Terms and Conditions

1. Who these Terms apply to

FloRoster is used by two types of users:

• Companies ("Company", "you", "your business"): organisations or individuals who create a company account to staff, brief, and manage jobs through FloRoster.
• Freelancers ("Freelancer", "crew"): individuals invited by a Company to join their roster, accept jobs, and use the Service to view briefs, communicate, and track payment.

These Terms apply to both, except where a section is clearly stated as applying only to one group.

2. Description of the Service

FloRoster is a workforce management platform that allows Companies to invite freelance crew, create job briefs, communicate with crew about specific jobs, and track payment status. FloRoster is a coordination tool. We do not employ, contract, insure, or guarantee the work of any Freelancer, and we are not a party to any agreement between a Company and a Freelancer regarding pay, work quality, or conduct.

3. Accounts

3.1 Company accounts

• A Company must provide accurate information when creating an account and keep it up to date.
• A Company is responsible for all activity that occurs under its account, including actions taken by any admin or team member it grants access to.
• A Company is responsible for the freelancers it invites, including ensuring it has a lawful basis to hold and share their personal data through the Service.

3.2 Freelancer accounts

• A Freelancer must provide accurate information when creating a profile.
• A Freelancer controls their own availability, rate information, and profile details, and is responsible for keeping these accurate and up to date.
• Freelancer accounts are free of charge and will remain free of charge for using the core features of the Service (accepting jobs, viewing briefs, messaging, tracking payment status).

3.3 Account security

You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account. Notify us immediately at support@floroster.com if you suspect unauthorised access.

3.4 Eligibility

You must be at least 18 years old to create an account on FloRoster.

4. Subscriptions, billing, and payment

4.1 Plans

FloRoster offers Free, Starter, Pro, and Enterprise subscription plans for Companies, each with specific limits on the number of companies, freelancers, and jobs included, as set out on our Pricing page. Freelancer accounts are always free.

4.2 Billing

• Paid subscriptions are billed monthly in advance via our payment processor, Stripe.
• Prices are shown in GBP and are exclusive of any applicable taxes unless stated otherwise.
• You authorise us to charge your chosen payment method automatically each billing period until you cancel.

4.3 Early bird pricing

Where "early bird" pricing is offered, this discounted rate is locked in for as long as your subscription remains active and continuous. If you cancel your subscription and later resubscribe, you will be charged the then-current standard rate, not the original early bird rate.

4.4 Promotional codes and free trial periods

From time to time we may offer promotional codes or free trial periods. Unless otherwise stated, standard billing will begin automatically at the end of any free period, using the payment method on file, and you will be charged at the rate applicable to your plan and signup terms.

4.5 Add-ons and overage charges

Additional companies or freelancers beyond a plan's included allowance may be added for an additional monthly fee, as set out on our Pricing page. These charges will be added to your regular billing cycle.

4.6 Cancellations and refunds

• You may cancel your subscription at any time. Cancellation will take effect at the end of your current billing period, and you will retain access until then.
• Except where required by law, payments already made are non-refundable, including for partial billing periods.

4.7 Changes to pricing

We may change our pricing from time to time. For existing subscribers not on a locked-in early bird rate, we will provide at least 30 days' notice before any price change takes effect.

5. Acceptable use

You agree not to:

• Use the Service for any unlawful purpose, or in a way that infringes the rights of others.
• Attempt to gain unauthorised access to any part of the Service, other users' accounts, or data belonging to another Company.
• Use the Service to harass, discriminate against, or abuse any other user.
• Misrepresent your identity, or a Freelancer's qualifications, availability, or work history.
• Circumvent or attempt to circumvent any plan limits, security controls, or payment obligations.
• Scrape, reverse engineer, or attempt to extract the Service's underlying code or data structures, except as permitted by law.

We reserve the right to suspend or terminate any account that we reasonably believe breaches these Terms.

6. Data and privacy

Our collection and use of personal data is described in our Privacy Policy, which forms part of these Terms. By using the Service, you also agree to the Privacy Policy.

Companies are responsible for ensuring they have a lawful basis under UK GDPR (or other applicable data protection law) to upload and process any personal data belonging to freelancers, clients, or other third parties within the Service.

7. Intellectual property

FloRoster and its original content, features, branding, and functionality are owned by us and are protected by copyright, trademark, and other intellectual property laws.

You retain ownership of any content you upload (such as job briefs, files, or messages). By uploading content, you grant us a licence to store, process, and display that content solely for the purpose of operating the Service for you.

8. Freelancer-specific terms

• FloRoster is a coordination tool only. We do not guarantee that a Freelancer will be offered work, paid on time, or paid at all by a Company.
• Payment for work performed is an agreement directly between the Company and the Freelancer. FloRoster's payment tracking features reflect status reported within the app and do not constitute a guarantee, escrow, or payment processing service unless explicitly stated otherwise.
• Freelancers are responsible for their own tax, insurance, and legal obligations arising from work accepted through the Service.

9. Disclaimers and limitation of liability

9.1 Service "as is"

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, to the fullest extent permitted by law.

9.2 No liability for third-party conduct

We are not responsible for the conduct, reliability, or performance of any Company or Freelancer, or for any dispute arising between them, including non-payment, no-shows, or quality of work.

9.3 Limitation of liability

To the maximum extent permitted by law, FloRoster's total liability to you for any claim arising from your use of the Service shall not exceed the amount you paid us in the twelve (12) months preceding the claim. We are not liable for any indirect, incidental, or consequential losses, including loss of profits, business, or data.

9.4

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded, including liability for death or personal injury caused by negligence, or for fraud.

10. Indemnity

You agree to indemnify and hold us harmless from any claims, damages, or expenses arising from your breach of these Terms, your misuse of the Service, or your violation of any law or third-party right.

11. Termination

We may suspend or terminate your access to the Service at any time if we reasonably believe you have breached these Terms, engaged in unlawful activity, or posed a risk to other users. You may terminate your account at any time by contacting us or through your account settings.

Upon termination, your right to use the Service will cease immediately. Provisions of these Terms which by their nature should survive termination (including sections 7, 9, and 10) will continue to apply.

12. Changes to these Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or through the Service before the changes take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

13. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales, regardless of your country of residence, and any disputes arising from these Terms or your use of the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13.1 International users

FloRoster is operated from the United Kingdom. If you access the Service from outside the UK, you do so on your own initiative and are responsible for compliance with local laws, to the extent they apply.

14. Contact

If you have any questions about these Terms, please contact us at support@floroster.com.