1. About these terms
These terms cover your use of TeamSure ("the service", "we", "us"). TeamSure is a trading name of Lloyd Digital UK Ltd, a company registered in England & Wales (company no. 17291164), registered office Falcon Lodge, Sedgwick Lane, Horsham, RH13 6QD.
TeamSure is for businesses, charities and other organisations that employ or manage people. By signing up, you accept these terms on behalf of your organisation ("you"). If you don't accept them, please don't sign up.
2. The service
TeamSure is online HR software. It helps you keep staff records and documents, manage holidays and absence, plan rotas, record hours and timesheets, keep training records, recruit, run probation, appraisals and 1-to-1s, prepare payroll exports, check pay against the minimum wage, and give your team a safe way to speak up.
We host the service; you add your information. We keep improving TeamSure, so features may change over time. We won't remove a main feature you rely on without giving you reasonable notice.
TeamSure helps you keep good records, but it doesn't give legal, tax or employment advice. You're responsible for the decisions you make about your people and for meeting your duties as an employer.
3. Your account
The person who signs up becomes your first admin and confirms they're at least 18 and allowed to accept these terms for your organisation. Admins decide who else can use TeamSure and what each person can see and do.
Keep sign-in details private. Anyone signing in with someone's details is treated as that person. Tell us straight away if you think someone else has got into your account.
4. Plans, team size and billing
Plans by team size. Each plan covers a number of people: 1 to 10, 11 to 25, 26 to 50 or 51 to 100. For more than 100 people we agree a price with you. Every plan includes every feature.
Who counts. Everyone with an active TeamSure login at your organisation counts towards your plan, including admins and managers. People who have left, or whose access you've switched off, don't count.
When your team grows. We never stop anyone being added. When you're close to your plan's limit, and again if you go over it, we'll tell your admins. You choose when to move to a bigger plan, and your price only changes when you do.
Paying. Plans renew automatically, monthly or yearly, on the cycle you choose, and we charge the card you've given us on each renewal date until you cancel. Yearly plans cost the same as 10 months. You can change plan, or switch between monthly and yearly, from the Billing page. If you switch part way through a period, the unused part of what you've paid is credited against your new plan.
Prices are in pounds sterling and are shown on our pricing page and when you sign up. We're not VAT registered, so no VAT is added. If that changes, we'll tell you at least 30 days before. Card payments are taken by Stripe, and your card statement will show TEAMSURE.
Failed payments. If a renewal payment fails we'll try again on day 4 and day 7. If it still fails, your account is locked until the payment details are updated. We don't charge a fee for a failed payment.
5. Free trial
Monthly plans start with a free trial of 14 days. We save your card when you sign up but don't charge it during the trial. Your first payment is taken when the trial ends. If you cancel before then, you won't be charged.
Yearly plans are paid in full when you sign up and don't include a trial.
A discount code may change your trial or your price, as described when you use it.
6. Cancelling
You can cancel at any time from the Billing page. Your plan stays active until the end of the period you've already paid for, then stops renewing. We don't give refunds for part-used periods, except where the law says we must.
When your plan ends, your account is locked and your information is kept for 90 days. During that time you can ask us for a copy of it, or to reopen your account. After 90 days it may be permanently deleted.
7. Using TeamSure properly
You must not use TeamSure to break the law, harass anyone, upload anything harmful, get round limits we've put in place, try to copy or take apart the service, or resell it. You must only add information about people that you're allowed to hold.
8. Your information and your team's
You own the information you put into TeamSure. We hold it so that we can provide the service, and we'll return or delete it as described in section 6 and below.
When you add personal information about people such as your staff, job applicants and contractors, you are the controller of that information and we are your processor. This section is our agreement for that processing, as UK GDPR Article 28 requires.
- What we do with it. We store it, show it to the people you allow, and carry out the actions you and your team take in TeamSure, for as long as you have an account and until it's deleted under section 6. It can include contact details, employment and pay records, bank and National Insurance details, right to work and DBS records, absence and sickness records, training records, signed documents, and concerns raised through Speak up.
- Only on your instructions. We only process it on your documented instructions, which are these terms and what you and your team do in TeamSure, unless the law requires otherwise. If it does, we'll tell you first unless the law stops us. We'll tell you straight away if we think an instruction breaks data protection law.
- Your part. You're responsible for having a lawful reason for the information you add, for telling your team how you use it, and for what your team does in TeamSure.
- Confidentiality and security. Everyone we allow to handle it is bound to keep it confidential. We keep suitable technical and organisational security measures in place, as Article 32 of UK GDPR requires.
- Other processors. You agree we may use the sub-processors listed in our privacy notice. We'll give you at least 14 days' notice by email before adding or replacing one, so you can object. If we can't resolve an objection, you may close your account. Each sub-processor is bound by a written contract with the same data protection duties, and we remain responsible to you for their work.
- Transfers. Where a sub-processor handles information outside the UK, we rely on the safeguards described in our privacy notice.
- Helping you. We'll help you respond to people using their data protection rights, and with your security, breach reporting, impact assessment and regulator duties, as far as we reasonably can. If someone contacts us directly about records you control, we'll pass them to you.
- Breaches. We'll tell you without undue delay, and within 72 hours, after we become aware of a personal data breach affecting your information, with what we know at the time.
- At the end. When your account closes you can choose to have your information returned or deleted. We'll do what you choose on request, and otherwise it may be deleted 90 days after your plan ends. We only keep what the law requires, and backups expire on their normal cycle.
- Proof and audits. We'll give you the information you need to show this section is being met, and allow and contribute to audits by you or an auditor you appoint, on reasonable notice and under a duty of confidence.
We are the controller of the records we keep to run our own business, such as your account, billing and support records. Our privacy notice explains these.
9. Availability and support
We aim to keep TeamSure available at all times, but we can't promise it will never be interrupted. We may take it offline for planned maintenance with reasonable notice, and urgent fixes may happen without notice.
10. Our liability
As far as the law allows, we're not liable for indirect or consequential loss, or for loss of profit, revenue or data you could have avoided. Our total liability to you in any 12 months is limited to the amount you paid us in those 12 months.
Nothing in these terms limits our liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow us to limit.
11. Suspending or closing accounts
We may suspend or close an account that breaks these terms, for example through fraud, repeated failed payments or misuse. We'll usually contact you first.
12. Changes to these terms
We may update these terms. If a change is significant, we'll email your admins at least 14 days before it takes effect. The date at the top shows when they were last updated.
13. Law
These terms are governed by the law of England & Wales, and the courts of England & Wales deal with any disputes.
14. Contact
Email info@teamsure.co.uk, use our contact form, or write to Lloyd Digital UK Ltd, Falcon Lodge, Sedgwick Lane, Horsham, RH13 6QD.