-supply.

13. Warranties & Disclaimers

EasyRoster warrants that:

• The Service will substantially perform as described in our documentation.
• We have the right to provide the Service to you.
• We will maintain reasonable security measures to protect your data.

EasyRoster disclaims all other warranties to the extent permitted by law, including:

• Warranties of merchantability or fitness for a particular purpose.
• That the Service will be error-free, uninterrupted, or meet all your requirements.

14. Indemnification

You agree to indemnify and hold EasyRoster harmless from any claims, losses, damages, liabilities, costs, and expenses (including reasonable legal fees) arising from:

• Your misuse of the Service or violation of these Terms.
• Your violation of any applicable law, regulation, or award obligation.
• Customer Data that infringes the rights (including intellectual property or privacy rights) of any third party.
• Claims by your employees arising from incorrect or unauthorised use of their data in the platform, including claims under privacy or data protection law.
• Any error or omission in the rostering, scheduling, or recording of your employees' hours, including any resulting underpayment, overpayment, or non-compliance claim.
• Your application or interpretation of any modern award, enterprise agreement, industrial instrument, or employment law obligation using outputs from the Service.
• Any failure to independently verify or review roster outputs, hour calculations, or other figures generated by the Service before acting on them.
• Any other matter for which the Customer is responsible under these Terms or applicable law.

EasyRoster will indemnify you against claims by third parties that the Service, as provided by EasyRoster and used in accordance with these Terms, infringes the intellectual property rights of that third party.

15. Term & Termination

These Terms remain in effect for the duration of your subscription.

• Cancellation during trial: You may cancel at any time during the free trial period at no cost. Cancellation takes effect immediately during the trial — no charge will be incurred.
• Termination for convenience: Either party may terminate a paid subscription by cancelling before the next billing renewal date. Access continues until the end of the current paid billing period.
• Termination for cause: Either party may terminate immediately if the other party materially breaches these Terms and fails to remedy the breach within 14 days of written notice. We may also terminate immediately for repeated Acceptable Use Policy violations or insolvency.
• Effect of termination: Upon termination, your access to the Service ceases. You should export your Customer Data before cancellation. We will not provide refunds for any prepaid, unused portion of your subscription unless we terminate for our own breach.

16. Data Export & Deletion

Following termination or cancellation, we recommend exporting your Customer Data before your access ends. Data deletion is not always immediate because some records must be retained for operational, legal, tax, audit, dispute, or employment-law reasons.

Account-only deleted records may be retained for up to 12 months. Employment-related records may be retained for up to 7 years or longer if required by law, audit, dispute, or legal hold. Where deletion is permitted, we may delete or anonymise data in stages rather than immediately.

Reminder: As the employer, you are responsible for retaining employment records for 7 years under the Fair Work Act 2009 (s. 535). Please ensure you export your data before account deletion.

17. Changes to Terms

We may update these Terms from time to time. For material changes (including pricing or feature limitations), we will provide at least 30 days notice by email or in-app notification before the changes take effect.

If you do not accept material changes, you may cancel your subscription before the changes take effect without penalty. Continued use of the Service after the effective date of changes constitutes your acceptance of the updated Terms.

18. Aggregated Data

Notwithstanding anything to the contrary in these Terms, EasyRoster may collect, use, process, and disclose data derived from your use of the Service in an anonymised, de-identified, and aggregated form ("Aggregated Data") for any lawful purpose, including to improve the Service, develop new features, produce benchmarks, generate statistical reports, and for marketing purposes.

Aggregated Data does not identify the Customer, any individual employee, or any other person. EasyRoster retains all intellectual property rights in Aggregated Data.

19. Governing Law

These Terms are governed by the laws of New Zealand. The parties submit to the non-exclusive jurisdiction of the courts of New Zealand. EasyRoster is operated by Innoweb Limited, a company registered in New Zealand.

Australian customers retain the right to bring claims in Australian courts. We waive any objection to the jurisdiction of Australian courts for claims brought by Australian customers under the Australian Consumer Law or the Privacy Act 1988 (Cth).

We encourage parties to attempt good-faith resolution of any dispute before commencing legal proceedings. There is no mandatory arbitration clause — you retain the right to pursue claims in court.

20. General

• Entire Agreement: These Terms, together with the Privacy Policy, constitute the entire agreement between the parties regarding the Service and supersede all prior agreements.
• Severability: If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will continue in full force and effect.
• Waiver: Failure to enforce any provision of these Terms does not constitute a waiver of that right.
• Assignment: You may not assign these Terms without our prior written consent. EasyRoster may assign these Terms in connection with a merger, acquisition, or sale of assets.
• Force Majeure: Neither party is liable for delays or failures caused by events beyond their reasonable control, including natural disasters, war, government actions, or third-party infrastructure outages.
• Notices: Notices under these Terms may be sent by email to innoweb.it@gmail.com (to us) or to the email address on your account (to you). Email notices are effective when sent.
• Independent Contractors: EasyRoster and the Customer are independent contractors. These Terms do not create any partnership, agency, or employment relationship.
• Limitation of Claims: Any claim or cause of action arising out of or related to your use of the Service or these Terms must be brought within one (1) year after the claim or cause of action arises, to the maximum extent permitted by applicable law. Claims not brought within this period are permanently barred.