Terms of service

Rotamate is a product of Automation Bureau, a company registered in England and Wales, number 17479795 · Last updated 27 October 2026

The agreement between the company using Rotamate and Automation Bureau, which publishes it. Staff members do not agree to anything here — their employer does.

Who you are contracting with

Rotamate is a product of Automation Bureau and not a company in its own right: it has no separate registration, and nothing here is owed to you by any other entity. The party on the other side of this agreement, of the data processing agreement and of every invoice is Automation Bureau, registered in England and Wales, company number 17479795, of 17 Navigation Road, B38 9EF. "We" and "us" below mean that company.

1. What you get

A licence to use Rotamate for your own company's rotas, for as long as you pay for it. Hosting, TLS, daily backups, monitoring, every future update, and support for whoever runs your rota are all included at every price. There is no per-person charge: hold as many staff on your books as you like.

2. What it costs

Your monthly fee comes from the number of shifts you staff, on the published rate card at How it works — one person on one event is one shift. A cancelled event is never billed. A replacement is not billed twice. People on standby are free.

Automation Bureau is not currently VAT-registered, so no VAT is charged and there is none for you to reclaim. If that changes we will tell you before it affects an invoice.

For your first three complete months you pay the opening figure agreed when you signed up. After that your own usage sets the fee. We review it no more often than every six months, we tell you before anything changes, and an increase is capped at 5%. If your usage falls, so does your fee.

3. Trial, and stopping

Thirty days, no card required, no obligation. There is no minimum term and no notice period. Cancel whenever you like; you keep what you have already paid for until the end of that period. See the refund and cancellation policy.

4. What happens if you stop paying

Seven days after a licence expires, Rotamate becomes read-only. Everyone can still see every rota, shift, time and pay figure; nothing can be added or changed; and nothing is deleted. Paying restores everything within a minute. We will have warned you on every page for a fortnight beforehand.

5. Your data is yours

You own it. We process it on your instructions and for no purpose of our own — see the data processing agreement. You can have a full export at any time, including on the way out. We do not hold data hostage.

6. What you are responsible for

• Having a lawful basis for the staff data you put in, and telling your staff what you hold.
• Who you give rota-manager access to. It opens every event, everyone's pay and your settings.
• Keeping your join code to your own team, and rotating it if it gets out — one tap.
• Treating personal sign-in links as keys, because that is what they are.
• Using Rotamate lawfully, and not attempting to reach another company's data.

7. What we are responsible for

Keeping it running, patched, backed up and monitored; keeping each company's data separated from every other's; and fixing what we built. Anything that turns out to be our bug is ours to fix, free, however long afterwards. So are security patches, upgrades and any improvement we make to Rotamate itself. Genuinely new functionality is quoted before we start.

8. Availability

We aim for Rotamate to be available at all times and we monitor it continuously, but we do not offer a contractual uptime guarantee at these prices and we would rather say so than print a number we have not committed to. Planned maintenance is done outside normal working hours wherever possible. Faster guaranteed response times are available as a published option.

9. Liability

Nothing here limits liability for death or personal injury caused by negligence, for fraud, or for anything that cannot lawfully be limited. Otherwise our total liability in any twelve months is limited to the fees you paid us in that period. We are not liable for indirect or consequential loss, or for lost profits.

Rotamate helps you run a rota; it does not employ anyone, pay anyone, or verify anyone's right to work. Those remain yours.

10. Changing these terms

We will give at least 30 days' notice by email to your rota managers before any change that affects you. If you do not accept it, cancel before it takes effect and nothing changes for the period you have paid for.

11. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Questions about any of this: info@automationbureau.co.uk, or write to 17 Navigation Road, B38 9EF.