Terms of Service

Last updated: 17 July 2026

These Terms of Service (the “Terms”) govern your access to and use of Swiftimise, our crew-management platform for hospitality businesses and the people who work for them. By creating an account, subscribing, or otherwise using the service, you agree to these Terms. If you don’t agree, please don’t use the service.

If you’re accepting these Terms on behalf of a business, you confirm you have authority to bind that business, and “you” refers to that business.

1. Who we are

Swiftimise is operated by Swiftimise Ltd, a company incorporated in the United Kingdom (“Swiftimise”, “we”, “us”). Contact details are at the bottom of this page.

2. The service

Swiftimise provides tools to manage a hospitality workforce — onboarding, rotas and scheduling, check-in/out and time tracking, holidays and leave, timesheets, payroll exports, tips and service-charge distribution, and related communications. Features may vary by subscription plan and change over time as we improve the platform.

The service is offered on both web and mobile apps. Some features depend on third-party services (see section 9) and on device capabilities such as NFC and location.

3. Eligibility & accounts

  • The platform is intended for adult workers (16+) and the businesses that employ them.
  • You’re responsible for the information you provide and for keeping it accurate and up to date.
  • You’re responsible for keeping your login credentials confidential and for all activity under your account. Tell us promptly if you suspect unauthorised access.
  • Accounts are for the individual or business they were created for; don’t share a single login among multiple people where a separate seat is required.

4. Roles: employers, employees and contractors

Where a business (the “client”) uses Swiftimise to manage its people, that client is the employer and is responsible for its own employment decisions, pay, and legal compliance. Swiftimise is a software tool; we are not the employer of any worker managed on the platform, and we are not a party to any employment or engagement between a client and a worker.

For most personal data about workers, the client is the data controller and Swiftimise acts as its data processor. See our Privacy Policy for how data is handled.

5. Subscriptions, fees & billing

  • Paid plans are billed through Stripe on a recurring, per-seat basis, plus any usage-based charges (such as onboarding fees) described at sign-up and on our pricing page.
  • Where a free trial is offered, the terms of that trial are shown at sign-up. Unless you cancel before the trial ends, your subscription continues and the applicable fees become payable.
  • Fees are stated exclusive of VAT unless otherwise noted; VAT is added where applicable.
  • Your seat count is calculated from your active workers (and, if you opt in, your own account). Changes to the seat count are reflected in your subscription quantity and may be prorated by Stripe.
  • Payment card details are collected and processed directly by Stripe and never touch our servers. You authorise us (via Stripe) to charge your chosen payment method for all fees as they fall due.
  • Except where required by law, fees already paid are non-refundable. You can cancel at any time; cancellation stops future renewals and takes effect at the end of the current billing period.
  • We may change our fees on reasonable notice. Continued use after a fee change takes effect constitutes acceptance of the new fees.

6. Acceptable use

You agree not to:

  • Use the service unlawfully, or in breach of employment, tax, or data-protection law.
  • Upload content you don’t have the right to upload, or that infringes others’ rights.
  • Attempt to access accounts, data, or systems you’re not authorised to access.
  • Probe, scan, or test the vulnerability of the platform, or circumvent its security.
  • Interfere with or disrupt the service, or introduce malware or harmful code.
  • Scrape, resell, or reverse-engineer the service, except to the extent this restriction is prohibited by law.
  • Use the platform to send unsolicited marketing or to harass any person.

We may suspend or limit access to protect the platform, our users, or to comply with the law.

7. Your content and data

You retain ownership of the data and content you and your workers submit (“Customer Data”). You grant us the licence needed to host, process, and display Customer Data for the purpose of providing the service, and to create anonymised, aggregated statistics that don’t identify any individual.

You’re responsible for the accuracy and legality of Customer Data and for having the rights and permissions needed to provide it to us.

8. Intellectual property

The platform, including its software, design, and branding, is owned by Swiftimise and its licensors and is protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable, revocable right to use the service in accordance with these Terms. No other rights are granted.

9. Third-party services

The platform integrates with third-party services (for example Stripe for billing, Amazon Web Services for storage and email, Meta’s WhatsApp Business Cloud for messaging, and others listed in our Privacy Policy). Your use of those integrations may be subject to the third party’s own terms, and we’re not responsible for third-party services we don’t control.

10. Availability & support

We work to keep the service available and reliable, but we don’t guarantee it will be uninterrupted or error-free. We may perform maintenance, and we may modify or discontinue features from time to time. For help, see our support page or email enquiries@swiftimise.com.

11. Disclaimers

The service is provided “as is” and “as available”. To the fullest extent permitted by law, we disclaim all warranties not expressly stated in these Terms, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. Swiftimise is a tool to assist with workforce administration; it does not provide legal, tax, payroll, or HR advice, and you remain responsible for your own compliance decisions.

12. Limitation of liability

Nothing in these Terms limits liability that can’t be limited by law (such as liability for death or personal injury caused by negligence, or for fraud). Subject to that:

  • We’re not liable for indirect or consequential loss, or for loss of profits, revenue, goodwill, or data.
  • Our total liability arising out of or in connection with the service in any 12-month period is limited to the fees you paid us for the service in that period.

13. Indemnity

If you’re a business customer, you agree to indemnify us against claims, losses, and costs arising from your use of the service in breach of these Terms or applicable law, including claims by your workers or third parties relating to Customer Data you provided.

14. Suspension & termination

  • You may stop using the service and cancel your subscription at any time.
  • We may suspend or terminate access if you breach these Terms, fail to pay fees, or where required to protect the platform or comply with the law.
  • On termination, your right to use the service ends. We retain and delete Customer Data in line with the retention periods in our Privacy Policy. You can request an export of your data before your account is closed.

15. Changes to these Terms

We may update these Terms from time to time. The “Last updated” date reflects the most recent revision, and material changes will be notified to account holders by email or in-app before they take effect. Continued use after changes take effect constitutes acceptance.

16. Governing law

These Terms and any dispute arising from them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, save that if you’re a consumer you may benefit from mandatory protections of the law where you live.

17. Contact us

Questions about these Terms? Email us:

enquiries@swiftimise.com