Terms of Service

Last updated: 8 August 2026

These terms govern your use of Who's On What ("the Service", "we", "us"), the rota planning application available at whosonwhat.com and its organisation subdomains. By creating an account, or by using the Service on behalf of an organisation, you agree to these terms. If you are accepting on behalf of an organisation, you confirm you have authority to bind that organisation, and "you" means the organisation.

1. The Service

Who's On What lets organisations build, publish and share staff rotas, and offers optional integrations such as calendar import and Slack reminders. We may improve or change features over time; we will not materially reduce the core functionality of a paid plan during a paid-for period.

2. Accounts and organisations

  • You must provide accurate account information and keep your credentials secure. You are responsible for activity under your account.
  • An organisation's admins control who belongs to the organisation, what roles they hold, and what data is entered. Admins can suspend or remove members at any time.
  • You must be at least 16 years old to use the Service.

3. Plans, billing and seats

  • Paid plans are billed monthly through our payment provider Stripe at a flat price per organisation, with a stated number of people included in the plan.
  • People beyond your plan's included number are charged at the per-person rate shown at checkout. That count is metered: it is kept in sync with the people listed in your organisation, and charges adjust accordingly on your invoice.
  • Prices are shown at checkout. Where applicable, VAT or other taxes are added at the rate in force.
  • You can upgrade, downgrade or cancel at any time from the Billing page. Cancellation takes effect at the end of the current billing period; we do not offer partial-month refunds except where required by law.
  • If payment fails and remains unpaid after Stripe's retries, we may downgrade the organisation to the Free plan. Your data is retained subject to section 7.

4. Acceptable use

You agree not to:

  • use the Service to break the law, or infringe anyone's rights;
  • probe, breach or test the Service's security other than through our published responsible-disclosure process;
  • resell or provide the Service to third parties as your own offering without our written agreement;
  • interfere with other customers' use of the Service, or place unreasonable load on it.

5. Your data

Your organisation owns the data it enters into the Service — people, rotas, tasks and settings ("Customer Data"). We process Customer Data only to provide the Service, as described in our Privacy Policy, which forms part of these terms. Admins can export rota data at any time.

6. Third-party integrations

Optional integrations (for example Google Calendar feeds and Slack notifications) connect the Service to products we do not control. Your use of those products is governed by their own terms, and an integration may stop working if the third party changes or withdraws its interface.

7. Suspension and termination

  • You may stop using the Service and delete your organisation at any time by contacting us.
  • We may suspend or terminate access for material breach of these terms, for non-payment, or where required by law. Where practical we will warn you first and give you a chance to fix the problem.
  • After termination, we will make Customer Data available for export for 30 days on request, after which we may delete it.

8. Availability and support

We aim to keep the Service available at all times but do not guarantee uninterrupted operation; maintenance, third-party outages and events beyond our control can cause downtime. Support is provided by email at hello@whosonwhat.com.

9. Disclaimers

The Service is provided "as is". To the fullest extent permitted by law we exclude all implied warranties, including fitness for a particular purpose. Rota outputs, warnings and scheduling suggestions are aids, not advice: you remain responsible for complying with employment law, working-time rules and your own staffing obligations.

10. Liability

Nothing in these terms excludes liability that cannot be excluded by law, including for death or personal injury caused by negligence, or for fraud. Subject to that, we are not liable for indirect or consequential loss, loss of profits, or loss of data caused by events outside our reasonable control; and our total aggregate liability arising out of the Service in any 12-month period is limited to the amounts you paid us for the Service in that period (or £100 if you are on the Free plan).

11. Changes to these terms

We may update these terms from time to time. For material changes we will give organisation admins reasonable notice by email or in the app. Continued use of the Service after a change takes effect means you accept the updated terms.

12. General

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If any part of these terms is found unenforceable, the rest remains in force. Questions? Contact hello@whosonwhat.com.