Fair terms for
working together.

The contract

Agreement and key definitions

These Terms of Use (the “Terms”) are a contract between CrewByte, trading as CrewByte (“CrewByte”, “we”, “us” or “our”), and the organisation identified in an Order or whose authorised representative affirmatively accepts this version of the Terms (“Customer”). They govern access to CrewByte’s hosted workforce platform, websites, applications, APIs, documentation and related services (together, the “Service”).

An “Authorised User” is a person the Customer permits to access the Service. An “Order” is an online checkout, order form or other written ordering document accepted by both parties. “Customer Content” means information, files, records and instructions submitted to or generated through the Customer’s workspace, excluding CrewByte technology and aggregated information that no longer identifies the Customer or a person.

The agreement consists of the Order, these Terms, any applicable data-processing terms and documents expressly incorporated by reference. If they conflict, the Order takes priority, followed by any signed data-processing terms for data-protection matters, then these Terms.

Who can use CrewByte

Eligibility, authority and authorised users

You may accept these Terms for a Customer only if you are at least 18 and have authority to bind it. Acceptance should be recorded through an Order or an affirmative CrewByte account step that identifies the accepted version and time. If you use an account supplied by an employer or another organisation, you are an Authorised User rather than the contracting signatory unless that organisation has separately authorised you to accept; it may administer the account, access workspace records and remove your access.

The Customer must ensure its Authorised Users follow this agreement and is responsible for activity carried out through its workspace, except to the extent caused by CrewByte’s breach or an event the Customer could not reasonably prevent. Access may not be sold, transferred or shared outside the Customer’s organisation unless an Order or CrewByte expressly permits it.

Access protection

Accounts, permissions and security

• Accurate details. Keep account, billing and workspace information accurate and current.
• Individual credentials. Do not share passwords, login codes, API secrets or authentication sessions. Use appropriate roles and remove access promptly when it is no longer needed.
• Workspace administration. Customer workspace owners control invitations, roles, locations and permissions and remain responsible for granting suitable access.
• Incident reporting. Tell us promptly at support@crewbyte.io if credentials may be compromised or the Service is being used without authority.

We may require reasonable verification, password resets or additional security steps to protect an account. We will not ask you to disclose a password or full API secret by email.

Commercial terms

Plans, subscriptions, payment and tax

Except where the Order says otherwise or the law requires it, fees already due are non-refundable. We may change future pricing by giving reasonable advance notice; a price change will not alter fees already committed for the current paid term. The Customer may choose not to renew before the new price applies.

If an undisputed amount is overdue, we may charge lawful interest and reasonable recovery costs after notice. The Customer should contact support@crewbyte.io promptly about a genuine billing dispute. We will not suspend a paid Service for a reasonably disputed amount while both parties are working in good faith to resolve it.

Your information

Customer Content and instructions

As between the parties, the Customer retains its rights in Customer Content. The Customer gives CrewByte a non-exclusive, worldwide, limited licence to host, copy, transmit, display, adapt and otherwise process Customer Content only as necessary to provide, secure, support and maintain the Service, comply with lawful instructions and obligations, and prevent misuse.

The Customer is responsible for the legality, accuracy, quality and source of Customer Content and for obtaining the permissions and notices needed to submit it. CrewByte does not own an employee’s personal data merely because it is stored in the Service.

We may generate aggregated and de-identified statistics to operate, understand and improve the Service, provided they do not identify the Customer or an individual. We will not use identifiable Customer Content to advertise to workers.

Workforce information

Data protection and workforce records

Each party must comply with the data-protection laws that apply to it. For workforce personal data placed in a Customer workspace, the Customer will normally act as controller and CrewByte as processor. CrewByte will process that data on the Customer’s documented instructions, to provide the Service and as required by law, subject to any applicable data-processing terms.

The Customer is responsible for its lawful basis, employee and worker notices, retention decisions, the accuracy of employment records, access permissions, and responding to individuals’ requests. CrewByte will provide reasonable assistance appropriate to its role and the nature of the processing.

Our Privacy Policy explains when CrewByte acts as controller in its own right. The GDPR page provides additional information about roles, requests, transfers and product controls. Where Article 28 or equivalent processor terms are required, the parties must approve them before production workforce data is processed; signed data-processing terms prevail over this section where they address the same subject.

Responsible access

Acceptable use

The Customer and Authorised Users must use the Service lawfully and must not:

• access another organisation’s workspace or data without authority, impersonate another person, or misrepresent permissions;
• upload malicious code, run destructive tests, probe or bypass security, or interfere with availability, integrity or monitoring;
• use scraping, automation or excessive requests outside documented APIs, or circumvent rate, plan or usage limits;
• reverse engineer, decompile or attempt to derive source code except to the limited extent the law expressly permits despite this restriction;
• use the Service to harass, discriminate, exploit, unlawfully monitor or make unlawful employment decisions about a person;
• submit unlawful, infringing, defamatory, fraudulent or deceptive content, or use CrewByte to send unsolicited communications;
• resell, white-label or commercially exploit the Service unless an Order or written partner agreement permits it; or
• help another person do any of the above.

Reasonable, good-faith security research must be authorised by us in writing before testing begins. Please report a suspected vulnerability privately to support@crewbyte.io.

Other providers

Third-party and connected services

The Service may allow the Customer to connect a payment, identity, email, payroll or other third-party service. The Customer chooses whether to connect it and authorises CrewByte to exchange the information needed for the requested integration. The third party’s terms and privacy notice govern its service.

We are responsible for CrewByte’s own obligations, but not for a third party’s service, content, availability, security decisions or changes outside our reasonable control. We will take reasonable care when integrating supported services and will not exclude liability that cannot lawfully be excluded. Removing a connection may stop related functionality without deleting information already lawfully sent to the third party.

Building with CrewByte

APIs, webhooks and developer use

Developer features may be used only for the Customer’s authorised business purposes and in line with the documentation, scopes and rate limits we provide. API keys and webhook secrets are confidential credentials. Keep them server-side, restrict scopes, rotate them when appropriate and revoke them promptly if exposed.

The Customer is responsible for applications it builds or connects, including their notices, security, users and legal compliance. We may revoke or limit developer credentials where reasonably necessary to protect the Service, data or other customers, and will give notice where circumstances allow.

Features still developing

Beta, preview and early-access features

Features marked beta, preview, pilot, experimental or early access are provided for evaluation. They may be incomplete, change materially or be withdrawn. Unless an Order expressly says otherwise, they are not covered by service levels and should not be relied on for safety-critical, legally mandated or irreversible decisions.

The Customer should test beta features and maintain appropriate alternatives and backups. Data-protection, confidentiality and security commitments still apply to data we accept through a beta feature. Additional beta conditions shown when joining a programme form part of the agreement.

Feedback is welcome, but participation does not guarantee that a feature will launch or remain free. We will obtain the Customer’s agreement before converting a free beta into a paid subscription.

Ownership

Intellectual property and feedback

CrewByte and its licensors retain all rights in the Service, software, interface, documentation, branding, templates and underlying technology. During the subscription, we grant the Customer a limited, non-exclusive and non-transferable right for its Authorised Users to access the Service for the Customer’s internal business operations, subject to the agreement. That right may be suspended or ended only as provided by this agreement.

If you provide ideas, suggestions or feedback, you allow us to use them without restriction or payment, but we do not acquire ownership of your pre-existing materials or confidential information. We will not publicly identify the Customer as the source without permission.

“CrewByte” and associated marks may not be used in a way that suggests endorsement or partnership without written permission. We will not use the Customer’s name or logo in public marketing without consent.

Operating the platform

Service changes, support and availability

We may maintain, improve and change the Service to address security, law, performance, user needs or technical development. We will not materially reduce paid core functionality during a committed term without reasonable notice, except where necessary to address an urgent legal or security issue or a dependency outside our reasonable control.

We aim to provide a reliable service but do not promise uninterrupted or error-free availability unless an Order includes a service level. Planned maintenance will be communicated where reasonably practicable. Support scope, hours and response targets are those shown for the Customer’s plan or Order.

Neither party is responsible for delay caused by events beyond its reasonable control, provided it takes reasonable steps to minimise the effect and resumes performance as soon as reasonably possible. This does not excuse payment obligations already due.

Keeping information private

Confidentiality

Each party may receive non-public information that a reasonable person would understand to be confidential, including product plans, security information, pricing, business records, Customer Content and credentials (“Confidential Information”). The receiving party will use it only to perform or exercise rights under the agreement, protect it with at least reasonable care, and disclose it only to personnel and professional advisers who need it and are bound to protect it.

Confidential Information does not include information the recipient can show was already lawfully known without restriction, becomes public without breach, is received lawfully from another source, or is independently developed without use of it. A party may disclose information where legally required after giving advance notice where lawful and reasonably possible.

These duties continue while the information remains confidential. Trade secrets remain protected for as long as they qualify as trade secrets under applicable law.

Ending or restricting access

Suspension, termination and data export

The Customer may cancel renewal through the available account controls or by the method stated in its Order. Either party may terminate for a material breach that is not fixed within 30 days after written notice, or immediately if the breach cannot be fixed, the other party becomes insolvent, or continued performance would be unlawful.

We may suspend affected access to address a credible security risk, unlawful use, serious acceptable-use breach, or undisputed overdue charges. Where circumstances allow, we will give notice, limit the suspension to what is reasonably necessary and restore access when the issue is resolved. Urgent action may be taken without advance notice to protect people, data or the Service.

The Customer should export data it needs before closure. Any post-termination retrieval assistance, deletion scope and treatment of active records, uploaded files or backup copies must be stated in the applicable Order or data-processing terms. The Customer should not assume that closing a workspace automatically deletes every storage layer.

Terms intended by their nature to continue—including accrued payment, confidentiality, intellectual property, disclaimers, liability, dispute and data-handling provisions—survive termination.

Our commitments

Warranties and important disclaimers

Each party warrants that it has authority to enter the agreement and will comply with laws applicable to its performance. We warrant that we will provide the paid Service with reasonable care and skill and that it will materially conform to its current documentation under normal authorised use.

If CrewByte breaches that service warranty, the Customer must describe the issue in reasonable detail. We will use reasonable efforts to correct it or re-perform the affected Service. If we cannot do so within a reasonable time, the Customer may terminate the materially affected part and receive a pro-rata refund of prepaid fees for the unused period. This is the Customer’s primary contractual remedy for breach of that warranty, without limiting rights that cannot lawfully be restricted.

Workforce laws, pay rules and employment decisions vary. CrewByte provides operational tools and estimates, not legal, tax, payroll, HR or financial advice. The Customer remains responsible for reviewing schedules, pay estimates, compliance alerts, reports and automated suggestions before acting on them.

Except as expressly stated and to the fullest extent permitted by law, implied conditions, warranties and representations are excluded. No disclaimer applies where exclusion would be unlawful.

Allocation of risk

Liability

Subject to the paragraph above, neither party is liable for indirect or consequential loss, or for loss of profit, revenue, anticipated savings, goodwill or business opportunity, except to the extent such loss is a direct and reasonably foreseeable result of the breach and cannot reasonably be excluded under applicable law.

Subject to the unlimited liabilities above, each party’s total aggregate liability arising from or connected with the agreement will not exceed the fees paid or payable by the Customer for the Service during the 12 months immediately before the first event giving rise to the claim. If the relevant Service was supplied entirely free of charge, the cap is £100. The Order may state a different cap.

The cap does not prevent recovery of fees properly due, and each party must take reasonable steps to reduce avoidable loss. The limitations apply to all causes of action collectively, including contract, tort (including negligence), misrepresentation, restitution and breach of statutory duty, and only to the extent they are reasonable and enforceable under applicable law.

Third-party claims

Third-party claim procedures

Neither party assumes a duty under these Terms to defend, indemnify or pay the other party’s third-party claims unless the Order expressly includes that protection. Any agreed protection must identify the covered claim, exclusions, financial treatment and any relationship with the liability cap.

Where an Order includes a defence obligation, the protected party must give prompt reasonable notice, allow the defending party to control the defence and settlement, and provide reasonable cooperation at the defending party’s cost. No settlement may admit fault by, impose non-monetary obligations on, or restrict the protected party without its prior written consent, not to be unreasonably withheld.

Without limiting any protection expressly included in an Order, we may respond to an intellectual-property concern by obtaining a right to continue use, modifying or replacing the affected feature, or terminating it and refunding prepaid fees for the unused period. This does not create a defence or indemnity obligation by itself.

Contract mechanics

General terms

Keeping the agreement current

Changes and how to contact us

We may update these Terms to reflect changes in law, security, the Service or our business. For a material change affecting an active paid subscription, we will give at least 30 days’ notice where reasonably practicable. Unless an urgent legal or security reason requires earlier effect, the change will apply from the next renewal or another date stated in the notice.

If the Customer does not agree with a material change, it may stop using the Service and cancel renewal before the change applies. Continued use after the effective date constitutes acceptance. Changes to an Order require agreement by both parties unless the Order expressly provides otherwise.