Effective Date: 3 November 2026
Please read these Terms and Conditions carefully before using the Staff Track Limited platform, website, or mobile application (collectively the "Service") operated by Staff Track Limited ("we", "us", or "our"). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, please discontinue use immediately.
By creating an Account, subscribing to the Service, or using any feature of the platform, you confirm that you have read, understood, and agree to these Terms and our Privacy Policy. If you are using the Service on behalf of a company or organisation, you represent that you have the authority to bind that entity to these Terms.
To use the Service you must register for an Account by providing accurate and complete information including your company name, contact details, and a secure password. You are responsible for maintaining the confidentiality of your login credentials.
You are solely responsible for all activity that occurs under your Account. You must notify us immediately at admin@staff-track.com if you suspect any unauthorised access. We are not liable for any loss resulting from unauthorised use of your Account.
The Service is provided for business use only and is not available to consumers. By creating an Account you confirm that you are acting for the purposes of your trade, business, craft or profession, and not as a consumer. You must be at least 18 years of age and have the legal authority to enter into a binding contract to use the Service.
We reserve the right, at our sole discretion and subject to applicable law, to decide whether to provide the Service to any person or business. We may refuse or cancel any registration, trial or Subscription, or decline to provide any new feature or service, without giving a reason. Where we end an existing Subscription, section 13.2 applies, and where we withdraw a feature you are already paying for, section 14 applies.
You choose who has access to your Account, including your Admins, managers, Employees, subcontractors and any other users you invite. You are responsible for everything they do in the Service as if it were done by you, including any action an Admin takes on your Account or its data. Managing your users, their permissions and your Account settings is your responsibility, not ours.
The employee/admin Service is billed on a per-seat monthly basis, as per our website pricing. Prices are displayed on our website and are subject to change with 30 days' notice.
Each Account includes 1 GB of storage, shared across the whole Account. Storage covers everything the Account holds: uploaded files (such as photos, videos, documents, drawings and receipts) and the Account's records (such as jobs, certificates, quotes and time logs).
Each plan includes a monthly allowance of AI credits for the Service's AI features (such as scanning receipts and supplier invoices, reading certificates and drafting content): Lite 50 credits, Starter 100 credits and Pro 150 credits per month.
New Accounts may be entitled to a free trial period as specified at the time of registration. No payment method is required during the trial. At the end of the trial, a valid payment method must be provided to continue using the Service.
Subscriptions are billed monthly in advance. Your billing cycle begins on the date your trial ends or the date you first provide a payment method. Invoices are generated automatically by our payment processor, Stripe.
If you add Employee seats during a billing cycle, the additional seats will be charged at the next billing date. If you remove Employee seats during a billing cycle, no credit or refund will be issued for the remainder of that billing period.
You may cancel your Subscription at any time through the Billing section of your Admin dashboard. Cancellation takes effect at the end of your current billing period. No refunds are issued for partial months or unused time remaining in a billing cycle.
If a payment fails, your Account will be placed in an overdue state. We will notify you by email and attempt to retry the payment. If payment is not received within 7 days, access to the Service may be suspended until the outstanding balance is settled.
Prices are shown excluding VAT, GST and other sales taxes unless stated otherwise, and any such taxes will be added to your invoice at the applicable rate. You must pay all fees in full, without any deduction, set-off or counterclaim.
Free trials, and any feature we mark as beta, preview or early access, are provided so you can try them. They are provided "as is", may change or be withdrawn at any time, and may never be released in full. To the extent permitted by law, we give no commitment about them and our total liability in connection with any free trial or beta feature is limited to €100 (or the equivalent in your billing currency).
The Service is provided for the purpose of employee time tracking, scheduling, attendance management, and related business operations. You agree to use the Service only for lawful purposes and in accordance with these Terms.
You must not:
If you break this section we may suspend access for the users concerned, or for your whole Account, straight away and without a refund, as well as using our other rights under these Terms.
You confirm that you own, or have the right to use, all data, documents and other material that you or your users put into the Service, and that putting it into the Service and our processing it to provide the Service does not break any law or anyone else's rights, including privacy, data protection, direct marketing and intellectual property rights. You are responsible for the accuracy, quality and legality of that data.
As an Admin, your company acts as the Data Controller for all employee data submitted to the Service. Staff Track Limited acts as a Data Processor on your behalf. You are responsible for ensuring that your use of the Service complies with applicable data protection laws, including the General Data Protection Regulation (GDPR) where applicable.
You are responsible for obtaining all necessary consents from your employees before enrolling them in the Service, including consent to GPS location tracking, clock-in/out monitoring, and push notifications.
The Service uses GPS and geofencing technology to verify employee clock-in and clock-out locations. Location data is processed only when an employee is actively using the application for clock-in or clock-out purposes, or when automatic clock-out is enabled by the Admin. Location data is stored securely and is accessible only to authorised Admins of the Account.
Time logs, session records, and employee data are retained for the duration of your Subscription and for a 30-day grace period after it ends. After that grace period, all company data is permanently deleted from our systems, including backups, within 30 days, unless we are required by law to retain it. This matches our Data Processing Agreement.
We maintain appropriate technical and organisational measures to protect your data, as described in our Data Processing Agreement, including encryption in transit, access controls and regular backups.
If we become aware of a personal data breach affecting your data, whether on our systems or a sub-processor's, we will notify you without undue delay and in any event within 72 hours, give you the information you reasonably need to meet your own legal obligations, and take reasonable steps to contain the breach and limit its effects.
You are responsible for: the accuracy and lawfulness of the data you enter; obtaining any consents and giving any notices required for your employees and customers; keeping login details and devices secure; removing access for staff who leave; and the security of any third-party system you connect to the Service. We are not liable for a breach to the extent it is caused by a failure in any of these responsibilities.
Where a breach is caused partly by us and partly by you or a third party, each party's liability will be in proportion to its share of responsibility for the damage.
We collect information about how the Service is used, including which features each Account and user uses, AI usage, app versions and device information, to provide, bill, support, secure and improve the Service. We handle it in line with our Privacy Policy and Data Processing Agreement. We may also use it in anonymised, aggregated form to analyse and improve the Service. We do not use your Content or your users' personal data to train artificial intelligence models.
All intellectual property rights in the Service, including the software, design, branding, and documentation, are owned by or licensed to Staff Track Limited. Nothing in these Terms grants you any right to use our trademarks, logos, or brand names without our prior written consent.
Any data you submit to the Service remains your property. You grant Staff Track Limited a limited, non-exclusive licence to process and store your data solely for the purpose of providing the Service.
Templates and forms. You may provide us with your own documents — certificates, checklists, forms and similar materials (“Customer Materials”) — for us to build into the Service. Customer Materials remain your property. Any digital template, layout, field structure or other work that Staff Track Limited creates, adapts or amends from Customer Materials or otherwise within the Service (“Staff Track Templates”) is, and remains, the intellectual property of Staff Track Limited.
For the duration of your Subscription (or trial) you have a non-exclusive, non-transferable licence to use Staff Track Templates within the Service to produce completed documents. Completed documents — filled and signed certificates, reports and forms — are your Content and remain yours to download and keep. Staff Track Templates themselves may not be exported, copied, reproduced, reverse-engineered or recreated outside the Service, and no right to use them survives the end of your Subscription or trial.
Staff Track Limited offers an optional managed service whereby we assist with account setup, configuration, and ongoing support for an additional monthly fee agreed separately. This service is provided on a best-efforts basis. Response times and scope of support will be outlined in a separate service agreement or communicated at the time of purchase.
Managed support does not guarantee resolution of all issues and does not include development of custom features not included in the standard service.
We will use reasonable skill and care to keep the Service available and to protect the data you store in it, including by keeping regular backups. We do not promise that the Service will be uninterrupted or error-free, and the Service is not designed to be your only record of business-critical information. We will endeavour to give advance notice of planned maintenance where possible.
You are responsible for exporting and keeping your own copies of information you need for legal, payroll, tax, safety or certification purposes, using the export and download features in the Service.
Subject to section 11, our liability for any period during which the Service is unavailable, or for any loss or corruption of data, is limited to (a) using reasonable efforts to restore the Service and to restore your data from our most recent backup, and (b) a credit or refund of the Subscription fees for the period of unavailability where it exceeds 24 consecutive hours and was not caused by planned maintenance or an event described in section 10.
The Service relies on third-party providers, including providers of cloud hosting, databases, file storage, email and SMS delivery, mapping, payment processing, app stores, mobile networks and artificial intelligence services ("Third-Party Providers"). A current list of the Third-Party Providers that process personal data (our sub-processors) is set out in our Data Processing Agreement.
We select Third-Party Providers with reasonable care and require those that process personal data to meet the data protection standards set out in our Data Processing Agreement. We do not control, and are not responsible for, the availability, performance or security of a Third-Party Provider's own systems, except to the extent that a failure is caused by our own breach of these Terms. This section does not reduce our responsibility to you, under the Data Processing Agreement, for the data protection obligations of our sub-processors, which remains subject to section 11.
We will not be in breach of these Terms, and will not be liable for any delay or failure to provide the Service, to the extent it is caused by an event outside our reasonable control. Such events include: an outage, failure, suspension or security incident affecting a Third-Party Provider; failure of the internet, telecommunications or power networks; a cyber attack, denial-of-service attack or malicious code that we could not reasonably have prevented using the security measures described in these Terms; fire, flood, storm, pandemic, war, terrorism, civil unrest, industrial action; or an act or order of a government or regulator.
If such an event occurs, we will take reasonable steps to limit its effect, restore the Service as soon as reasonably practicable and keep you informed. If the event prevents you from using the Service for more than 30 consecutive days, either party may end the Subscription by written notice, and we will refund any fees you paid in advance for the period after the date it ends.
Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by law.
Subject to section 11.1, we are not liable, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for: (a) loss of profits, revenue, contracts, business or anticipated savings; (b) loss of goodwill or reputation; (c) business interruption; (d) any indirect or consequential loss; or (e) loss caused by your own failure to follow these Terms, to keep your login credentials secure, or to check results produced by the Service.
Subject to section 11.1, our total liability to you for all claims arising out of or in connection with these Terms, the Data Processing Agreement and the Service, in any 12-month period, is limited to the total Subscription fees paid by you to us in the 6 months immediately before the event giving rise to the first claim.
Section 11.3 applies to all claims relating to personal data, including claims arising from a personal data breach and claims under the Data Processing Agreement, except to the extent that the law does not permit liability to be limited.
Certificates, calculators, estimates, quotes, routes, AI-generated content and other outputs of the Service are tools to assist a qualified person. You and your staff remain responsible for checking them and for any professional judgement, certification, design or safety decision based on them. We are not liable for any loss arising from reliance on an output that a competent person in your trade would have checked.
Each limitation and exclusion in this section is a separate term and applies even if another one is found to be unenforceable.
You agree to indemnify and hold harmless Staff Track Limited, its directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including legal fees) arising out of or in connection with your use of the Service, your breach of these Terms, or your violation of any applicable law or the rights of any third party. This includes any claim by your employees, subcontractors or customers arising from your failure to obtain a required consent, to give a required notice, or to use the Service in accordance with data protection and employment law.
You may terminate your Account at any time by cancelling your Subscription and contacting us at admin@staff-track.com to request Account deletion. Termination does not entitle you to a refund of any prepaid Subscription fees.
We may terminate your Account and Subscription at any time and for any reason by giving the Admin written notice by email. Termination takes effect on the date stated in the notice, and we will refund any Subscription fees you paid in advance for the period after that date.
We may also suspend or terminate your Account immediately, with or without notice and without a refund, if we reasonably believe you have breached these Terms, engaged in fraudulent or abusive activity, or if required to do so by law.
In either case your data is kept and deleted as set out in section 13.3.
Upon termination, your right to access the Service ceases immediately. Your data is kept for a 30-day grace period during which you may ask us to export it. It is then permanently deleted from our systems, including backups, within a further 30 days, unless we are required by law to keep it, as set out in section 6.4 and in our Data Processing Agreement.
We may modify, update or discontinue any aspect of the Service, and update these Terms, from time to time. The current version of these Terms is always published at www.staff-track.com/terms with its Effective Date, and applies to all Accounts, including Accounts opened before that date.
We will notify the Admin of each Account of any material change to these Terms by email or by a notice in the Service at least 14 days before it takes effect, unless the change is required sooner by law or to address a security risk.
By continuing to use the Service after the Effective Date you accept the updated Terms. If you do not agree, you may cancel your Subscription before the Effective Date and we will refund any fees you paid in advance for the period after cancellation.
If you are located in Australia, the Australian Consumer Law may give you guarantees that cannot be excluded, restricted or modified ("Consumer Guarantees"). Nothing in these Terms excludes, restricts or modifies any Consumer Guarantee or any other right you have under the Australian Consumer Law.
To the extent the law allows, our liability for a failure to comply with a Consumer Guarantee is limited, at our option, to supplying the services again or paying the cost of having the services supplied again.
If any term of these Terms is found to be an unfair contract term under Australian law, that term will be read down or removed to the extent necessary, and the rest of these Terms will continue to apply.
Each party will keep confidential any non-public business, technical or financial information it receives from the other in connection with the Service ("Confidential Information"), will use it only for the purposes of these Terms, and will protect it with at least reasonable care. A party may share Confidential Information with its own staff, advisers and contractors who need it for those purposes and are bound by confidentiality duties at least as strict as these, and remains responsible for them.
This section does not apply to information that is or becomes public through no fault of the receiving party, that the receiving party already had or receives from someone else without restriction, that it develops independently, or that it must disclose by law or by order of a court or regulator (in which case it will, where allowed, tell the other party first). These obligations continue after these Terms end. Your Content and personal data are also protected by section 6 and our Data Processing Agreement.
These Terms are governed by and construed in accordance with the laws of Ireland. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Ireland, subject to any rights you have under section 15.
Before initiating any legal proceedings, both parties agree to attempt to resolve any dispute in good faith through direct negotiation for a period of 30 days.
These Terms, together with our Privacy Policy, our Data Processing Agreement and any additional agreements entered into between you and Staff Track Limited, constitute the entire agreement between you and Staff Track Limited with respect to the Service and supersede all prior agreements, representations, and understandings.
You may not transfer your Account or your rights under these Terms without our written consent. We may transfer our rights and obligations under these Terms to a company in our group, or to anyone who acquires all or most of our business or assets, or as part of a merger or reorganisation, and we will tell you if we do.
We may name your business, and show its name and logo, in our customer lists and marketing. We will stop doing so for future material if you ask us in writing.
We may give you notices by email to the Admin email address on your Account or by a notice in the Service. You may give us notices by email to admin@staff-track.com. An email notice is treated as received at 9am (Irish time) on the next business day in Ireland after it is sent.
If any part of these Terms is found to be invalid or unenforceable, it will apply with the smallest change needed to make it valid, and the rest of these Terms will continue in full force.
If either party delays or does not enforce any right under these Terms, that does not mean the right is given up, and it can still be enforced later.
Any part of these Terms that by its nature should continue after your Account ends will continue, including sections 5.3, 6, 7, 11, 12, 13.3, 16, 17 and this section 19.
Nothing in these Terms creates a partnership, joint venture, agency or employment relationship between you and us.
If you have any questions about these Terms, please contact us: