Terms of Service

Thanks for choosing Book Time Off. We've written these terms in plain English so they're clear and easy to understand.

Definitions

When we say "we", "us" or "our", we mean Book Time Off, operated by BDI Resourcing Ltd, registered in England and Wales.

When we say "you" or "your", we mean the organisations and individuals who use Book Time Off.

"Book Time Off" refers to our product and service, including the website and application at book-time-off.com.

By signing up and using Book Time Off, you agree to the latest version of these terms, which include our Privacy Policy.

Provision of services

1. We use reasonable efforts to provide Book Time Off reliably and without interruption.
2. We don't guarantee that Book Time Off will be error-free or continuously available. We reserve the right to modify or suspend the service with or without notice.
3. We regularly update Book Time Off to improve it. Updates may be applied without prior notice.
4. We will use reasonable efforts to notify you of significant changes.

Accounts and access

1. The person who creates an account is the account owner. Only the account owner can cancel the subscription or delete the account.
2. Account owners can grant admin access to other team members. Admins can manage users, approve leave, and update settings, but cannot cancel or delete the account.
3. You are responsible for keeping your login credentials secure and for all activity that occurs under your account.
4. We verify email addresses during signup to prevent unauthorised account creation.

Free trial and payments

1. We offer a 30-day free trial. No credit card is required during the trial.
2. At the end of your free trial, you'll need to subscribe to continue using Book Time Off.
3. We charge £1 per user per month. Your bill is based on the total number of team members in your account, including archived users. To reduce your bill, permanently delete users you no longer need.
4. Payment is processed securely by Stripe. We don't store or handle your card details directly.
5. We reserve the right to change our pricing with at least 30 days' notice.
6. If your payment fails after repeated attempts, access will be suspended until a successful payment is made.

Archiving and deleting users

1. When you no longer need a team member, you can archive them. Archiving removes them from the active team but preserves their leave history.
2. Archived users count toward your billing until they are permanently deleted.
3. Permanently deleting a user removes all their data. This cannot be undone.
4. As an employer, you may have legal obligations to retain employee absence records. We recommend exporting data before permanently deleting users.

Data export

1. You can export your team, leave records, and department data as CSV files at any time from the Exports section in Settings.
2. We recommend exporting your data regularly and before cancelling or deleting your account.

Use of Book Time Off

1. Book Time Off is a service for businesses, charities, and organisations. You may only use it in accordance with these terms and any applicable law.
2. You may not reproduce, copy, or resell Book Time Off.
3. Your right to use Book Time Off is non-exclusive, non-transferable, and revocable at our discretion.

Your data and content

1. You are responsible for all data entered into your account.
2. You retain ownership of your data. We don't claim any rights over the content you create in Book Time Off.

Intellectual property

1. The design, code, and content of Book Time Off (excluding your data) is our property, protected by applicable intellectual property laws.
2. You may not reproduce, copy, or redistribute any part of Book Time Off without our written permission.

Privacy and data protection

1. We collect and process personal data in accordance with our Privacy Policy and applicable data protection law, including UK GDPR.
2. Where we process personal data on your behalf (your employees' leave data), we act as data processor and you are the data controller.

Disclaimer of warranties

1. Book Time Off is provided "as is" and "as available". We make no guarantees that it will meet your requirements, be error-free, or be compatible with all systems.
2. No part of Book Time Off constitutes legal or HR advice.

Limitation of liability

1. Our total liability for any loss or damage arising from our breach of these terms is limited to the value of one month of your subscription.
2. We accept no liability for indirect, consequential, or incidental damages arising from the use of Book Time Off.
3. Nothing in these terms excludes liability for death or personal injury caused by our negligence or fraud.

Cancellation and deletion

1. Only the account owner can cancel the subscription or delete the account.
2. You can cancel your subscription at any time through the Account section in Settings. Cancelling stops billing at the end of your current billing period. When your subscription ends, your account and all data will be permanently deleted.
3. You can delete your account at any time. Deleting permanently removes all data immediately. This cannot be undone.
4. We strongly recommend exporting your data before cancelling or deleting. As an employer, you may have legal obligations to retain employee absence records.
5. We reserve the right to suspend or delete your account if you breach these terms.
6. No refunds are available for partial months of use.

Law and jurisdiction

These terms are governed by the laws of England and Wales. The courts of England have exclusive jurisdiction for any disputes.

Contact

If you have any questions about these terms, please contact us at [email protected].