Terms & Conditions

Last updated: 7 September 2026

1. About Swapste

Swapste is workforce-management software designed to help businesses manage rotas, shift swaps, absence cover, holidays, attendance and payroll-ready working-hour information.

Swapste is operated through swapste.com and app.swapste.com. Questions about these Terms can be sent to stephen@swapste.com .

2. Business use

Swapste is intended for business and workplace use. The person creating a venue account confirms that they have authority to create and manage that account on behalf of the relevant business.

3. Your free trial

New eligible venues may receive a 30-day free trial. The trial begins when the venue account is created.

The standard monthly price for a single Swapste Core venue is £24.99 per month. Multi-site and annual pricing may be offered at the rates shown on the Swapste website or during checkout. Pricing shown at the time you subscribe will apply to your paid subscription.

Starting a free trial does not by itself create a paid subscription. If a paid subscription is not activated when required, access to paid features may be suspended after the trial ends.

4. Subscriptions and cancellation

Paid subscriptions are billed through our payment provider. Where recurring billing is enabled, the subscription continues until cancelled.

There is no minimum contract term unless clearly agreed separately. You may cancel a subscription through the available billing controls. Access may continue until the end of the applicable paid billing period.

5. Account security

You are responsible for keeping your business code, manager PINs and staff login details secure.

You must not knowingly allow unauthorised people to access your venue account.

If you believe account credentials have been compromised, you should change them or contact Swapste promptly.

6. Staff and rota information

You are responsible for ensuring information added to Swapste is accurate and that you have an appropriate legal basis for using staff information within the service.

Swapste helps organise workforce information but does not replace the employer's responsibility for complying with employment law, working-time rules, holiday entitlement, minimum wage requirements, contracts or other workplace obligations.

7. Attendance and location

Where a venue enables location-based attendance, location may be checked when a member of staff clocks in or clocks out.

Swapste does not continuously track staff location in the background.

Businesses are responsible for ensuring their use of attendance and location features is lawful and appropriately communicated to staff.

8. Payroll information

Swapste can generate working-hour and payroll-related reports. These are provided as administrative tools only.

The business remains responsible for checking hours, holiday pay, pay rates, deductions and all information used for payroll.

Swapste does not provide payroll, accounting, tax or legal advice.

9. Acceptable use

You must not use Swapste to:

• break the law;
• access another business's data without permission;
• attempt to bypass account security;
• interfere with the operation of the service;
• introduce malicious software or harmful code;
• use the service in a fraudulent or abusive way.

10. Availability and changes

We aim to keep Swapste available and reliable, but uninterrupted availability cannot be guaranteed. Maintenance, third-party outages, internet failures or other technical issues may occasionally affect access.

We may improve, replace or change features where reasonably necessary to operate or develop the service.

11. Third-party services

Swapste relies on third-party infrastructure and services for functions including hosting, databases, payments, email and notifications.

Those services may occasionally experience their own interruptions or changes outside Swapste's control.

12. Data and privacy

Personal information is handled in accordance with the Swapste Privacy Policy.

You can read it at swapste.com/privacy.html .

13. Suspension

We may suspend or restrict access where reasonably necessary because of non-payment, suspected security issues, unlawful use, serious misuse or a material breach of these Terms.

14. Ending your use of Swapste

You may stop using Swapste and cancel any active paid subscription in accordance with the applicable billing arrangements.

Where an account is closed, data may be retained or deleted in accordance with applicable law, our Privacy Policy and legitimate business or security requirements.

15. Liability

Swapste is a workforce-management tool. Businesses remain responsible for staffing decisions, employment obligations, payroll decisions and the accuracy of information entered into or exported from the service.

Nothing in these Terms excludes or limits liability where it would be unlawful to do so.

16. Changes to these Terms

These Terms may be updated as Swapste develops. Where a change is material, we may provide reasonable notice through the service, website or account contact details.

17. Governing law

These Terms are governed by the laws of England and Wales. The courts of England and Wales will have jurisdiction, subject to any rights that cannot lawfully be excluded.

18. Contact

Questions about these Terms can be sent to:
stephen@swapste.com