Terms of Service

Last updated: 08 August 2026

These Terms of Service (“Terms”) govern access to and use of the TimeProf workforce management platform, including our website, customer administration portal, staff portal, mobile applications, APIs, notifications, communication features and related services (collectively, the “Service”).

TimeProf is operated by Macfo Limited, a company registered in England and Wales under company number 07920829, with registered office at 66 Windrush Road, London, NW10 8NL, United Kingdom (“TimeProf”, “we”, “us”, “our”).

These Terms apply to organisations that subscribe to or otherwise obtain access to the Service (“Customers”) and to staff, managers, administrators and other individuals authorised by a Customer to use the Service (“Authorised Users”).

By registering for, accessing or using the Service, you agree to comply with these Terms. If you are accepting these Terms on behalf of a Customer, you confirm that you have authority to bind that organisation.

If a Customer has entered into a separate written agreement, order form or subscription agreement with us, that agreement will also apply. If there is a conflict, the separately agreed written terms will prevail to the extent of the conflict.

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1. About the Service

TimeProf provides workforce scheduling, rota management, time and attendance, leave and absence management, task and form workflows, staff communications, notifications, reporting, workforce analytics and related operational tools.

Some functionality may depend on the Customer's subscription, configuration, user permissions, device capabilities or third-party services.

TimeProf is a software platform. Unless expressly agreed otherwise, we are not the employer, employment agency, payroll provider, legal adviser, medical adviser or HR decision-maker for a Customer or its Authorised Users.

2. Customer and Authorised User Responsibilities

The Customer is responsible for:

• Ensuring that its use of the Service is lawful and appropriate for its workforce.
• Authorising users and assigning appropriate roles and permissions.
• Keeping its organisation, billing and administrator information accurate.
• Providing appropriate notices, policies and instructions to its staff and other users.
• Ensuring that information entered into the Service is accurate, relevant and lawfully processed.
• Removing or disabling access when a user is no longer authorised.
• Making employment, staffing, disciplinary, payroll and other business decisions independently.

Authorised Users must:

• Use only the account and permissions assigned to them.
• Provide accurate information when submitting information through the Service.
• Keep login credentials and authentication methods secure.
• Notify their administrator or TimeProf promptly if they suspect unauthorised access or compromise.
• Comply with applicable Customer policies when using workplace features such as chat, attendance and location.

3. Accounts and Security

Accounts may be created directly by a Customer, by TimeProf as part of onboarding, or through an approved registration process.

You must not share credentials in a way that allows unauthorised access. We may require password changes, multi-factor authentication, identity verification or other reasonable security measures where necessary to protect the Service.

We may temporarily restrict an account where we reasonably believe this is necessary to investigate suspected compromise, fraud, abuse, a security incident or a material breach of these Terms.

4. Acceptable Use

You must not use the Service to:

• Break any applicable law or regulation.
• Gain or attempt to gain unauthorised access to any account, tenant, system or data.
• Probe, scan or test security controls without our prior written authorisation.
• Introduce malware, viruses, destructive code or other harmful material.
• Interfere with, overload, disrupt or circumvent the Service or its security controls.
• Use automated scraping, harvesting or extraction methods except through an interface or API expressly authorised by us.
• Reverse engineer, decompile or attempt to derive source code except to the limited extent that applicable law expressly permits this despite a contractual restriction.
• Copy, resell, sublicense or commercially exploit the Service except as expressly permitted in writing.
• Upload, send or store material that is unlawful, malicious, defamatory, discriminatory, harassing, infringing or that you are not authorised to disclose.
• Impersonate another person, falsify attendance information or deliberately spoof location or timekeeping information.

5. Customer Data and User Content

As between TimeProf and the Customer, the Customer retains its rights in the workforce, operational and other content submitted to the Service (“Customer Data”). Individual users retain any rights they may have in content they lawfully provide, subject to the Customer's rights and obligations as their employer or organisation.

The Customer grants TimeProf a limited right to host, copy, transmit, display, process, back up and otherwise use Customer Data only as reasonably necessary to provide, secure, support and maintain the Service, comply with documented instructions and applicable law, and as otherwise described in the applicable agreement and Data Processing Agreement.

The Customer is responsible for ensuring that it has all permissions, notices, lawful bases and other rights required for Customer Data supplied to the Service.

6. Workplace Communications

The Service may provide private messaging, site/group chat, announcements, reactions, notes and other communication features. These features are intended for legitimate workplace and operational use.

Users must not use communication features to send unlawful, abusive, threatening, discriminatory, infringing, malicious or unauthorised confidential material. Customer organisations are responsible for establishing and enforcing appropriate workplace communication policies.

Access to workplace communications may be available to authorised Customer personnel where permitted by the Service, the Customer's configuration and applicable law.

7. Location, Geofencing and Timekeeping

Customers may enable location-based features for time and attendance, including geofence validation when an Authorised User attempts to clock in or out.

The Customer is responsible for determining whether and how such functionality may lawfully be used for its workforce, providing required notices and configuring access appropriately. Authorised Users must not intentionally falsify, manipulate or spoof timekeeping or location information.

Details of the personal data involved are provided in our Privacy Policy and Data Processing Agreement.

8. Workforce Analytics and Decision-Support Features

TimeProf may provide analytics, rota diagnostics, fatigue indicators, skills matching, suitability checks, forecasts or other decision-support outputs.

These features are intended to assist, not replace, appropriate human judgement. Customers remain responsible for reviewing outputs and making employment, staffing, safety, payroll, disciplinary and other workforce decisions.

Outputs may depend on the accuracy, completeness and timeliness of data supplied to the Service and should not be treated as legal, medical or other professional advice.

9. Subscriptions, Pricing and Payment

Access to some or all of the Service may require a paid Customer subscription. Applicable pricing, charging basis, billing frequency, taxes, credits, payment method and other commercial terms are those shown during sign-up, on the applicable pricing page, order form, invoice or separately agreed contract.

The Customer must pay valid invoices and charges when due. Where the Customer authorises a recurring or automated payment method, we may use that method to collect charges that have become due in accordance with the agreed billing arrangement.

Fees are non-refundable except where a refund or credit is expressly provided by the applicable agreement, agreed by us, or required by law.

We may change generally available pricing from time to time. Where a change affects an existing paid subscription, we will provide the notice required by the applicable Customer agreement before the new pricing takes effect.

If an undisputed amount remains overdue, we may restrict or suspend paid Service access after appropriate notice, subject to the applicable Customer agreement and law.

10. Mobile Applications and App Stores

TimeProf mobile applications may be made available through third-party app stores, including the Apple App Store and Google Play. Use of an app store is also subject to the terms and policies of that store.

These Terms govern use of the TimeProf Service. Where Apple distributes the iOS application and we have not provided a custom end-user licence agreement through App Store Connect, Apple's standard end-user licence agreement also applies to the licensed iOS application.

Mobile features may require a compatible device, supported operating-system version, internet connectivity and permissions such as notifications, photos, location or device-based biometric authentication. Some features will not operate if necessary permissions or device services are disabled.

11. Third-Party Services

The Service may depend on or integrate with third-party hosting, infrastructure, email, payment, analytics, crash-reporting, mapping, push-notification or other technology providers.

We are responsible for our contractual obligations to Customers, but we do not control independent third-party services and cannot guarantee that every external service will be uninterrupted. Where third parties process personal data on our behalf, the applicable data-protection arrangements are addressed in our Privacy Policy and Data Processing Agreement.

12. Intellectual Property

TimeProf, its software, interfaces, documentation, designs, logos and other Service materials are protected by intellectual-property laws and belong to Macfo Limited or its licensors, except for Customer Data and third-party materials.

Subject to these Terms and payment of applicable fees, we grant the Customer and its Authorised Users a limited, revocable, non-exclusive, non-transferable and non-sublicensable right to access and use the Service for the Customer's internal business purposes during the applicable subscription or authorised access period.

No intellectual-property rights are transferred except for the limited rights expressly granted in these Terms or another written agreement.

13. Feedback

If you voluntarily provide suggestions or feedback about the Service, we may use that feedback to develop and improve TimeProf without an obligation to compensate you, provided that this does not give us ownership of Customer Data or confidential information.

14. Confidentiality

Each party must take reasonable steps to protect confidential information received from the other and use it only for purposes connected with the Service, except where disclosure is authorised, already lawfully public, independently developed, received lawfully from another source, or required by law.

15. Data Protection and Privacy

Personal data is handled in accordance with our:

• Privacy Policy
• Cookie Policy
• Data Processing Agreement

For workforce Personal Data processed on a Customer's behalf, the Customer will normally act as Controller and TimeProf will normally act as Processor. TimeProf may separately act as Controller for processing carried out for its own legitimate purposes, such as certain account administration, security, billing, legal compliance and service-management activities.

16. Service Availability, Maintenance and Changes

We aim to provide a reliable Service but do not promise uninterrupted or error-free availability unless a separate written service-level commitment expressly states otherwise.

We may perform planned or emergency maintenance and may make reasonable changes to the Service for security, legal, technical, operational or product-development reasons. Where reasonably practicable, we will provide notice of changes that materially affect paid Customer functionality.

We may discontinue a material paid feature or Service component, subject to the terms of any separate Customer agreement and any obligations that cannot lawfully be excluded.

17. Suspension

We may suspend all or part of the Service where reasonably necessary because of:

• A material or repeated breach of these Terms.
• A security threat or suspected unauthorised use.
• Use that risks material harm to the Service, another customer or another person.
• A legal or regulatory requirement.
• Undisputed overdue charges where suspension is permitted by the applicable agreement.

Where appropriate and reasonably practicable, we will provide notice and an opportunity to remedy the issue before suspension. Immediate action may be necessary for security, legal or serious-abuse reasons.

18. Term, Cancellation and Termination

The term, renewal and cancellation arrangements for a paid subscription are governed by the applicable sign-up terms, order form or Customer agreement.

A Customer may cancel or request closure in accordance with the cancellation process applicable to its subscription. Cancellation does not automatically remove payment obligations that accrued before the effective termination date.

We may terminate a Customer's access for a material breach that is not remedied within a reasonable period after notice, or immediately where the breach is incapable of remedy, fraudulent, unlawful or presents a serious security risk.

When access ends, provisions that by their nature should continue will survive, including provisions concerning accrued payments, intellectual property, confidentiality, data-protection obligations, liability and dispute resolution.

19. Data Export, Return and Deletion

Data return and deletion following termination are governed by the applicable Customer agreement and Data Processing Agreement. Customers should export information they are entitled to retain before access expires where an export facility is available.

Some information may be retained after termination where required by law, necessary for security, fraud prevention, dispute resolution or audit purposes, or temporarily remains in protected backups pending normal backup expiry.

20. Warranties and Disclaimers

We will provide the Service with reasonable care and skill. Except as expressly stated in these Terms or another written agreement, and to the extent permitted by law, the Service is provided on an “as available” basis.

We do not warrant that the Service will be uninterrupted, entirely free of defects, or suitable for every Customer's specific workflow, legal obligation or business outcome.

Customers are responsible for reviewing their own legal, employment, health and safety, payroll and regulatory requirements and configuring their use of the Service accordingly.

21. Limitation of Liability

Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

Subject to the paragraph above and to the extent permitted by law, neither party will be liable to the other for indirect or consequential loss, or for loss of profit, revenue, anticipated savings, goodwill or business opportunity arising from use of the Service, except to the extent expressly provided in a separate written agreement.

Subject to liabilities that cannot lawfully be limited and unless a separate written Customer agreement specifies a different cap, TimeProf's aggregate liability to a Customer arising out of or in connection with the Service during any twelve-month period will not exceed the fees paid or payable by that Customer for the Service during the twelve months immediately preceding the event giving rise to the claim.

Any limitation or exclusion in these Terms applies only to the extent that it satisfies any applicable statutory requirement of reasonableness.

22. Events Outside Our Reasonable Control

Neither party will be responsible for delay or failure to perform an obligation, other than an obligation to pay an amount already due, where the delay or failure results from events outside that party's reasonable control. This may include major telecommunications or cloud infrastructure failures, natural disasters, widespread cyber incidents, governmental action, industrial disputes or other comparable events.

23. Changes to These Terms

We may update these Terms to reflect changes in the Service, applicable law, security, technology or our business practices.

If a change materially affects an existing paid Customer's contractual rights or obligations, we will provide reasonable notice before that change takes effect, unless an urgent change is required for legal, regulatory or security reasons.

The “Last updated” date at the top of this page identifies the latest published version.

24. Notices

We may provide operational or contractual notices through the Service, by email to a registered account address, or by another contact method agreed with the Customer. Customers are responsible for keeping their administrative contact details current.

25. Assignment

A Customer may not assign or transfer its contractual rights or obligations relating to the Service without our prior written consent, such consent not to be unreasonably withheld where appropriate. We may assign our rights and obligations as part of a bona fide corporate reorganisation, merger, acquisition or transfer of the TimeProf business, subject to applicable law.

26. No Waiver

A delay or failure to exercise a right does not waive that right. A waiver is effective only for the particular circumstances for which it is given.

27. Severability

If a court or competent authority finds any provision of these Terms unlawful or unenforceable, that provision will be treated as modified to the minimum extent necessary to make it enforceable where possible, and the remaining provisions will continue in effect.

28. Entire Agreement and Order of Precedence

These Terms, together with any applicable order form, subscription agreement and Data Processing Agreement, constitute the contractual terms governing the relevant Customer's use of the Service, subject to any other document expressly incorporated by reference.

If documents conflict, a separately signed Customer agreement or order form will prevail for the relevant commercial matter, and the Data Processing Agreement will prevail for matters specifically concerning processing of Personal Data on the Customer's behalf.

29. Third-Party Rights

Except where an applicable app-store licence expressly provides otherwise, a person who is not a party to the relevant agreement has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce these Terms.

30. Governing Law and Jurisdiction

These Terms and any non-contractual obligations arising out of or in connection with them are governed by the laws of England and Wales.

Subject to any mandatory jurisdiction that cannot lawfully be excluded, the courts of England and Wales have exclusive jurisdiction over disputes arising out of or in connection with these Terms or the Service.

31. Contact Us

For support: support@timeprof.co.uk

For legal or contractual questions: legal@timeprof.co.uk

Macfo Limited
Company number: 07920829
Registered office: 66 Windrush Road, London, NW10 8NL, United Kingdom