Rosterfy App - Terms Of Use
Last updated: 11 February 2026
1. Introduction and Acceptance
1.1 What these Terms cover
These APP Terms of Use govern your access to and use of the Rosterfy mobile application and associated services (together, the “App”). The App includes the Rosterfy volunteer management mobile application, community features (when available), messaging and communication features, artificial intelligence features (when available), and any other features, tools or services we make available through the App from time to time.
1.2 How you accept these Terms
If you are an Organisation, by clicking “Accept” or “I Agree” when enabling App access from your VMS dashboard or when prompted to accept the updated Terms, you accept these Terms on behalf of your organisation and confirm that you have authority to bind your organisation to these Terms.
If you are an individual end user, by clicking “Accept” or “I Agree” when creating your Account, you accept these Terms.
By accessing or using the App, all users also agree to comply with our Acceptable Use Policy and our Privacy Policy, which form part of these Terms.
1.3 Who we are
The App is provided by the applicable Rosterfy entity based on your location. Rosterfy Pty Ltd provides the App if you are located in Australia. Rosterfy Limited (registered in England and Wales) provides the App if you are located in the United Kingdom or European Union and any other jurisdiction that is not explicitly called out. Eventworkforce Inc. (incorporated in Delaware) provides the App if you are located in the United States of America or Canada. These entities are together referred to in these Terms as “Rosterfy”, “we”, “us” or “our”.
1.4 Third-party terms
Your use of the App is subject to the terms and policies of the relevant app store (Apple App Store or Google Play Store) from which you downloaded the App. You agree to comply with all applicable third-party terms.
1.5 Age requirements
You must be at least 13 years old to use the App. If you are under 18 years of age, you should have your parent or guardian’s permission to use the App.
2. Definitions
Account means your unique login credentials for the App.
Acceptable Use Policy means our policy governing acceptable use of the App and our services, available at https://www.rosterfy.com/acceptable-use-policy-rosterfy, as may be updated from time to time.
Content means any text, images, videos, audio, data, information, or other materials.
Organisation means any business, charity, event organiser, or other entity that uses the App to manage volunteers, events, or opportunities.
Opportunity means any volunteer role, event, shift, or activity listed on the App.
Personal Data has the meaning given in applicable data protection laws.
Privacy Policy means our privacy policy available at https://www.rosterfy.com/privacy-policy, as may be updated from time to time.
Service Level Agreement or SLA means our service level agreement available at https://www.rosterfy.com/service-level-agreement, as may be updated from time to time.
User Content means any Content you submit, upload, post, transmit or otherwise make available through the App.
VMS means the Rosterfy Volunteer Management Software (the web-based platform for Organisations).
3. How the App Works
3.1 For Individual End Users (Volunteers/Participants)
(a) How you get access
Your Organisation invites you to participate in Opportunities through their VMS. You receive an invitation (via email, SMS, or other communication from your Organisation). You download the App from your device’s app store and create your Account by accepting these Terms.
(b) Registration and your Account
When you create your Account, we link it to the Opportunities your Organisation has invited you to. Your profile displays information shared by your Organisation. You can update certain personal details within the App. Your Organisation controls which information is visible to you and other participants.
(c) Using the App
You can view Opportunities you’ve been invited to, accept or decline invitations to Opportunities, manage your schedule and track upcoming activities, communicate with coordinators and other participants (where messaging is enabled), and receive notifications about Opportunities.
(d) Important limitations
Your Organisation is responsible for the actual delivery and management of Opportunities. We do not verify or control the content, safety, or legality of Opportunities. Issues with Opportunities should be directed to your Organisation, not to Rosterfy. Your Organisation may remove your access at any time.
3.2 For Organisations
(a) Integration with your VMS
The App integrates with your VMS subscription. Your VMS Master Services Agreement (MSA) governs your subscription and core platform features. These Terms apply specifically to App functionality.
(b) How you get access
You will be enabled with App access from within the VMS dashboard. You accept these Terms when you activate the App integration. Your existing VMS account information is connected to the App.
(c) What gets synced
When you enable the App, we automatically sync your organisation name and logo, contact details for your organisation’s administrators, de-identified tokens linking your volunteers to their invited Opportunities, and Opportunity details (events, roles, shifts, schedules). No personally identifiable information about your volunteers is transferred until they create their own App account.
(d) Managing through the App
You can create and manage Opportunities through the VMS integration, invite volunteers and participants to Opportunities, view participant responses and attendance, communicate with participants through messaging (where enabled), and control what information is visible to participants.
(e) Your responsibilities as an Organisation
You are responsible for obtaining necessary consents to share participant data through the App, ensuring your use complies with all applicable laws (data protection, employment, volunteer rights), the accuracy of information you provide about Opportunities, the safety, supervision, and management of actual events and activities, responding to participant enquiries and issues, and removing access for participants who should no longer use the App.
4. Your Account and Security
4.1 Account Registration
When you create an Account, you must provide accurate and complete information. You are responsible for maintaining the confidentiality of your login credentials, all activities that occur under your Account, and notifying us immediately of any unauthorised use of your Account.
4.2 Account Suspension and Termination
We may suspend or terminate your Account if you breach these Terms, our Acceptable Use Policy or law, if we reasonably believe your Account has been compromised, if we are required to do so by law or regulation, or if your Organisation requests removal of your access. For Organisations, we may also suspend or terminate access for non-payment or breach of your VMS agreement.
5. Acceptable Use
You must comply with our Acceptable Use Policy at all times when using the App. The Acceptable Use Policy sets out prohibited activities, content standards, and rules for appropriate conduct. Any violation of the Acceptable Use Policy constitutes a breach of these Terms and may result in suspension or termination of your access to the App.
6. Messaging and Communication Features
6.1 Availability and Use
Where you or your Organisation has subscribed to Rosterfy Messaging, your use of messaging and communication features is governed by separate Messaging Terms (for Organisations) or Messaging End User Terms (for individual users). Those terms will be made available to you accordingly and must be accepted separately before accessing messaging features.
Once enabled within the App, you may use it to communicate with coordinators, administrators and other participants regarding Opportunities and related coordination activities. Messaging features may include direct messaging, group chats (referred to as “Channels”), and the ability to share files and links where such functionality is made available. You must only use messaging features for legitimate purposes related to the coordination and management of Opportunities in accordance with these Terms and our Acceptable Use Policy.
6.2 Monitoring and Moderation
We implement automated and manual monitoring of messages to detect inappropriate content, policy violations and security threats. We use industry-standard technical and organisational security measures to protect messages. If you are an individual end user, you acknowledge that administrators of your Organisation may access and review all messages within Channels associated with that Organisation for moderation, compliance, security and operational purposes. We may remove, restrict access to or disable any message content that violates these Terms or our Acceptable Use Policy, and may suspend or terminate your access to messaging features for repeated or serious breaches.
6.3 Message Retention and Profile Information
Once you leave a Channel, you will no longer be able to access previous messages from that Channel. Messages may be retained by us and by Organisations in accordance with applicable data retention policies and legal obligations. If you are an individual end user, your messaging profile will display your first name and last initial as provided by your Organisation or as entered by you during account creation.
7. Your Content and Data
7.1 Ownership of Your Content
You retain all ownership rights in your User Content. However, by posting User Content through the App, you grant us a limited, non-exclusive, royalty-free, worldwide licence to host, store, transmit, copy, and process your User Content, to display your User Content to other users as intended by the App’s functionality, and to make backups and create derivative works necessary to operate and improve the App. This licence exists only for as long as necessary to provide the App services and ends when you delete your User Content or Account (subject to backup and legal retention requirements).
7.2 For Organisations – Data You Provide
If you are an Organisation, you warrant that you have all necessary rights and consents to share participant data with the App, you have obtained any required consents under applicable data protection laws, and the information you provide about Opportunities is accurate and not misleading.
7.3 Our Use of Data
We process Personal Data in accordance with our Privacy Policy. Organisations act as data controllers for their participants’ data. We implement appropriate security measures.
7.4 Data Security
We implement industry-standard security measures to protect your data. However, no system is completely secure. You acknowledge that you use the App at your own risk, you are responsible for backing up any important data, and we cannot guarantee absolute security of data transmitted over the internet.
7.5 Your Responsibilities
You are responsible for the accuracy and legality of any User Content you provide, ensuring you have rights to share any Content you post, backing up any Content you consider important, and complying with data protection laws in your use of the App. You indemnify us against any claims, losses, or damages arising from your User Content or breach of these warranties.
8. Intellectual Property
8.1 Our Rights
We (or our licensors) own all intellectual property rights in the App and its underlying software, code, and technology, the Rosterfy name, logos, and branding, Content we create and make available through the App, and all analytics, insights, and reports generated by the App (excluding your underlying data).
8.2 Your Limited Licence
We grant you a limited, non-exclusive, non-transferable, revocable licence to download and use the App on your personal device(s) and to access and use the App’s features in accordance with these Terms. This licence does not permit you to modify, adapt, or create derivative works from the App, reverse engineer, decompile, or disassemble the App, remove or alter any proprietary notices, use the App for commercial purposes (unless you are an Organisation with a VMS subscription), or licence, sell, rent, lease, transfer, or sublicense the App.
9. Third-Party Services and Links
9.1 Third-Party Content
The App may contain links to third-party websites, services, or content. We do not control or endorse such third-party content and are not responsible for the availability, accuracy, or content of third-party sites, your interactions with third parties, or third-party privacy practices or terms.
9.2 Integration with Organisation Systems
Organisations may integrate the App with their own systems and third-party services. We are not responsible for how Organisations configure or use such integrations.
10. Availability and Changes to the App
10.1 Service Availability
We aim to provide reliable access to the App in accordance with our SLA, but we do not guarantee that the App will always be available or uninterrupted, that the App will be error-free or secure, that defects will be corrected, or that the App will meet your specific requirements.
10.2 Maintenance and Updates
We may suspend the App temporarily for maintenance, updates, or repairs, release updates that change App features or functionality, and require you to install updates to continue using the App.
10.3 Changes to Features
We may add, modify, or remove App features at any time. Where changes materially affect your use, we will provide reasonable notice where practicable.
10.4 Discontinuation
We reserve the right to discontinue the App or any features with reasonable notice. For Organisations with paid VMS subscriptions, discontinuation will be subject to your VMS agreement.
11. Fees and Payment
11.1 VMS Subscription (For Organisations)
If you are an Organisation, your access to the App is included with your VMS subscription. Fees and payment terms are governed by your VMS Master Services Agreement or any other applicable amendment from time to time, including but not limited to Messaging Terms.
11.2 Individual End Users
The App is provided at no charge to individual end users.
12. Termination
12.1 Your Right to Stop Using the App
You may stop using the App at any time by deleting the App from your device(s) or by requesting Account deletion via hello@rosterfy.com.
12.2 Our Right to Terminate
We may suspend or terminate your access to the App immediately if you breach these Terms, with notice if we discontinue the App, if required by law or regulation, or for Organisations, in accordance with your VMS MSA.
12.3 Effect of Termination
Upon termination, your licence to use the App ends immediately, you must stop using the App and delete it from your devices, and we may delete your Account and User Content subject to our data retention obligations. Provisions that by their nature should survive (liability limitations, indemnities, governing law) continue to apply.
12.4 Data After Termination
After termination, your data will be handled in accordance with our Data Deletion Policy available at https://www.rosterfy.com/security-compliance.
13. Liability and Indemnity
13.1 Disclaimer of Warranties
The App is provided “as is” and “as available” without warranties of any kind, whether express or implied. To the maximum extent permitted by law, we disclaim all warranties including the implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the App will meet your specific requirements, be uninterrupted, timely, secure or error-free, or that defects will be corrected.
13.2 Limitation of Liability for Individual End Users
This clause 13.2 applies if you are an individual end user (not an Organisation).
To the maximum extent permitted by applicable law, we exclude all liability to you whether in contract, tort (including negligence), breach of statutory duty, or otherwise, arising under or in connection with these Terms or your use of the App. Where our liability cannot be excluded by law, our total aggregate liability to you for all claims arising from or in connection with your use of the App shall not exceed: (a) one hundred pounds sterling (£100) if you are located in the United Kingdom or European Union; (b) two hundred Australian dollars (A$200) if you are located in Australia; (c) one hundred United States dollars (US$100) if you are located in the United States of America or Canada; or (d) one hundred pounds sterling (£100) if you are located in any other jurisdiction.
In no event shall we be liable to you for any indirect, incidental, special, consequential or punitive losses or damages, including loss of profits, revenue, business, opportunities, data, goodwill or reputation, whether or not such losses were foreseeable or we were advised of the possibility of such losses.
Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law.
You acknowledge and agree that the Organisation (not Rosterfy) is responsible for the Opportunities in which you participate, including all matters relating to the Organisation’s conduct, safety measures, supervision and management of such Opportunities. We are not liable for any acts or omissions of the Organisation. We do not verify, endorse or make any representations regarding Organisations or their Opportunities. Any issues, complaints or claims relating to Opportunities must be directed to the relevant Organisation.
13.3 Limitation of Liability for Organisations
This clause 13.3 applies if you are an Organisation using the App in connection with your VMS subscription.
Liability arising from your use of the App is governed by the limitation of liability provisions set out in your VMS MSA. To the extent there is any conflict between these Terms and your VMS MSA regarding liability, the limitation of liability provisions in your VMS MSA shall prevail.
For the avoidance of doubt, nothing in these App Terms increases or expands our liability beyond that set out in your VMS Master Services Agreement.
13.4 User Content
We are not responsible for any User Content posted, transmitted or made available through the App by you or any other user. You access and use such User Content entirely at your own risk. We do not control, verify, endorse or accept responsibility for User Content and disclaim all liability arising from or in connection with User Content to the maximum extent permitted by law.
13.5 Indemnity by Individual End Users
If you are an individual end user, you agree to indemnify, defend and hold harmless Rosterfy and its officers, directors, employees, agents and affiliates from and against any and all claims, liabilities, damages, losses, costs and expenses (including reasonable legal fees) arising out of or in connection with: (a) your breach of these Terms; (b) your violation of any applicable law or regulation; (c) your User Content; or (d) your use or misuse of the App.
13.6 Indemnity by Organisations
If you are an Organisation, indemnity obligations arising from your use of the App are governed by the indemnity provisions set out in your VMS Master Services Agreement.
14. Dispute Resolution
14.1 Informal Resolution
If you have a complaint or dispute, please contact us first at hello@rosterfy.com. We will work with you to resolve issues informally where possible.
14.2 Governing Law and Jurisdiction
These Terms are governed by and construed in accordance with the laws of England and Wales if you are located in the United Kingdom or European Union (or any other location not specified below), the laws of the State of Victoria, Australia if you are located in Australia, or the laws of the State of Delaware, United States of America if you are located in the United States of America or Canada. Both parties submit to the non-exclusive jurisdiction of the courts in the relevant jurisdiction.
14.3 Consumer Rights
If you are a consumer, these Terms do not affect your statutory rights under applicable consumer protection laws.
15. Artificial Intelligence and Emerging Features
15.1 AI-Powered Features
We may from time to time make available artificial intelligence and machine learning features within the App or integrated with the App (collectively, “AI Features”). AI Features may include automated assistants, intelligent recommendations, natural language processing, automated scheduling, content generation and other AI-powered tools designed to enhance your use of the App and improve the coordination and management of opportunities.
15.2 Optional Use of AI Features
AI Features may be made available on an optional basis. Where AI Features are optional, you may choose whether or not to enable or use such features. Organisations may control whether AI Features are available to their participants and may enable or disable AI Features for their organisation. We will provide reasonable notice and information about AI Features before they are made available to you.
15.3 AI Feature Accuracy and Limitations
You acknowledge and agree that AI Features are provided as tools to assist you and are not a substitute for human judgment and decision-making. AI Features may produce outputs that are inaccurate, incomplete, inappropriate or unreliable. We do not warrant the accuracy, completeness, reliability or suitability of any outputs generated by AI Features. You remain solely responsible for verifying and validating any information or outputs provided by AI Features before relying on or acting upon them.
15.4 Use of Content with AI Features
Where you use AI Features, you may provide input, prompts, instructions or other content to such features (collectively, “AI Inputs”). You retain ownership of your AI Inputs. By providing AI Inputs to AI Features, you grant us a limited, non-exclusive, royalty-free licence to process your AI Inputs solely to operate the AI Features and provide outputs to you. AI Features may generate content, suggestions, recommendations or other outputs based on your AI Inputs and other data (collectively, “AI Outputs”). Subject to any underlying third-party intellectual property rights, you may use AI Outputs in accordance with these Terms. We do not claim ownership of AI Outputs, but you acknowledge that similar or identical outputs may be generated for other users.
15.5 Data Processing for AI Features
AI Features process your data, including Personal Data, User Content and usage information, solely for the purpose of providing the App services and generating outputs for you. We do not use your data to train AI models. Our processing of Personal Data in connection with AI Features is governed by our Privacy Policy. We implement appropriate technical and organisational measures to protect data processed by AI Features. Where AI Features are provided by or incorporate third-party AI services, such third-party services will process data in accordance with their own terms and privacy policies, and we will notify you of such third-party involvement.
15.6 Changes to AI Features
We may modify, update, suspend or discontinue any AI Features at any time without prior notice. AI Features are subject to ongoing development and improvement, and functionality may change over time. We may impose usage limits, restrictions or additional terms on AI Features where necessary for operational, security or compliance reasons.
15.7 Future Features Generally
In addition to AI Features, we may introduce other new features, tools, services or functionality within the App from time to time. Such new features will be subject to these Terms unless we notify you of additional or different terms that apply specifically to such features. We reserve the right to modify, suspend or discontinue any features of the App at any time, subject to providing reasonable notice where such changes materially affect your use of the App.
16. General Provisions
16.1 Changes to These Terms
We may update these Terms from time to time by posting revised Terms in the App or on our website. Where changes are material, we will provide reasonable notice (for example, via email or in-App notification). Your continued use of the App after the effective date of updated Terms constitutes acceptance. If you do not agree to updated Terms, you must stop using the App.
Organisations only
Where these Terms are updated and require re-acceptance, the Organisation agrees that acceptance by any integration Admin or, where no integration Admin has accepted within fourteen (14) days of first being prompted, by any Admin user who confirms they have authority to bind the Organisation, shall constitute valid acceptance on behalf of the entire Organisation. The Organisation is responsible for ensuring that users who accept terms on its behalf have appropriate authority. Where no authorized user has accepted updated Terms within thirty (30) days of notice, the Organisation’s continued use of the App shall constitute acceptance of the updated Terms.
16.2 Assignment
You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign or transfer our rights and obligations under these Terms to any third party, including in connection with a merger, acquisition, or sale of assets. We will notify you of any such assignment.
16.3 Entire Agreement (for Organisations)
For Organisations, these Terms govern your use of the App specifically. Your VMS Master Services Agreement governs your subscription and core platform use. If there is a conflict between these Terms and your VMS agreement regarding App use, these Terms prevail.
16.4 Severability
If any provision of these Terms is found to be invalid or unenforceable, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.
16.5 Waiver
Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.
16.6 Force Majeure
We are not liable for any failure or delay in performance due to circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, pandemics, labour disputes, or internet or telecommunications failures.
16.7 Third-Party Rights
These Terms do not create any third-party beneficiary rights except as expressly stated.
16.8 Survival
Provisions that by their nature should survive termination (including ownership, warranties, indemnities, limitations of liability, and dispute resolution) will survive termination or expiration of these Terms.
16.9 Notices
Notices to you may be provided via email to the address associated with your Account or through in-App notifications. Notices to us should be sent to hello@rosterfy.com.
16.10 Language
These Terms are provided in English. If we provide a translation, the English version prevails in case of conflict.
17. Contact Us
If you have questions about these Terms or the App, please contact us:
Email: hello@rosterfy.com
Website: https://www.rosterfy.com
Support: https://support.rosterfy.com
Acceptance
By using the App, you acknowledge that you have read, understood, and agree to be bound by these Terms of Use.
For Organisations, these Terms apply in addition to your VMS Master Services Agreement.
Last updated: 11 February 2026 Version: 2.0