Draft template — not legal advice, not reviewed by a lawyer
This document was written to describe how the Service actually operates. It has not been reviewed by a qualified lawyer, the bracketed placeholders below are unfilled, and it is not a substitute for advice in your operating jurisdiction. It must be reviewed and completed before the Service charges anyone.
Terms of Service
Last updated August 29, 2026
1. The agreement
These terms are between you and [legal entity name and registered address — fill in before launch] (“we”), the operator of WhoWorksWhen (“the Service”). By creating an account or using the Service you accept them. If you are agreeing on behalf of a company, you confirm you are allowed to bind it.
2. Your account
Accounts are created through our authentication provider, Kinde. You are responsible for what happens under your account and for the people you invite into a workspace, including what they can see and do once you assign them a role. Keep your login secure and tell us promptly if you think it has been compromised.
3. Your data stays yours
Everything you enter — teammates, schedules, pay rates, notes — remains yours. You give us only the permission we need to run the Service: to store that data, display it back to the people you authorise, and email it where the product is designed to (for example an invitation). We do not use your workspace data to advertise to anyone, and we do not sell it.
You are responsible for having a lawful basis to enter other people’s personal details, and for telling them you have done so. See the Privacy Policy for how that data is handled.
4. Acceptable use
- Do not use the Service to break the law, or to harass, surveil or endanger anyone.
- Do not resell, sublicense or white-label the Service except where a plan explicitly allows it.
- Do not attempt to breach or probe our security, scrape the Service, or overload it with automated traffic.
- Do not upload malware, or content you do not have the right to store.
5. Plans, trials and billing
The Service has a free plan and one or more paid plans. The current prices, member limits and included features are the ones shown on our pricing page when you subscribe.
- Trial. A new workspace gets 14 days of the Pro feature set without entering a card. Nothing is charged when it ends — the workspace simply returns to the free plan until you choose to subscribe.
- Billing is per workspace. Each workspace is a separate subscription. If you run two workspaces, you pay for two.
- Renewal. Paid plans renew automatically — monthly or annually, whichever you chose — until you cancel. Payment is taken by Stripe. Prices are in US dollars and exclude any tax we are required to add.
- Price changes. We can change prices, but not mid-term: a change takes effect at your next renewal and we will tell you by email before it does.
- Promotional pricing. Discounts and launch offers apply for the stated period only, after which the standard price applies.
6. Cancelling and refunds
You can cancel at any time. Your plan keeps working until the end of the period you have already paid for, and then drops to the free plan; we do not prorate a partial month or year. [Decide and state your refund policy here — e.g. a full refund if requested within 14 days of a charge — and check the consumer-law minimums in the countries you sell to]
7. What the Service does and does not promise
The Service is early software and is provided as it is. We do not offer an uptime guarantee or a service-level agreement, we may change or remove features, and anything we describe as planned or on the roadmap is a statement of intent, not a commitment you can rely on when subscribing. Buy the Service for what it does today.
Schedules, timezone conversions, availability and cost totals produced by the Service are informational aids. They are not payroll, tax, employment or legal advice, and they are not a system of record for hours worked. Check anything you are going to pay or invoice on.
8. Third-party services
The Service depends on Kinde for login, Stripe for payments, Resend for email, and our hosting and database providers. Their own terms govern their part of the relationship, and an outage or change at one of them can affect the Service.
9. Suspension and termination
You may stop using the Service and delete your account at any time. We may suspend or terminate an account that breaches these terms, that puts the Service or other users at risk, or that has not paid. Where it is reasonable to do so we will warn you first and give you a chance to export your data.
10. Liability
To the extent the law allows, we are not liable for indirect or consequential losses — lost profit, lost business, lost data, a meeting that did not happen. Our total liability for any claim is limited to what you paid us in the twelve months before the claim, or fifty US dollars if you paid us nothing. Nothing here excludes liability that cannot legally be excluded.
11. Changes to these terms
We may update these terms. The date at the top changes, and for material changes we will notify account holders by email before they take effect. Continuing to use the Service after that means you accept the new version.
12. Governing law
These terms are governed by the laws of [jurisdiction and courts — fill in before launch].