Terms of Service

These Terms of Service ("Terms") govern your access to and use of ShiftMate ("the Service"), a staff scheduling and roster management platform operated by ShiftMate ("we", "us", or "our").

By accessing or using the Service, you confirm that you are at least 18 years old, have the legal authority to enter into these Terms on behalf of yourself or your business, and agree to comply with and be bound by these Terms and all applicable laws and regulations.

If you do not agree to these Terms, you must not access or use the Service.

ShiftMate provides a web-based platform that enables business managers and owners to:

• Build weekly staff rosters using a drag-and-drop scheduling interface
• Automatically generate fair shift schedules using the Auto-Schedule feature
• Export weekly and monthly schedules as Excel files
• Copy a personalised schedule message per staff member to share via any messaging app
• Manage staff availability, shift preferences, and leave dates
• Download roster data in Excel format

The Service is intended for business use. You are responsible for ensuring your use of the Service complies with all applicable employment laws and regulations in your jurisdiction.

3.1 Account creation

To use the Service you must create an account by providing your name, email address, and a password, or by authenticating through Google OAuth. You agree to provide accurate, current, and complete information during registration and to keep this information updated.

3.2 Account security

You are responsible for maintaining the confidentiality of your account credentials. You must notify us immediately at support@tflyx.com if you suspect any unauthorised access to your account. We are not liable for any loss or damage arising from your failure to maintain account security.

3.3 Account eligibility

Accounts are for individual businesses. You may not share your account with multiple businesses or create accounts on behalf of others without their explicit consent.

4.1 Free trial

New accounts receive a 14-day free trial with full access to all Pro plan features. No credit card is required to start a free trial. The trial begins on the date your business profile is created during onboarding. At the end of the trial period, your account automatically moves to the Free tier with limited functionality unless you subscribe to a paid plan.

4.2 Paid plans

• Starter plan: limited to 15 staff members and 4 schedule sends per month
• Pro plan: unlimited staff, unlimited schedule sends, multi-location support, analytics, and leave management

Prices are displayed in your selected currency at the time of subscription. Prices may vary by currency and region. We reserve the right to change pricing with 30 days' notice to existing subscribers.

4.3 Billing and auto-renewal

Subscriptions are billed monthly or annually depending on your chosen billing cycle. Subscriptions auto-renew at the end of each billing period unless cancelled before the renewal date. You authorise us to charge your payment method on file for each renewal. For annual subscriptions, you will receive a reminder notification 7 days before renewal via email.

4.4 Payment methods

We accept payment via credit and debit cards (Visa, Mastercard) through Stripe, and online banking via FPX through Billplz. Payment processing is handled entirely by these third-party providers. ShiftMate does not store your card or banking details.

4.5 Refunds

Monthly subscriptions are non-refundable. Annual subscriptions may be refunded on a pro-rata basis within 14 days of the annual billing date if you have not used the Service during that period. After 14 days, annual subscriptions are non-refundable. Free trial periods are not subject to refund claims.

4.6 Failed payments

If payment fails, we will retry the charge after 3 days and again after 7 days. If payment continues to fail after three attempts, your account will be downgraded to the Free tier. Access to paid features will be suspended until payment is resolved. Your data is preserved during this period.

4.7 Cancellation

You may cancel your subscription at any time from Settings > Billing > Cancel subscription. Cancellation takes effect at the end of the current billing period. You retain access to paid features until the end of the period you have paid for. No partial refunds are given for unused time within a billing period.

5.1 Permitted use

You may use ShiftMate only for lawful business purposes in connection with scheduling and managing your staff. You agree to use the Service in accordance with these Terms and all applicable laws.

5.2 Prohibited conduct

You must not:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation
• Attempt to gain unauthorised access to any part of the Service or any other user's account
• Reverse engineer, decompile, or attempt to extract the source code of the Service
• Use the Service to store or transmit malicious code, viruses, or harmful data
• Misrepresent your identity or affiliation when using the Service
• Resell, sublicense, or commercially exploit the Service without our prior written consent
• Use automated scripts, bots, or scrapers to access the Service
• Collect or harvest personal data of other users without their consent

5.3 Schedule exports and sharing

ShiftMate lets you export schedules as Excel files and copy a personalised schedule message per staff member for you to share through the messaging app of your choice. ShiftMate does not send messages on your behalf and has no integration with any third-party messaging platform. You are solely responsible for how and where you share exported schedules or copied messages.

6.1 Your data

You retain ownership of all data you input into ShiftMate, including business information, staff names, and shift data ("Your Data"). By using the Service, you grant us a limited, non-exclusive licence to store, process, and transmit Your Data solely to provide the Service.

6.2 Data accuracy

You are solely responsible for the accuracy of all data you enter into the Service. We are not responsible for how you distribute exported or copied schedules, or for any errors resulting from inaccurate information you entered.

6.3 Staff data

You represent and warrant that you have obtained all necessary consents and permissions to collect, store, and use the personal data of your staff members (including names and shift details) in connection with your use of the Service.

6.4 Privacy Policy

Our collection and use of personal data is governed by our Privacy Policy, which is incorporated into these Terms by reference. Please review the Privacy Policy carefully.

6.5 Data retention

ShiftMate retains your roster and shift data for 12 months from the date of creation. After 12 months, shift data is automatically deleted. You may export your data at any time from Settings > Account > Export my data before deletion occurs.

The Service, including all software, design, text, graphics, logos, and other content, is owned by ShiftMate and is protected by applicable intellectual property laws. These Terms do not grant you any right, title, or interest in the Service or its underlying technology beyond the limited licence to use the Service as described herein.

You grant ShiftMate a non-exclusive, royalty-free licence to use aggregated and anonymised data derived from your use of the Service for the purposes of improving the Service, provided such data does not identify you or your staff.

The Service integrates with third-party services including:

• Supabase — database and authentication infrastructure
• Stripe — card payment processing
• Billplz — FPX payment processing
• Vercel — application hosting

Your use of these third-party services is subject to their respective terms of service and privacy policies. We are not responsible for the practices or policies of third-party service providers. We will notify you of any material changes to our third-party service providers that may affect the Service.

9.1 Availability

We aim to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to scheduled maintenance, unexpected technical issues, or circumstances beyond our control. We will endeavour to provide advance notice of scheduled maintenance where possible.

9.2 Changes to the Service

We reserve the right to modify, update, or discontinue any feature of the Service at any time with reasonable notice. Material changes that affect paid functionality will be communicated to subscribers at least 30 days in advance. Continued use of the Service after changes are implemented constitutes acceptance of the modified Service.

9.3 Changes to Terms

We may update these Terms from time to time. We will notify you of material changes via email and an in-app notification at least 14 days before the changes take effect. Continued use of the Service after changes take effect constitutes your acceptance of the revised Terms.

To the maximum extent permitted by applicable law:

• ShiftMate is provided on an "as is" and "as available" basis without warranties of any kind, express or implied
• We do not warrant that the Service will be error-free, uninterrupted, or free from harmful components
• We are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the Service
• We are not liable for any loss of profits, data, goodwill, or business opportunities arising from your use of the Service
• Our total liability to you for any claim arising out of or in connection with these Terms or the Service shall not exceed the amount you paid to us in the 3 months preceding the claim

Nothing in these Terms excludes or limits our liability for fraud, death, or personal injury caused by our negligence, or any other liability that cannot be excluded by law.

You agree to indemnify, defend, and hold harmless ShiftMate and its officers, directors, employees, agents, and licensors from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your use of the Service in violation of these Terms
• Your breach of any applicable law or regulation
• Your infringement of any third-party rights, including intellectual property rights or privacy rights
• Any dispute between you and your staff members arising from the use of the Service

12.1 Termination by you

You may terminate your account at any time by going to Settings > Account > Delete account. Account deletion is permanent after a 30-day grace period. During the grace period you may reactivate your account. After the grace period, all your data is permanently deleted and cannot be recovered.

12.2 Termination by us

We reserve the right to suspend or terminate your account immediately if we determine, at our sole discretion, that you have violated these Terms, engaged in fraudulent activity, or your continued use poses a risk to other users or the integrity of the Service. We will provide notice of termination where reasonably practicable.

12.3 Effect of termination

Upon termination, your right to use the Service immediately ceases. We will retain your data for 30 days after termination before permanent deletion, during which time you may request an export of your data. Subscription fees paid are non-refundable upon termination for cause.

These Terms are governed by and construed in accordance with the laws of Malaysia. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Malaysia.

Before initiating any legal proceedings, you agree to first attempt to resolve the dispute informally by contacting us at support@tflyx.com. We will make reasonable efforts to resolve disputes amicably within 30 days of receiving written notice of the dispute.

If you have any questions about these Terms, please contact us: