Terms of service

1. Who this agreement is between

These terms are between Mathies Ltd t/as TimeHR (“we”, “us”) and the organisation that creates a Time Off account (“you”, “your organisation”). The person who signs up accepts these terms on the organisation’s behalf and confirms they are allowed to do that. If you are signing up for yourself with nobody else to add, you are the organisation.

Your staff use Time Off under your organisation’s account. They do not enter a contract with us; they use the service on your instructions, and you are responsible for them under section 4.

2. What Time Off is, and is not

Time Off records your working week and leave rules, lets your people request time off, checks each request against the rules you set, and shows who is away. It is a scheduling tool.

It is not payroll, an HR system of record, or advice about employment law. Holiday entitlement, carry-over and pay for leave remain your responsibility to calculate correctly. The figures Time Off shows are only as right as the rules and allowances you enter.

3. Your account

You need an email address you control. People sign in with a link we email them, or with a passkey they set up on their own device. Sign-in links and passkeys are personal. Do not share them, and tell us at support@timehr.io straight away if you think an account has been used by someone it should not have been.

Admins decide who is invited and what each person can see and do. We act on what an admin does in the product as your instruction.

4. Your people and your responsibilities

You confirm you have the right to enter each person’s name, email address and leave details, and that you have told them how you use Time Off. Our privacy policy explains what we do with that information; you are its controller and we process it for you (section 6).

You will not use Time Off to:

• add or email people who have not agreed to be added;
• try to reach another organisation’s data, or probe or disrupt the service;
• store anything you have no right to store, or break the law.

We limit how many invitations an organisation can send each day so that email from Time Off keeps arriving for everyone. Ask us if you need more.

5. Support access to your account

There are two levels of support access. You accept the first by agreeing to these terms; the second needs a separate yes from an admin each time.

Tier 1 — how your account is set up. So that we can answer a question about your working week, teams, staffing rules, closures or settings without you describing them to us, our support staff can open that part of your account. When they do, your people appear as placeholders: no names, no email addresses, no leave, no notes and no personal details of any kind. Where you have asked us to fix a setting, a team or a rule, support staff can change it for you at this level. Every Tier 1 opening is written to your organisation’s audit log. By accepting these terms you agree to Tier 1 support access.

Tier 2 — your account as you see it. Only if Tier 1 cannot answer the question. A member of our support team asks, and an admin decides in the product or from the emailed link. If the admin agrees, the person who takes the request can see your account as an admin does for one hour from that moment. An admin can end the access at any time before then. A request nobody answers expires after twenty-four hours. Every request, decision and action is recorded and shown to you in Support access. Requesting help never grants Tier 2 access on its own.

Support staff use what they see only to help with your request, and are bound by confidentiality.

6. How we process your staff data

When you record staff leave in Time Off, you are the controller of that data and we are your processor. This section is the processing agreement UK GDPR Article 28 requires, and it applies to your organisation’s account. A larger organisation that needs its own data processing agreement can ask us.

• We process personal data only on your documented instructions, which you give by using the service and by asking for support under section 5.
• Everyone on our side who can see your data is under a duty of confidentiality.
• We keep the data secure: encrypted in transit, sign-in without passwords, regular backups kept for fourteen days, and the further measures in the privacy policy.
• We use the sub-processors listed in the privacy policy. We will tell you before adding one and give you a reasonable chance to object.
• We will help you answer a request from one of your people to see, correct or delete their data, and tell you without undue delay if we become aware of a personal data breach affecting your account.
• When your organisation’s account is deleted, its data is deleted with it (section 10). You can export it first.
• On request we will give you the information reasonably needed to show we are meeting these commitments.

7. Price, trial and payment

Trial. A new organisation can use Time Off in full for thirty days without paying. When the trial ends, booking new leave stops until you subscribe. Nothing is deleted: you can still read the calendar, export your data, manage billing and delete the account.

Price. Time Off is priced per person. The current prices are shown on the billing page before you subscribe, in your billing currency, monthly or yearly. Prices exclude VAT and any sales tax, which is added where it applies.

People and seats. You pay for the people who are active in your organisation. Someone you add counts once they have been active for more than twenty-four hours, so a mistaken invite you remove the same day costs nothing. If you add people during a paid period, the difference is charged for the rest of that period, and your renewal reflects the new count. Removing people reduces the next renewal; we do not refund part of a period already paid.

Renewal. A subscription renews automatically at the end of each period until you cancel. Cancel from the billing page at any time; you keep full access until the period you have paid for ends. We will email admins before a price change takes effect on an existing subscription.

Through an app store. If you subscribe through Apple’s App Store or Google Play, that store takes your payment and its terms govern the payment, renewal, refund and cancellation of the subscription. Manage it in the store’s subscription settings. An organisation has one subscription at a time, from one channel.

8. Availability and your records

We work to keep Time Off available and take daily backups, but we do not promise a particular uptime. The service may be unavailable for maintenance or for reasons outside our control. Time Off should not be the only record of anything you must keep by law. Export your data from time to time.

9. Ownership

Your data is yours. You give us the permission we need to store, process and display it to run the service for you, and nothing more. Time Off, its design and its code are ours; you may use the service, and you may not copy it, resell it or reverse-engineer it.

10. Ending the agreement

You can stop using Time Off whenever you like. An admin can delete the whole organisation from Settings, and any person can delete their own account from their profile. Deleting the organisation permanently removes its data. If an organisation is deactivated without being deleted, we keep its data for twelve months, warn the admins thirty days before the end, and then erase it.

We may suspend or close an account that breaks these terms or is being used to harm others. Where we reasonably can, we will warn you first and give you time to export your data.

11. Our responsibility to you

We provide Time Off with reasonable care and skill. We are not liable for indirect or consequential loss, lost profits, or decisions you make using information in the service, such as approving leave that leaves you short-staffed. Our total liability to you in any twelve-month period is limited to the amount you paid us for the service in that period. Nothing in these terms limits liability where the law does not allow it to be limited.

12. Changes to these terms

We may update these terms. Where a change matters to you, we will email account admins before it takes effect and ask an admin to accept the new version in the product. The version that applies is the one an admin last accepted, and the date is at the top of this page.

13. Law and contact

These terms are governed by the law of England and Wales, and its courts have exclusive jurisdiction. Questions about these terms go to support@timehr.io, or by post to Mathies Ltd t/as TimeHR, Mathies Ltd, Timms Tower, 331 Stroud Road, Gloucester, GL4 0AY.