Please read these Terms of Service carefully before using the RotaEasy platform. By creating an account or continuing to use RotaEasy, you agree to be bound by these terms.
RotaEasy is the operating system for independent healthcare — staff management, compliance, and business operations in one platform. It is operated by SAC Pharma Services Ltd, a company registered in England and Wales.
RotaEasy provides software tools for independent healthcare and business operators including rota management, staff scheduling, compliance folder management, locum and session booking, HR, and related features. The platform serves pharmacy, dental, and other regulated healthcare settings, as well as any business requiring workforce and compliance management. We offer the platform on a subscription basis with plans as described on our pricing page.
We may update, change, or discontinue features of the service with reasonable notice. We will not make changes that materially reduce the core functionality of your current plan without notifying you at least 30 days in advance.
You are responsible for keeping your login credentials secure. You must not share admin access with unauthorised individuals. You are responsible for all activity that occurs under your account.
You must provide accurate information when creating your account, including any professional registration or identifier numbers relevant to your sector where required.
You agree to use RotaEasy only for lawful business purposes. You must not:
You must not, and must not permit any third party to:
Any breach of this section will result in immediate account termination without refund, and SAC Pharma Services Ltd reserves the right to pursue all available legal remedies including injunctive relief and damages.
All content within the RotaEasy platform — including but not limited to compliance folder templates, standard operating procedures (SOPs), policy documents, staff handbook templates, regulatory summaries, AI-generated content, and any other materials made available through the platform — is the exclusive intellectual property of SAC Pharma Services Ltd and is protected by UK and international copyright law.
Your subscription grants you a limited, non-transferable, non-exclusive licence to use these materials within your own business during your active subscription period. This licence does not permit you to:
Enforcement: Unauthorised copying, reproduction, or distribution of RotaEasy's intellectual property constitutes theft of intellectual property and will be treated as such. SAC Pharma Services Ltd will:
We actively monitor platform usage for signs of systematic content extraction or unusual access patterns. If you are uncertain whether a particular use is permitted, contact us before proceeding.
RotaEasy provides compliance folder templates, regulatory update alerts, and SOP tools as aids to support your own compliance processes. These tools are not a substitute for your professional judgement as the responsible regulated professional for your setting. You remain responsible for ensuring your business meets all applicable regulatory and legal requirements.
AI-generated content within the platform (regulatory summaries, SOP drafts, policy Q&A) is provided as a starting point and must be reviewed and approved by a qualified professional before use.
We process personal data on your behalf as a data processor. You are the data controller for the staff and patient data you enter into RotaEasy. Our full Privacy Policy is available at /privacy.
We store your data securely in the United Kingdom using Supabase (PostgreSQL). Data is isolated per tenant — your data is never visible to other accounts on the platform.
You may export or request deletion of your data at any time by contacting us.
Subscriptions are billed monthly or annually as selected at signup. Payment is processed securely via Stripe.
Cancellation requires a minimum of 30 days' written notice submitted via the contact form on our website. Notice takes effect from the date it is received. Your subscription will remain active and billable through the end of the billing period that follows the 30-day notice window.
For example: if you give notice on 15 August, the 30-day period runs to 14 September. Your next billing date of 1 September will be charged in full for September. Your final payment will be 1 September and access will continue until 30 September, after which your account will be closed.
No refunds are issued for unused days within a paid billing period. If you cancel during a trial, no charge is made provided notice is given before the trial end date.
Trial periods are as shown at signup. At the end of a trial, access will be restricted until a payment method is provided.
We reserve the right to change pricing with 30 days' written notice. Existing subscribers will be given the option to cancel before new pricing applies.
RotaEasy is provided "as is". While we take all reasonable steps to maintain availability and data integrity, we cannot guarantee uninterrupted service. We are not liable for any business loss, regulatory penalty, or consequential damage arising from your use of or inability to use the platform.
Our total liability to you for any claim arising from these terms or your use of the service shall not exceed the fees paid by you in the three months preceding the claim.
We may suspend or terminate your account if you breach these terms, fail to pay subscription fees after reasonable notice, or if we reasonably believe continued access poses a risk to other users or the platform.
On termination, you may request a data export within 30 days. After 30 days, data may be permanently deleted.
These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
We may update these terms from time to time. We will notify you by email or in-app notice at least 14 days before material changes take effect. Continued use of the platform after that date constitutes acceptance of the updated terms.
Questions about these terms?
Use the contact form on our website and we'll get back to you.