Terms of Service
Version 1.1 · Effective 5 August 2026
These Terms of Service (“Terms”) govern your access to and use of the TeamZap workforce-management platform (“Service”).
1. Acceptance
By creating an account or using the Service, you agree to be bound by these Terms and our Privacy Policy. If you do not agree, do not use the Service.
2. Account and authorisation
You must provide accurate registration information and keep your credentials secure. You are responsible for all activity under your account. You authorise TeamZap to process employee personal data on your organisation’s behalf as a data processor under our Data Processing Agreement.
3. Your responsibilities as an employer
The Service is a workforce-management tool. You (the customer organisation) are and remain the employer of your staff at all times. TeamZap is not a party to any employment relationship, does not employ, engage, schedule or direct your staff, and makes no employment decisions. You are solely responsible for: (a) all staffing, scheduling, pay and employment decisions, including any made using outputs of the Service; (b) compliance with all laws applicable to you as an employer, including working time, minimum wage, right-to-work and immigration, holiday pay and sector regulations (for example CQC or Ofsted requirements); and (c) the accuracy of the data you and your staff enter into the Service.
4. AI and automated features
Parts of the Service use algorithmic or artificial-intelligence techniques to generate suggestions — for example schedule drafts, staffing suggestions, demand estimates, cover recommendations and alerts. These outputs are decision-support only: they may be incomplete or incorrect, are not guaranteed to be accurate, and are always subject to your review. No schedule takes effect unless you or your authorised user publishes or approves it. You agree that you will not rely on any automated output as the sole basis for an employment, staffing or financial decision, and that responsibility for every published schedule and every staffing decision rests with you.
5. No legal, compliance or professional advice
The Service may display compliance-related information, warnings or calculations (for example relating to working-time rules, visa hours, holiday entitlement or pay). These features are provided as informational aids only and do not constitute legal, tax, immigration or other professional advice. They may not reflect the most recent law or your specific circumstances. You remain solely responsible for your legal and regulatory compliance and should take independent professional advice where appropriate.
6. Service availability
TeamZap targets 99.5% monthly uptime during the introductory period. We are not liable for outages caused by third-party providers, scheduled maintenance, or events outside our reasonable control.
7. Fees and billing
During the introductory period, the Service is offered at no charge. Any future fees, billing cycle and refund policy will be confirmed in writing, clearly and in advance, before any charge is made.
8. Customer data
You retain ownership of all data you submit to the Service. We process it only as needed to provide the Service and as set out in our Privacy Policy and DPA. You may export or delete your data at any time via the in-app GDPR tools.
9. Acceptable use
You agree not to: (a) misuse the Service or interfere with its operation; (b) reverse-engineer or copy any part of it; (c) use it to violate any law or third-party right; (d) attempt to access data of other customers; (e) send unlawful, defamatory or harmful content.
10. Intellectual property
The Service and all related software, branding and documentation are owned by TeamZap or its licensors. No rights are granted to you except as expressly stated in these Terms.
11. Confidentiality
Each party agrees to keep the other’s confidential information confidential and to use it only for the purposes of this agreement.
12. Term and termination
These Terms remain in effect while you use the Service. Either party may terminate for material breach not cured within 30 days of notice. We may suspend the Service immediately if your use poses a security risk. On termination, you may export your data for 30 days, after which it will be deleted in line with our retention policy.
13. Warranties, disclaimers and beta features
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE”. WE DISCLAIM ALL WARRANTIES, CONDITIONS AND OTHER TERMS IMPLIED BY STATUTE OR COMMON LAW TO THE MAXIMUM EXTENT PERMITTED BY LAW, INCLUDING FITNESS FOR A PARTICULAR PURPOSE AND SATISFACTORY QUALITY. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT ANY OUTPUT (INCLUDING AI-GENERATED OUTPUT) WILL BE ACCURATE OR COMPLETE. Features identified as beta, preview or early access are provided for evaluation, may change or be withdrawn without notice, and are excluded from any availability target.
14. Limitation of liability
Nothing in these Terms excludes or limits either party’s liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be excluded or limited by law.
SUBJECT TO THE PARAGRAPH ABOVE: (i) WE WILL HAVE NO LIABILITY FOR ANY LOSS OF PROFITS, LOSS OF REVENUE, LOSS OF BUSINESS OR OPPORTUNITY, LOSS OF GOODWILL, LOSS OR CORRUPTION OF DATA, BUSINESS INTERRUPTION, STAFFING OR WAGE COSTS, AGENCY OR TEMPORARY-STAFF COSTS, FINES OR REGULATORY PENALTIES, TRIBUNAL AWARDS OR EMPLOYMENT CLAIMS, OR ANY INDIRECT, INCIDENTAL, SPECIAL OR CONSEQUENTIAL LOSS OF ANY KIND, WHETHER ARISING IN CONTRACT, TORT (INCLUDING NEGLIGENCE) OR OTHERWISE, EVEN IF ADVISED OF THE POSSIBILITY; (ii) WE WILL HAVE NO LIABILITY FOR ANY LOSS ARISING FROM STAFFING, SCHEDULING, PAY OR EMPLOYMENT DECISIONS MADE BY YOU, INCLUDING DECISIONS INFORMED BY OUTPUTS OF THE SERVICE (SEE SECTIONS 3–5); (iii) OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE FEES YOU ACTUALLY PAID US FOR THE SERVICE IN THE 12 MONTHS BEFORE THE FIRST EVENT GIVING RISE TO LIABILITY OR, IF YOU USE THE SERVICE FREE OF CHARGE, ONE HUNDRED POUNDS (£100).
15. Indemnity
You agree to indemnify and hold TeamZap (iHybrid Ltd), its officers and employees harmless from any third-party claim, loss or expense (including reasonable legal fees) arising from: (a) your breach of these Terms; (b) your unlawful use of the Service; (c) any employment, staffing, pay or workplace claim brought by your staff or any third party in connection with your business; or (d) data you submit to the Service.
16. Third-party services
The Service interoperates with third-party services (for example payment processors, calendar and accounting integrations, and notification providers). We are not responsible for third-party services, their availability or their terms, which apply to you directly.
17. Force majeure
Neither party is liable for failure or delay caused by events beyond its reasonable control, including internet or utility failures, hosting-provider outages, industrial action, epidemics or acts of government. Payment obligations are excluded from this clause.
18. Changes to terms
We may update these Terms. We will notify you of material changes via email and an in-app acceptance prompt. Continued use after the effective date constitutes acceptance of the new Terms.
19. General
These Terms, together with the Privacy Policy, DPA and any order form, are the entire agreement between the parties and supersede all prior discussions. If any provision is held unenforceable, it will be modified to the minimum extent necessary and the remainder will continue in full force. You may not assign these Terms without our written consent; we may assign them to a group company or in connection with a merger or sale. A failure to enforce a provision is not a waiver of it. These Terms are made for business customers; the Service is not offered to consumers.
20. Governing law
These Terms are governed by the laws of England and Wales. Any dispute will be subject to the exclusive jurisdiction of the courts of England and Wales.