Terms of Use

These Terms of Use ("Terms") govern your access to and use of the Evantra staff management platform, the Evantra staff app, and the websites evantra.co.uk and www.evantra.co.uk (together, the "Service"), provided by Evantra ("we", "us", "our").

By creating an account, signing in, or otherwise using the Service, you agree to these Terms. If you are using the Service on behalf of a business, you confirm that you are authorised to bind that business, and the business agrees to these Terms.

If you do not agree with these Terms, please do not use the Service.

The Service is intended for businesses who need to manage staff rotas, attendance, training and compliance, and for the staff members those businesses invite.

You must be at least 16 years old to use the Service. Where your employer has enabled it, you must also follow the identity and location checks they have chosen to apply.

Each account is personal to you. Do not share your login credentials, clock-in PIN or device access with anyone else, and tell your employer or us straight away if you think someone else knows them.

Your employer (or an account administrator) decides who can join their account, what role they hold, and which features and records they can see. Access can be reduced or removed at any time by them or by us.

You are responsible for anything done under your account and for keeping your device and password secure. Please use a password you do not use anywhere else.

We may suspend or close an account where we reasonably believe it is being misused, where it puts other users or data at risk, or where payment for the subscription is not made.

You agree to use the Service lawfully and honestly. In particular, you must not:

Clock in or out, or record breaks, for a time or place that is not true, or ask or allow anyone else to do this for you.

Upload illegal, abusive, discriminatory, or otherwise harmful content, or content you have no right to share.

Try to gain access to another organisation's data, interfere with the Service, probe its security, or use automated tools to scrape or overload it.

Reverse engineer, copy, resell or white-label the Service, except where you have our written permission or where the law says you may despite these Terms.

Use the Service to send unsolicited messages, or to store or share data about people who have not agreed to it.

Shifts, clock-ins, breaks, pay rates, time-off decisions, training results and compliance notes are entered by you, by your employer, or generated by the Service as you use it. Your employer is responsible for the accuracy of records they enter and for the employment decisions they make from them.

If a record looks wrong to you, tell your employer so they can correct it. Managers can amend clock records, and those amendments are logged so the change can be traced.

The Service can automatically close a shift that was never ended (for example, a forgotten clock-out). Automatic entries are clearly marked and do not replace genuine clock records.

The Service can connect to third-party products, for example Google Calendar for importing events or Google Drive for event photos. When you connect one, you are also agreeing to that provider's own terms, and you can disconnect it at any time.

We do not control third-party services and are not responsible for their availability, changes, or the way they handle your data.

Any links, offers or content from other companies shown in the Service are provided for convenience only and do not mean we endorse them.

Access to the Service for a business is usually provided under a subscription plan agreed with us. Fees, billing dates and any trial period are set out in the plan or order form you accepted.

Unless the plan says otherwise, fees are due in advance, are not refundable for partial periods, and apply from the start of the current billing period to any mid-period upgrade.

If a subscription ends, the business can usually export its records for a limited time; see our Privacy Policy and your plan for how long data is kept.

You keep ownership of the text, photos, documents and other content you or your staff upload. You grant us and the other users in your organisation the permission needed to store, display and share it inside the Service, for the purpose of providing the Service.

You confirm you have the right to upload the content you add, including photos of people, and that you have told those people about it where the law requires.

We may remove or refuse content that breaches these Terms or that we must remove for legal or safety reasons.

We aim to keep the Service available and are working towards 99.9% availability, but we do not promise it will be uninterrupted or error-free. Features may be added, changed or withdrawn from time to time; we will give reasonable notice for changes that materially affect a paid plan.

Some features (for example offline queueing, location checks and notifications) depend on your device, browser, network and settings, and may behave differently between them.

We are not responsible for failures caused by circumstances outside our reasonable control, such as internet outages, device faults, or third-party services being unavailable.

The Service is provided "as is". To the fullest extent the law allows, we are not liable for indirect or consequential losses, for loss of profit, revenue, data or business opportunity, or for decisions your business or staff make using records held in the Service.

Our total liability for any claim arising from these Terms is limited to the fees paid by your organisation for the Service in the twelve months before the claim, or £100 if no fees were paid, whichever is greater.

Nothing in these Terms limits or excludes liability that cannot lawfully be limited, including for death or personal injury caused by our negligence, for fraud, or under the Consumer Rights Act 2015.

How we handle personal data is explained in our Privacy Policy at https://www.evantra.co.uk/privacy, which forms part of these Terms.

For the personal data of staff members, the business using Evantra is the data controller and Evantra acts as its data processor. Please direct staff data requests to your employer first, or contact us at hello@evantra.co.uk if you need help.

You can stop using the Service at any time. Your employer can remove your access, and you can ask them to delete your account; some records may be kept where employment, tax or health-and-safety law requires.

Clauses about content you added, ownership, liability, and which law applies continue to apply after your access ends.

We may update these Terms from time to time. If a change materially affects a paid subscription, we will tell account administrators in advance, inside the platform or by email. Continuing to use the Service after a change takes effect means you accept the updated Terms.

The "last updated" date at the top of this page shows the version currently in force.

Questions about these Terms can be sent to hello@evantra.co.uk.

These Terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction over any dispute. If any part of these Terms is found to be unenforceable, the rest continues to apply.

If you are a consumer, you also benefit from any mandatory rights in the country where you live, and nothing here takes those away.