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Rosterfy - Terms of Use

Effective Date: 2 October 2026

Last Updated: 2 October 2026

1. Definitions

“Client Organisation” means the organisation, company, charity, government body, sports club, or other entity that has contracted with Rosterfy to provide this Platform for their activities and programmes.

“End User” means any individual who has been granted access to the Platform by the Client Organisation, including but not limited to Volunteers, Administrators, Contractors and Authorised Users.

“Volunteer” means an End User who provides unpaid services or assistance to the Client Organisation.

“Administrator” means an End User with elevated privileges to manage, configure, and oversee the Platform for the Client Organisation.

“Contractor” means an End User who provides paid services to the Client Organisation under a separate contractual arrangement.

“Authorised User” means any End User who has been granted specific access rights, permissions, and user roles by the Client Organisation.

“Platform” means the Rosterfy software platform and related services provided through this agreement.

“We,” “Us,” “Our” means Rosterfy Pty Limited and our associated entities Rosterfy Limited (UK) and Event Workforce Group (USA) Inc., depending on which entity has contracted with the Client Organisation to make the Platform available to you.

“You,” “Your” refers to you as an individual End User.

2. Acceptance of Terms

By creating an account or using this Platform, you agree to these Terms of Use, our Acceptable Use Policy, available at https://www.rosterfy.com/acceptable-use-policy/, and our End-User Licence Agreement (EULA), available at https://www.rosterfy.com/legal/end-user-license-agreement-eula/, each of which is incorporated by reference into and forms part of these Terms. You also acknowledge our Privacy Policy. If you don’t agree to all these terms, please don’t use our services.

 

3. About Our Service

This Platform is provided by Rosterfy and customised for the Client Organisation. We act as a technology service provider whilst the Client Organisation manages programmes and activities. This service is provided to different types of users including Volunteers, Administrators, Contractors, and other Authorised Users.

4. Your Account and Responsibilities

  • Eligibility and Minors: The Platform is intended for use by individuals who are at least 18 years of age, or the age of legal majority in their jurisdiction. Where a Client Organisation permits participation by an End User under that age, the Client Organisation is responsible for obtaining and retaining verifiable parental or legal guardian consent before that End User accesses the Platform, and for ensuring such consent satisfies applicable law in the End User’s jurisdiction. We may require confirmation of such consent from the Client Organisation as a condition of provisioning access for an under-age End User.
  • Provide accurate information during registration and specify your user type/role
  • Keep your login credentials secure and confidential
  • Follow the Client Organisation’s applicable policies and guidelines based on your user role
  • Report any security issues or inappropriate behaviour promptly
  • Use the Platform only for authorised activities related to your role with the Client Organisation
  • Notify us if your contact information or role status changes
  • Comply with any additional terms specific to your user type (Volunteer, Administrator, Contractor, etc.)

5. Relationship with the Client Organisation

Your relationship and activities with the Client Organisation are governed by separate terms, privacy policy, other policies, codes of conduct, and guidelines specific to you. We are not responsible for programme decisions, scheduling, management, or employment/contractor relationships – these are handled directly by the Client Organisation.

Any disputes regarding your activities or relationship with the Client Organisation should be directed to the Client Organisation, not Rosterfy.

6. Platform Rules and Conduct

Your conduct on the Platform is governed by our Acceptable Use Policy, incorporated by reference at Section 2 above. By using the Platform, you agree to comply with the Acceptable Use Policy at all times, in addition to these Terms.

7. Privacy and Data Protection

We process your personal data as described in our Privacy Policy. Different user types may have different data processing requirements:

  • The Client Organisation and Rosterfy both have responsibilities for your data
  • We act as a data processor on behalf of the Client Organisation in the instances, where you have joined our Platform through a Client Organisation
  • Your access level and user type may affect what data you can view and process
  • You have rights regarding your personal data under applicable privacy laws
  • See our Privacy Policy for complete details about data handling

Please note that, where the Client Organisation has made a Privacy Policy available, that policy shall also be applicable to you. For further information, please contact the Client Organisation.

8. Service Provision and Availability

  • We provide the Platform to End Users as determined by the Client Organisation
  • Service may be provided free of charge or under separate commercial arrangements (if and when applicable, where separate terms would be applicable)
  • We strive to maintain 24/7 availability but cannot guarantee uninterrupted service
  • We may perform maintenance, updates, or modifications that temporarily affect access
  • We reserve the right to modify Platform features and functionality
  • Technical support is provided based on your user type and any applicable service agreements

9. Content and Information

  • You retain ownership of information and content you provide
  • You grant us necessary rights to process your content to provide the service
  • You are responsible for the accuracy of information you submit
  • The Client Organisation may have additional policies about content and communications
  • We may remove content that violates these Terms or applicable laws

10. Termination

Termination by You: You may stop using the Platform and request account deletion at any time.

Termination by Us: We may terminate your access if you:

  • Violate these Terms or the EULA
  • Engage in harmful or inappropriate conduct
  • Violate applicable laws or regulations

Termination by Client Organisation: The Client Organisation may also request termination of your Platform access related to your status with them or respective breach of their terms and policies.

Effect of Termination: Upon termination, your access rights end immediately and we may delete your account data (subject to legal retention requirements), as further described in our Privacy Policy.

11. Disclaimers and Limitations

Service Provided “As Is”: The Platform is provided “as is” without warranties. We disclaim all warranties including merchantability, fitness for purpose, and non-infringement.

Limitation of Liability: Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability which cannot be excluded or limited under applicable law, including the Consumer Rights Act 2015 where you are contracting as a consumer in the United Kingdom, or equivalent mandatory consumer protection law in your jurisdiction.

Subject to the above, TO THE MAXIMUM EXTENT PERMITTED BY LAW:

  • Our liability to you is limited to the greatest extent allowed by law
  • We are not liable for indirect, incidental, special, or consequential damages
  • We are not responsible for programme decisions or management by the Client Organisation
  • You use the Platform at your own risk

Client Organisation Activities: We are not responsible for any activities, events, or interactions arranged through the Client Organisation, nor for employment or contractor relationships between users and the Client Organisation.

12. Indemnification

 

To the extent permitted by law, you agree to indemnify Rosterfy against any claims, damages, losses, or reasonable expenses (including legal fees) arising directly from:

  • Your breach of these Terms, the EULA, or the Acceptable Use Policy
  • Your fraudulent, unlawful, or wilfully wrongful conduct in connection with the Platform
  • Any content you provide that infringes a third party’s intellectual property or other rights

This indemnity does not apply to the extent a claim, damage, loss, or expense is caused or contributed to by Rosterfy’s own breach of these Terms, negligence, or wilful misconduct, and nothing in this clause affects any right you have under applicable consumer protection law that cannot be limited or excluded.

13. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by:

  • Posting updated Terms on the Platform
  • Sending email notification to your registered address
  • Providing notice through the Platform interface

Where we consider it appropriate, we may also require you to affirmatively accept updated Terms before continuing to use the Platform. Otherwise, your continued use of the Platform after notification constitutes acceptance of the updated Terms.

14. Governing Law and Disputes

These Terms are governed by: 

– Australian law for users in Australia and Asia-Pacific, and all other jurisdictions not otherwise listed 

– The laws of England and Wales for users in the European Union and United Kingdom  

– Delaware State law for users in the United States 

  1. General Provisions

Entire Agreement: These Terms, together with the EULA, the Acceptable Use Policy, and the Privacy Policy, constitute the complete agreement between you and Rosterfy regarding the Platform.

Severability: If any provision is found unenforceable, the remainder remains in effect.

No Waiver: Our failure to enforce any provision does not waive our right to enforce it later.

Assignment: You may not transfer these Terms. We may assign our rights and obligations.

16. Contact Information

Platform Support: support@rosterfy.com
Data Privacy Questions: dpo@rosterfy.com
Programme Questions: Contact the Client Organisation directly

By using this Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms of Use, the Acceptable Use Policy, and the End-User Licence Agreement.

Version ID: RTOU261002

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