Terms of Service

Last updated: 2026-05-06 · Version 1.0 (beta)

1. Who we are

RosterPilot ("the service", "we", "us") is a self-service rostering, timesheet and staff management platform sold to Australian cafés, restaurants, and small businesses ("you", "the operator"). Based in Melbourne, Victoria. Contact: melbourneairostering@gmail.com.

2. Subscription

• Pricing: AUD $49 per workspace per month (incl. GST). One workspace = one cafe / location.
• 14-day free trial on signup. No card required to start.
• Billing is monthly via Stripe. Cancel any time from the workspace settings — your data stays active until end of current billing period.
• Failed payments: we retry up to 3 times over 7 days. If still unpaid, the workspace is read-only (data preserved) and we email you.

3. What you get

• Weekly roster grid with manager add/edit/delete shifts.
• Staff availability + leave tracking.
• Clock-in/out timesheets with automatic pay calculation (Victorian penalty rates).
• Daily tasks (checklists, supplier orders, training quizzes, points).
• Manager announcements with read receipts.
• Staff personal info storage (TFN, visa, bank, emergency contact).
• Email and SMS notifications (Twilio + SendGrid).
• Multi-tenant data isolation — your workspace data is separated from other operators.
• Email support at melbourneairostering@gmail.com (best-effort within 1 business day).

4. Your responsibilities

• Provide accurate workspace information (cafe name, address, ABN).
• You are responsible for the data you upload: staff names, hourly rates, TFN, bank details, shift records.
• You must comply with Australian Fair Work, Award rates, and the Privacy Act 1988 when using the service to pay or schedule staff.
• You are responsible for paying staff correctly. The service calculates pay as a guide only — you remain the employer of record.
• Do not upload illegal content, violate IP, or attempt to access other operators' data.

5. Service availability

• We aim for 99% monthly uptime. Hosted on Google Firebase (australia-southeast1, Sydney).
• Planned maintenance announced in advance.
• We cannot guarantee uptime during third-party (Google, Stripe, Twilio, SendGrid) outages.

6. Data ownership

• You own all the data you upload (staff, shifts, timesheets, customer info).
• We can export your data on request (CSV).
• If you cancel, we keep your data for 90 days then permanently delete unless you ask earlier.
• Australian Tax Office requires you to keep payroll records for 7 years — exporting before cancellation is your responsibility.

7. Refunds

See the Refund Policy.

8. Liability

• Service provided "as is" during beta. We are not liable for indirect or consequential damages (lost wages, missed shifts, payroll errors).
• The service calculates pay as a guide. You remain responsible for paying staff the correct amount under Australian Fair Work and applicable Awards.
• Maximum liability capped at amount you paid us in the previous 12 months.
• Nothing here excludes rights you have under the Australian Consumer Law.

9. Termination

• Cancel any time from workspace settings.
• We can suspend accounts that breach these terms (illegal use, abuse, non-payment).

10. Changes

We may update these terms with 30 days email notice during beta, 60 days after public launch. Continued use after notice = acceptance.

11. Governing law

Governed by laws of Victoria, Australia. Disputes heard in Victorian courts.