Last updated: June 2025
These Terms & Conditions ("Terms") govern your access to and use of the Alphanomic website, platform, mobile access, and related services (together, the "Services") provided by Alphanomic ("we", "us", "our").
By accessing or using the Services, you agree to these Terms. If you do not agree, do not use the Services.
If you enter into a separate signed order form, master subscription agreement, or enterprise contract with us, that agreement takes precedence over these Terms where it conflicts.
1. Who may use the Services
The Services are intended for business and organisational use in the United Kingdom and other supported territories. You must be at least 18 years old and have authority to bind your organisation if you register on its behalf.
2. Account registration and security
To access certain features you must create an account or be invited by your organisation. You agree to:
- provide accurate and complete information
- keep login credentials confidential
- notify us promptly of unauthorised access
- accept responsibility for activity under your account unless caused by our breach of these Terms
We may suspend or terminate accounts that violate these Terms or pose a security risk.
3. Free trial
We may offer a free trial with features and duration described on our website or order process. Unless stated otherwise:
- trials are for evaluation purposes
- no payment card is required where stated on the trial page
- we may modify or withdraw trial access at any time
- at the end of the trial, continued use requires a paid subscription or separate agreement
Trial data may be deleted after the trial ends unless you convert to a paid plan within any grace period we communicate.
4. Subscriptions, fees, and payment
Paid plans, seat pricing, billing intervals, and included features are described on our Pricing page or in your order documentation.
4.1 Fees and tax
- fees are quoted in GBP excluding VAT unless stated otherwise
- VAT will be applied where required by UK law once your billing details are confirmed
- subscriptions renew according to your selected billing period unless cancelled in accordance with your agreement
- we may change prices for renewals with reasonable notice as permitted by your contract
4.2 How you pay
Depending on your plan and checkout options:
- Polar checkout: subscriptions and card payments are processed by Polar, our payment and billing partner. Card details are entered on secure Polar checkout pages; we do not store full card numbers on our systems
- Invoice billing: we may issue invoices for monthly or annual subscriptions where agreed; payment terms are stated on the invoice
By providing payment details, you confirm you are authorised to use the payment method and that billing information is accurate. Polar's terms and privacy policy apply to payment processing.
4.3 Auto-renewal and cancellation
Unless your order says otherwise:
- subscriptions auto-renew at the end of each billing period until cancelled
- you may cancel before the next renewal date to avoid future charges for that period
- cancellation takes effect at the end of the current paid billing period unless we agree otherwise in writing
- during a free trial, cancel before the trial ends to avoid charges where a payment method is on file
Instructions for cancellation are available in your account settings or by emailing hello@alphanomic.co.uk.
4.4 Refunds
Alphanomic is a B2B SaaS service. Unless required by law or stated in a signed agreement:
- fees are non-refundable once a billing period has started
- we do not provide pro-rata refunds for unused time or unused seats mid-term, except where we agree otherwise in writing
- if we materially fail to provide the Services and cannot remedy the issue within a reasonable period, we may offer a credit or refund at our discretion
Chargebacks or payment disputes should be raised with us first so we can investigate.
4.5 Failed or late payment
Failure to pay on time may result in:
- reminder notices
- suspension of access after reasonable notice
- termination if payment remains outstanding
We are not responsible for bank charges, currency conversion fees, or fees charged by your payment provider.
4.6 Seat billing and plan changes
- paid plans are billed per seat for users who plan, publish, approve, or administer schedules, as described on our Pricing page
- seat counts may be reconciled during each billing period; additional seats may be invoiced or charged in line with your plan
- you may upgrade or downgrade plans during an active subscription; changes take effect according to your account or order terms
- price changes apply to future billing periods after reasonable notice, unless your signed agreement states otherwise
5. Acceptable use
You must use the Services lawfully and must not:
- breach applicable law or regulation
- upload unlawful, offensive, or infringing content
- attempt to gain unauthorised access to systems or data
- interfere with or disrupt the Services
- reverse engineer or copy the Services except where permitted by law
- use the Services to send spam or malicious code
- misrepresent your identity or affiliation
We may investigate violations and remove content or suspend access where reasonably necessary.
6. Your data and content
6.1 Customer data
Your organisation retains ownership of workforce and operational data you submit to the Services ("Customer Data"). You grant us a limited licence to host, process, and display Customer Data solely to provide and improve the Services, comply with law, and as described in our Privacy Policy and any applicable Data Processing Agreement (DPA).
You are responsible for ensuring you have lawful grounds to collect and upload Customer Data, including employee and worker information.
6.2 Our materials
We own all rights in the Services, software, documentation, branding, and website content. Except for the limited right to use the Services during an active subscription or trial, no rights are granted to you.
7. Data protection
Each party will comply with applicable UK data protection law, including UK GDPR.
- Where Alphanomic processes personal data on your instructions, we act as processor and will provide a Data Processing Agreement (DPA) on request, see our DPA overview
- Our Privacy Policy explains how we handle personal data when we act as controller (for example website enquiries, billing contacts, and direct customer relationship data)
- Authorised personnel and service providers may access personal data outside your region under appropriate transfer safeguards described in our Privacy Policy
- You must configure roles, permissions, and retention within the platform appropriately for your organisation
8. Service availability and support
We aim to keep the Services available but do not guarantee uninterrupted access. Maintenance, upgrades, third-party outages, or events outside our reasonable control may cause downtime.
Support levels depend on your plan. Enterprise customers may receive enhanced support and SLA terms under a separate agreement.
9. Third-party services
The Services may integrate with or link to third-party tools. We are not responsible for third-party services unless expressly stated. Your use of third-party services is subject to their terms.
10. Confidentiality
Each party will protect the other's confidential information and use it only for purposes related to the Services, except where disclosure is required by law.
11. Warranties and disclaimers
We provide the Services with reasonable skill and care. Except as expressly stated in these Terms or a signed agreement:
- the Services are provided "as is" and "as available"
- we do not warrant that the Services will be error-free or meet every business requirement
- you are responsible for decisions made using rota, attendance, payroll-related, or compliance information from the Services
Nothing in these Terms excludes warranties that cannot be excluded under applicable law.
12. Limitation of liability
To the fullest extent permitted by law:
- neither party is liable for indirect or consequential loss, loss of profit, loss of business, or loss of data, except where such exclusion is not permitted by law
- our total aggregate liability arising from or related to the Services in any 12-month period is limited to the fees paid by you to us in that period, except where liability cannot be limited (including death or personal injury caused by negligence, fraud, or other liability that cannot be excluded under English law)
Your organisation is responsible for maintaining appropriate backups and export routines where required for its operations.
13. Indemnity
You will indemnify us against claims arising from your unlawful use of the Services, your Customer Data, or breach of these Terms, except to the extent caused by our breach.
14. Suspension and termination
We may suspend or terminate access if you materially breach these Terms, fail to pay fees, or if continued provision creates legal or security risk.
You may stop using the Services according to your subscription terms. On termination, access may cease and data may be deleted after any export or retention period stated in your agreement.
15. Changes to the Services and Terms
We may update the Services and these Terms from time to time. We will post updated Terms on this page with a revised date. Material changes may be notified by email or in-product message where appropriate. Continued use after changes take effect constitutes acceptance unless your signed agreement says otherwise.
16. Governing law and jurisdiction
These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that consumers with mandatory rights in other UK jurisdictions may bring claims in their home jurisdiction where required by law.
17. General
- Assignment: you may not assign these Terms without our consent; we may assign to an affiliate or successor
- Severability: if any provision is unenforceable, the remainder stays in effect
- No waiver: failure to enforce a provision is not a waiver
- Entire agreement: these Terms, together with applicable order documents and policies referenced here, form the agreement regarding website and standard SaaS use
18. Contact us
Questions about these Terms:
Email: hello@alphanomic.co.uk
Related policies: Privacy Policy · Cookie Policy · Sub-processors