Legal
Terms of Service
Last updated: 2 October 2026
These Terms of Service ("Terms") govern your use of Suparota, a workforce management platform provided by Suparota Ltd, a company registered in England and Wales (company number 17449552) with its registered office at 18 Stoke Newington High St, London N16 7PL ("Suparota", "we", "us", "our").
By starting a free trial, subscribing to or using Suparota, you ("you", "your") agree to these Terms. If you accept them on behalf of a business, you confirm you have authority to bind it. Suparota is for business use only and is not offered to consumers.
Our Data Processing Agreement forms part of these Terms and governs how we handle your staff's personal data. Our Privacy Policy explains how we handle personal data for which we are responsible.
Please read these Terms carefully, particularly Section 8 (Payroll and financial calculations), Section 9 (Supe AI) and Section 11 (Limitation of liability).
1. Definitions
Authorised Users — the owners, managers and staff you invite to use the Services through their own accounts.
Free Trial — the free period described in Section 4.
Services — the Suparota platform and its features, including rota scheduling, time and attendance, holiday and absence management, payroll reporting, tronc management and Supe AI, made available at app.suparota.com.
Subscription — your paid access to the Services after the Free Trial.
Venue — a single physical business location set up in your Suparota account.
2. The Services
Suparota provides workforce management tools built for hospitality venues. Depending on the features you switch on, the Services include:
- rota scheduling and shift management
- time and attendance (punch clock), including an optional check that staff are on site when they clock in
- holiday, absence and sickness management
- payroll reporting and labour cost analysis
- tronc (tips and service charge) distribution
- staff notifications by email, push notification and WhatsApp
- Supe AI, our built-in AI assistant (Section 9)
We may improve and change the Services over time. If a change materially reduces the functionality you pay for, we will give you reasonable notice and you may cancel under Section 6.
3. Your account
You are responsible for keeping your sign-in details secure and for all activity under your account. We recommend switching on two-step verification.
You decide which Authorised Users can access the Services and what they can do. You are responsible for their use of the Services under these Terms.
Only the account owner can manage billing.
We may suspend or restrict access if we reasonably believe there has been unauthorised access, a security breach or a serious breach of these Terms. Where we can, we will tell you first.
4. Free Trial
New accounts start with a 30-day Free Trial. No payment details are needed to start it.
To keep using the Services after the trial, you need to subscribe. If you have not subscribed when the trial ends, you have a 7-day grace period to do so. After that, your account is locked: you and your staff can no longer use the Services, but your data is kept as described in Section 7.
The Free Trial is available once per business. If you subscribe again after your Subscription has ended, there is no new trial.
5. Pricing and payment
The Services cost £50 per Venue per month, plus VAT at the applicable rate (currently 20%). This includes unlimited staff accounts and Supe AI. There are no per-user charges.
Payment is taken monthly in advance through our payment provider, Stripe. By subscribing, you authorise us to charge your chosen payment method each month until you cancel.
If a payment fails, we will let you know and give you the chance to update your payment details. If payment still cannot be taken, your Subscription will end and your account will be locked, with your data kept as described in Section 7.
We may change our prices with at least 30 days' written notice. If you do not accept a change, you may cancel before it takes effect.
6. Cancellation and refunds
You can cancel at any time in Settings. Cancellation takes effect at the end of your current billing period, and you keep access until then. You can undo a cancellation before that date.
We do not give refunds for part-months.
7. Your data when your Subscription or Free Trial ends
When your Subscription or Free Trial ends without being renewed, your account is locked and your data is kept for 30 days. During that time you can:
- ask us for an export of your data by contacting support@suparota.com, or
- subscribe again and pick up where you left off, with your data intact.
We will email you before your data is deleted. After 30 days, your data is permanently deleted, as set out in our Data Processing Agreement.
As an employer, you are responsible for keeping pay and other records for as long as the law requires (for example, six years for minimum wage records). If you need those records after leaving Suparota, export them during the 30 days.
8. Payroll and financial calculations
Suparota produces pay reports, cost calculations, holiday and sick pay figures and tronc distributions as management tools. They are provided to help you run your business, not as professional payroll, tax or legal advice.
Suparota does not pay your staff, run payroll, submit anything to HMRC or move money on your behalf. We are not an accountancy service, payroll bureau or financial adviser.
You are responsible for:
- checking pay, holiday, sick pay and tronc figures before using them to pay staff or make financial decisions
- complying with employment law, tax law and HMRC requirements
- taking advice from a qualified accountant or payroll professional where appropriate
We strongly recommend that a qualified accountant reviews payroll figures before they are used to pay staff.
We are not liable for any underpayment, overpayment, tax shortfall, penalty or other financial loss arising from reliance on figures produced by the Services, except where the loss results directly from a defect in the Services that you reported to us and we failed to fix within a reasonable time.
9. Supe AI
Supe AI is the AI assistant built into Suparota. It is included in your Subscription at no extra charge.
9.1 What Supe AI does
Depending on the features you use, Supe AI may:
- suggest draft shifts and rota changes in response to your requests
- produce reports and summaries from your workforce data
- help match columns when you import staff data during onboarding
- show a daily message in the app
9.2 Suggestions, not decisions
Shifts suggested by Supe AI are created as drafts. Nothing Supe AI suggests reaches your staff until you or an authorised manager reviews and publishes it.
Supe AI does not check its suggestions against the Working Time Regulations, break entitlements, rules for young workers or your employment contracts. You are responsible for checking every suggestion before publishing it.
9.3 Accuracy
Supe AI's output is generated by an AI model. It can be incomplete or wrong, even when it sounds confident. Supe AI reports are for information only. If a figure in a Supe AI report differs from Suparota's payroll reports, the payroll report applies, and Section 8 governs how you should use it.
9.4 Your data
To provide Supe AI, we send the relevant data from your account to our AI provider, Anthropic, which processes it as our sub-processor under our Data Processing Agreement. Anthropic's terms do not allow it to train its models on your data. Supe AI chat history can be seen by other users at your business who have access to Supe AI, and is deleted after 90 days, or sooner if someone at your business starts a new chat. Report conversations are not kept after the session ends. You control who has access to Supe AI through their permission settings.
9.5 Fair use
Supe AI is subject to reasonable usage limits so it stays fast and available for every venue. We will tell you if your use approaches a limit.
9.6 Changes
We may improve, change or replace the AI models and features behind Supe AI. If a change materially reduces Supe AI's functionality, Section 2 applies.
9.7 Responsibility
You are responsible for decisions you make using Supe AI output. Our liability for Supe AI is subject to Sections 8 and 11.
10. Your responsibilities
You will:
- give accurate information when setting up your account and adding staff
- have a lawful basis under data protection law for the staff data you put into the Services, and give your staff a privacy notice explaining how you use Suparota
- if you switch on the location check, tell your staff that their location is checked when they clock in
- use the Services only to manage your workforce, and not for anything unlawful
- not try to copy, reverse-engineer, resell or interfere with the Services, or access them in ways we have not made available
11. Limitation of liability
Nothing in these Terms limits or excludes liability for:
- death or personal injury caused by negligence
- fraud or fraudulent misrepresentation
- anything else that cannot be limited or excluded by law
Subject to that, we are not liable for:
- loss of profits, sales, business or revenue
- loss of anticipated savings
- loss of goodwill
- loss or corruption of data, except to the extent caused by our failure to keep reasonable backups during your Subscription
- any indirect or consequential loss
Our total liability arising under or in connection with these Terms is limited to the greater of (a) the fees you paid us in the 12 months before the event giving rise to the claim, and (b) £1,000.
12. Ending these Terms
- You may cancel at any time under Section 6.
- We may end your access with 30 days' written notice.
- Either of us may end these Terms immediately if the other commits a material breach and does not fix it within 14 days of being asked in writing.
When these Terms end, Sections 7 (Your data), 8 (Payroll and financial calculations), 11 (Limitation of liability), 13 (Intellectual property) and 15 (Governing law) continue to apply.
13. Intellectual property
We own all intellectual property in the Services, including the software, design, branding and documentation. We give you a non-exclusive, non-transferable licence to use the Services during your Free Trial and Subscription, to manage your workforce.
You own the data you put into the Services.
14. Changes to these Terms
We may update these Terms from time to time. We will tell you about material changes by email or in the app at least 14 days before they take effect. If you keep using the Services after that date, the updated Terms apply. If you do not agree, you may cancel under Section 6.
15. Governing law
These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
16. Contact
Email: support@suparota.com Address: Suparota Ltd, 18 Stoke Newington High St, London N16 7PL