RosterFlow Terms and Conditions

Last updated: November 28, 2025

1. Acceptance of Terms

These Terms and Conditions ("Terms") constitute a binding legal agreement between you, whether personally or on behalf of an entity ("you") and RosterFlow ("we", "us", "our") concerning your access to and use of the RosterFlow mobile application (the "Service").

By creating an account, accessing, or using the Service, you agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, do not use the Service.

If you are using the Service as an 'Owner' or 'Manager', you accept these terms on behalf of the entire organization you represent. It is your responsibility to ensure that all 'Employees' you invite to your organization are aware of and comply with these Terms.

2. Service Description

RosterFlow is a Software-as-a-Service (SaaS) platform offering distinct modes of operation:

• Independent Worker Mode: A tool for freelancers and independent workers to manage their business. Features include client and project management, task tracking, invoicing (including digital signatures and PDF generation), expense tracking, financial dashboards, and a personal calendar.
• Company (Owner/Manager) Mode: A tool for businesses to manage their teams. Features include creating organizations, inviting members (Managers/Employees), schedule and shift creation, team chat (group and private), announcements, time clock management (including optional GPS verification), request management (time-off, etc.), and exporting time-tracking reports.
• Employee Mode: A tool for employees invited to an organization. Features include viewing schedules, clocking in and out (including with GPS if required by the Owner), submitting requests, and participating in the team chat.

3. User Accounts and Roles

To use the Service, you must register for an account. You agree to provide accurate and complete information and to keep this information up to date.

• Independent Worker: A single-user account for managing your personal business.
• Owner: The user who creates an organization. The Owner has full administrative control, manages billing and subscriptions, and can invite or remove other Owners, Managers, and Employees.
• Manager: A user invited by an Owner. Managers have administrative permissions to create schedules, manage teams, and approve requests, but do not manage the organization's subscription or billing.
• Employee: A user invited by an Owner or Manager via an invitation code. Employees have no administrative rights and use the app to view their schedule and track their time.

You are responsible for maintaining the confidentiality of your password and for all activity that occurs under your account.

4. User Content and Responsibility

All information that you or your team members enter into the Service (e.g., client data, financial figures, invoice details, schedules, chat messages, files, GPS locations) is your property ("User Content"). You grant us a limited license to use, process, store, and display this User Content solely for the purpose of providing and improving the Service.

You are solely responsible for:

• The accuracy, legality, and quality of your User Content. This includes, but is not limited to, the tax rates you apply, the legal data you enter for clients, and the information in your invoices.
• Complying with all applicable laws regarding your User Content and your use of the Service.
• (For Owners/Managers) Informing your Employees and obtaining all necessary legal consent *before* activating features that collect sensitive data, such as the GPS clock-in verification. RosterFlow provides the tool, but you are responsible for its lawful implementation.
• The content of communications (chats, announcements) within your organization.

5. Subscriptions, Payments, and Trials

The monetization of the Service varies by mode. All payments are processed securely through the native payment systems of your device's app store.

5.1. Company (Owner) Mode

• Free Trial: Owners receive a 30-day free trial with full access to all Company mode features upon creating an organization. However, this trial is limited to a maximum of 5 active members (including the Owner). If you wish to add more than 5 members during the trial period, you must upgrade to a paid subscription immediately.
• Paid Subscriptions: After the trial ends (or if you upgrade early to increase user limits), the Owner must select a paid subscription plan. These are auto-renewable subscriptions processed via Apple In-App Purchase (iOS) or Google Play Billing (Android).
• Billing & Renewal: Payment will be charged to your Apple ID or Google Play account at the confirmation of purchase. The subscription automatically renews unless auto-renew is turned off at least 24 hours before the end of the current period.
• Cancellation: You can manage and cancel your subscriptions by going to your App Store or Google Play account settings. Cancellation will take effect at the end of the current billing period.

5.2. Independent Worker Mode

• Free Plan: This mode is available for free and is supported by displaying third-party advertisements.
• Premium (Ad-Free): You may remove all advertisements by making a one-time in-app purchase (Non-Consumable). This purchase is processed through the Apple App Store or Google Play Store.

5.3. Refunds

• All purchases are final. RosterFlow cannot issue refunds directly. Refund requests must be submitted directly to Apple or Google and are subject to their respective refund policies.

5.4. Employee Mode

• This mode is free for the Employee user and is covered by the subscription of their organization's Owner.

6. Acceptable Use

You agree not to use the Service for any illegal or unauthorized purpose. You will not:

• Reverse engineer, decompile, or attempt to extract the source code of the application.
• Use the Service to send spam, unsolicited messages, or malicious content (viruses, etc.) via the chat or any other feature.
• Violate any applicable laws or regulations.
• Share your account credentials (especially as an Owner or Manager) with unauthorized individuals.

7. Termination

You may stop using the Service and delete your account at any time from the app's settings. Deleting your account is permanent and will result in the deletion of your personal data as outlined in our Privacy Policy.

• If an Independent Worker deletes their account, all their associated data (clients, invoices, expenses) will be deleted.
• If an Employee deletes their account, their personal profile will be deleted. Their time-tracking records may be retained for their Owner's business records.
• If an Owner deletes their account or organization, all data associated with that organization (schedules, users, chat history, etc.) will be permanently deleted.

We reserve the right to suspend or terminate your access to the Service if you materially violate these Terms.

8. Disclaimer of Warranties

The Service is provided "as is" and "as available". We do not guarantee that the Service will be uninterrupted, error-free, or secure. RosterFlow is a tool for management and organization; we are not a financial or legal advisor. All financial calculations or reports (e.g., net profit, employee hours balance) are provided for informational purposes, and we are not liable for any inaccuracies.

9. Limitation of Liability

To the maximum extent permitted by law, RosterFlow will not be liable for any indirect, incidental, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses, resulting from (a) your access to or use of or inability to access or use the Service; (b) any conduct or content of any third party on the Service; or (c) unauthorized access, use, or alteration of your content.

10. Governing Law

These Terms shall be governed by and construed in accordance with the laws of Sevilla, España, without regard to its conflict of law principles.

11. Changes to the Terms

We may modify these Terms from time to time. We will notify you of significant changes through the application or by other means info@rosterflowapp.com. Your continued use of the Service after such changes will constitute your acceptance of the new Terms.