Terms of Service

1. Introduction

These Terms of Service ("Terms") govern the use of the UniTimesheet platform and services (the "Service"), operated by UniTimesheet Ltd ("we", "our" or "us"), a company based in the United Kingdom.

By using the Service you agree to these Terms. If you do not agree, you may not use the Service.

2. Description of Service

UniTimesheet is a monthly timesheet platform for university research groups and the funded projects they work on. It includes:

• Timesheets pre-calculated from project allocations and days off
• Submission and approval by project owners and their delegates
• Reminders, approver summaries and escalation of missing timesheets
• Signed timesheet PDFs, bulk export and an audit log
• Reporting on submission, approval and project risk
• The Absence add-on, where an organisation has it: leave requests, leave approval and a bank holiday calendar

3. Accounts

We set up each organisation's account, and the organisation invites its own staff. Whoever accepts these Terms for an organisation confirms they have authority to bind it. Each user agrees to:

• Provide accurate information
• Keep their sign-in credentials secure
• Tell their organisation or us at once about any unauthorised access
• Sign timesheets only for hours they worked, or where they have been given cover to submit for someone else

4. Roles and Responsibilities

Each organisation defines its own roles and what each may do, such as grant administrators, principal investigators and their delegates, and staff who submit timesheets.

The organisation is responsible for the accuracy of the projects, allocations and staff it records, and for who it gives which permissions. Approving a timesheet confirms the approver is satisfied with it; UniTimesheet checks hours against allocations but does not verify the work itself.

5. Fees and Payment

Fees, the plan and any add-ons, such as Absence, are agreed in writing with each organisation before its account is set up. Invoices are payable within the period stated on them.

6. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Attempt to gain unauthorised access to any part of the Service
• Interfere with or disrupt the Service
• Upload malicious code or content
• Resell or redistribute the Service without permission
• Store personal data the Service is not designed for, such as medical details beyond the type of leave, or national insurance numbers

7. Data Ownership

Each organisation owns the data it puts into the Service, including its projects, staff, timesheets, absences and signed records. We claim no ownership of it.

The organisation grants us a limited licence to use that data only to provide and improve the Service.

8. Data Protection

We process personal data in line with our Privacy Policy, our Data Processing Agreement and applicable data protection law, including UK GDPR and EU GDPR. Each organisation's data is isolated from every other's.

9. Service Availability

We aim for high availability but do not guarantee uninterrupted access. We will give notice of planned maintenance where we can.

We are not liable for failures caused by events beyond our reasonable control, including internet outages, failures of third-party services, natural disasters or government action.

10. Intellectual Property

The Service, including its design, features and content but excluding your data, is owned by us and protected by intellectual property law. You may not copy, modify or create derivative works from it without our written permission.

11. Limitation of Liability

To the fullest extent permitted by law, we are not liable for any indirect, incidental, special, consequential or punitive damages, including loss of profits, data or business opportunities, arising from use of the Service.

Our total liability for any claim arising from the Service is limited to the amount the organisation paid us in the 12 months before the claim.

12. Disclaimer of Warranties

The Service is provided "as is" and "as available", without warranties of any kind, express or implied. We do not warrant that it will meet every requirement or be free of errors.

13. Termination

An organisation may end its use of the Service by contacting us. We may suspend or end an account at once if these Terms are breached.

Before an organisation's account is removed it exports its data, including its signed timesheets. Everything it held is permanently deleted 30 days after removal, as described in our Privacy Policy.

14. Changes to These Terms

We may change these Terms. We will post significant changes here and update the "Last updated" date. Continuing to use the Service after a change means accepting the new Terms.

15. Governing Law

These Terms are governed by the laws of England and Wales. Both parties will try to resolve any dispute informally first. Disputes that cannot be resolved that way are subject to the exclusive jurisdiction of the courts of England and Wales.

16. Contact Us

Questions about these Terms: [email protected].