Terms

Part A: The website

1. Using this website

By using rosterbook.app you accept these terms. If you use the site on behalf of an organisation, you confirm that you are authorised to accept them for that organisation.

You may read, print and share the material published here for your own business purposes. You must not:

• copy, republish or resell the site's content as your own;
• scrape, crawl or harvest it beyond ordinary search-engine indexing;
• probe, attack or interfere with the site, or attempt to access parts of it you have not been given access to; or
• use it to send anything unlawful, misleading or harmful.

We may change, move or withdraw any part of the site at any time, and may withdraw access from anyone who breaches these terms.

2. Demo requests and enquiries

Details submitted through the demo form must be accurate and yours to provide. A request is an enquiry and not a contract. We may decline a demo, and nothing said during a demo binds either party until there is a signed order or an accepted quote.

Details submitted through the form are handled as set out in our privacy policy.

3. Content on this site

The material on this site is marketing material, not a specification. Features, integrations and roadmap may change. What is included in a subscription is what the order records.

Prices shown are in US dollars and exclude taxes. They are an indication and not an offer capable of acceptance. Product screenshots use fictional sample data; the agencies, talent and bookings shown in them are not real.

4. Intellectual property and trademarks

The RosterBook name and logo, the software, and the text, design and images on this site belong to RosterBook or its licensors. Nothing on this site grants a licence to use them beyond reading it.

Third-party names and logos shown on this site, including Xero, Sage, Gmail, Microsoft Outlook, DocuSign, Mailchimp and QuickBooks, belong to their respective owners and are used to identify the services RosterBook works with. Their appearance does not imply endorsement or a partnership beyond the integration described.

5. Links to other sites

We do not control the content of sites we link to and are not responsible for it. Those sites are governed by their own terms and privacy policies.

Part B: RosterBook subscriptions

6. The agreement

Part B applies when an agency subscribes to RosterBook. The agreement comprises the order or invoice recording the plan and fees, these terms, and our privacy policy. In this Part, you means the agency named on the order. The person who accepts the order confirms that they are authorised to bind that agency.

7. Your account and your users

Each user must have their own login, and account details must be kept current. You are responsible for activity under your users' accounts. Credentials must be kept confidential, two-factor authentication should be enabled, and you must notify us promptly if you believe an account has been compromised.

Your administrators control who has access and what role they hold, including removing access when a user leaves your agency.

8. Plans and limits

Your plan determines what the subscription includes, including the number of talent records it covers. Some features require a connection or an opt-in before they operate, including accounting sync, email sync, portals and releases.

If your roster exceeds your plan's limit, you must move to the plan that covers it. We will notify you before any change to your fees. An upgrade takes effect immediately, with the fee adjusted for the remainder of the period. A downgrade takes effect at the next renewal.

9. Fees, billing and taxes

Fees are those recorded in your order, in US dollars, payable in advance for each billing period, monthly or annual as selected. An annual plan is a commitment for the full year.

Fees exclude VAT and any other tax, duty or withholding, which are payable by you. Where you are required to withhold tax on a payment to us, the payment must be grossed up so that we receive the full amount invoiced.

Payment is due by the date stated on the invoice. We may charge interest on overdue amounts at the rate permitted by law, and may suspend the service for non-payment after giving notice and a reasonable opportunity to pay.

Except where the law requires otherwise, fees already paid are not refundable, including where you stop using the service during a billing period.

We may change our prices once in any 12-month period, on at least 30 days' notice, with the change taking effect at your next renewal. You may cancel before that renewal if you do not accept the increase.

10. Your data

The data you and your users put into RosterBook remains yours. You grant us the licence required to host, process, back up and display it in order to provide the service and to support you.

We process it as your operator under POPIA and your processor under the GDPR, on your instructions and as described in our privacy policy. We do not sell it, use it for marketing, or use one agency's data to serve another.

You are responsible for the data you put into the service: that you are entitled to hold it, that the people it describes have received the notices the law requires, and that any consent the law requires has been obtained. This includes talent under 18, and images, measurements and payment details.

11. Acceptable use

The service must be used lawfully and for your agency's business. You must not:

• upload malware, or content that is unlawful or infringing;
• probe or scan the service, attempt to defeat its security, or access another agency's data;
• resell, sublicense or make the service available to anyone outside your agency, other than through the client and talent portals as intended;
• copy the service, reverse engineer it, or use it to build a competing product; or
• place a load on the service intended to disrupt it for others.

Where your use threatens the security of the service or other customers, we may suspend the account immediately and address the matter with you afterwards.

12. Connected services

RosterBook connects to third-party services, including accounting and email providers. You choose whether to connect one, and connecting it authorises the exchange of data that the connection requires.

Those services are operated by other companies under their own terms. They may change, fail or be withdrawn. We are not responsible for their operation or for data once it reaches them.

13. Availability, support and changes to the service

We will use reasonable efforts to keep the service available and to give reasonable notice of maintenance that will interrupt it. Unless your order includes a written service level, we do not warrant uninterrupted or error-free operation. Support is provided by email at support@rosterbook.app during business hours.

We develop the product continuously and features change. We will not materially reduce the core functionality of a plan during a period already paid for without giving you notice and the option to terminate and receive a pro-rata refund for the unused part of that period.

14. Confidentiality

Each party will keep the other's confidential information confidential, use it only for the purposes of this agreement, and protect it with at least the care it applies to its own. This does not apply to information that is public through no fault of the receiving party, was already known to it, was independently developed, or must be disclosed by law. Where disclosure is required by law, the disclosing party will notify the other if it is permitted to do so.

15. Our intellectual property

The RosterBook software, its interface and all intellectual property in it remain ours. A subscription grants a right to use the service and transfers no intellectual property.

We may use feedback and suggestions you send us to improve the product, without obligation to you and without acquiring any rights in your business information.

16. Warranties and disclaimers

We warrant that we will provide the service with reasonable skill and care, and that we have the right to provide it to you.

To the extent permitted by law, and except as stated in these terms, the service is provided as it stands without further warranty. We do not warrant that it will meet every requirement you have, or that it will be free of all defects.

Nothing in these terms limits or excludes a right you have under the Consumer Protection Act 68 of 2008, or any other law, that applies to you and cannot be excluded by agreement.

17. Limitation of liability

Neither party is liable to the other for indirect or consequential loss, or for loss of profit, revenue, goodwill or anticipated savings.

Each party's total liability under this agreement, for all claims taken together, is limited to the fees paid or payable by you in the 12 months preceding the event giving rise to the claim.

These limits do not apply to your obligation to pay fees, to either party's fraud or wilful misconduct, or to any liability that cannot be limited by law.

18. Indemnity

You will indemnify us against third-party claims arising from the data you put into the service, or from your use of the service in breach of this agreement or the law. This applies provided we notify you of the claim promptly, allow you to conduct its defence, and do not settle it without your consent.

19. Term, suspension and termination

The subscription runs for the period recorded in your order and renews automatically for successive periods of the same length, unless either party gives at least 30 days' notice before the renewal date.

Either party may terminate immediately if the other commits a material breach and does not remedy it within 14 days of written notice, or if the other becomes insolvent, is liquidated or is placed in business rescue.

We may suspend access for non-payment after notice, or immediately where use of the service threatens its security or other customers.

On termination, access to the service ends. Your workspace remains available for export for 30 days, after which it is deleted from live systems; backups expire on their normal cycle. Fees payable up to termination remain due.

20. Changes to these terms

We may update these terms as the product and the law change. The date above records the last substantive revision. Account administrators will be notified by email of a material change, which takes effect at your next renewal or 30 days after notice, whichever is later. Continued use of the service after that date constitutes acceptance.

21. Governing law and disputes

This agreement is governed by the law of South Africa, and the courts of South Africa have jurisdiction over any dispute arising from it.

Before commencing proceedings, the parties will attempt to resolve the dispute: it must be raised with the other party in writing, to support@rosterbook.app in our case, and a senior representative of each party will discuss it in good faith for 30 days. This does not prevent either party from seeking urgent interim relief.

22. General

• Entire agreement. Your order, these terms and the privacy policy constitute the entire agreement between the parties and supersede prior discussions. Nothing in this clause excludes liability for fraudulent misrepresentation.
• Assignment. Neither party may transfer this agreement without the other's consent, except to a buyer of its business on notice to the other party.
• Subcontracting. We may use the service providers listed in our privacy policy and remain responsible for their performance.
• Notices. Notices to us must be sent to support@rosterbook.app. Notices to you will be sent to the administrator addresses on your account. Email constitutes writing.
• Force majeure. Neither party is liable for a failure to perform caused by an event outside its reasonable control, for as long as that event continues.
• Waiver and severability. A failure to enforce a term is not a waiver of it. An unenforceable term is limited to the extent necessary to make it enforceable, and the remaining terms continue in force.
• No partnership. Nothing in this agreement creates a partnership, agency or employment relationship between the parties.
• Survival. The sections on your data, confidentiality, our intellectual property, liability, indemnity, governing law and this section survive termination.

Questions about these terms may be sent to support@rosterbook.app.