Effective Date: 24 March 2026
Please read these Terms and Conditions carefully before using the Staff Track platform, website, or mobile application (collectively the "Service") operated by Staff Track ("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 intended for use by businesses and organisations. You must be at least 18 years of age and have the legal authority to enter into a binding contract to use the Service.
The Service is billed on a per-seat monthly basis. The current pricing is €5.00 per Admin seat per month and €5.00 per active Employee seat per month. Prices are displayed on our website and are subject to change with 30 days' notice.
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.
All prices are exclusive of applicable taxes. You are responsible for paying any VAT, GST, or other applicable taxes imposed by your local jurisdiction on the Subscription fees.
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:
As an Admin, your company acts as the Data Controller for all employee data submitted to the Service. Staff Track 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 period of 12 months following Account termination, after which they are permanently deleted unless required to be retained by law.
All intellectual property rights in the Service, including the software, design, branding, and documentation, are owned by or licensed to Staff Track. 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 a limited, non-exclusive licence to process and store your data solely for the purpose of providing the Service.
Staff Track 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 aim to provide the Service on a continuous basis but do not guarantee uninterrupted availability. The Service may be temporarily unavailable due to scheduled maintenance, upgrades, or circumstances outside our control. We will endeavour to provide advance notice of planned maintenance where possible.
Staff Track shall not be liable for any loss or damage resulting from Service downtime, data loss due to system failure, or inability to access the Service for any reason.
To the maximum extent permitted by applicable law, Staff Track shall not be liable for any indirect, incidental, consequential, special, or punitive damages arising out of or in connection with your use of the Service, including but not limited to loss of profits, loss of data, loss of goodwill, or business interruption.
Our total cumulative liability to you for any claims arising under these Terms shall not exceed the total Subscription fees paid by you in the 3 months immediately preceding the event giving rise to the claim.
You agree to indemnify and hold harmless Staff Track, 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.
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 reserve the right to suspend or terminate your Account at any time, with or without notice, if we reasonably believe you have breached these Terms, engaged in fraudulent or abusive activity, or if required to do so by law.
Upon termination, your right to access the Service ceases immediately. Your data will be retained for 12 months following termination and then permanently deleted, unless you request earlier deletion.
We reserve the right to modify, update, or discontinue any aspect of the Service at any time. We will provide reasonable notice of any material changes to these Terms via email or a notification within the Service. Continued use of the Service following notice of changes constitutes your acceptance of the updated Terms.
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.
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 and any additional agreements entered into between you and Staff Track, constitute the entire agreement between you and Staff Track with respect to the Service and supersede all prior agreements, representations, and understandings.
If you have any questions about these Terms, please contact us: