TERMS OF USE
Last updated: 1 January 2026
AGREEMENT TO OUR LEGAL TERMS
These Terms of Use (“Terms”) are a legally binding agreement between you, whether personally or on behalf of a company or other legal entity (“you” or “your”), and Root HR Limited (“Root HR”, “we”, “us”, or “our”), regarding your access to and use of our website, software, mobile applications, and related services.
We operate the website https://roothr.co.uk, the Root HR platform, any associated mobile applications, and any related products or services that link to these Terms (together, the “Services”).
Root HR is a workforce management and compliance platform designed to help businesses manage employees, HR records, attendance, documentation, workforce operations, and compliance processes more efficiently.
By accessing or using our Services, you confirm that you have read, understood, and agreed to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Services.
We may update these Terms from time to time. When we do, we will revise the “Last updated” date at the top of this page. Your continued use of the Services after any update means you accept the revised Terms.
The Services are intended for users who are at least 18 years old. You must not use or register for the Services if you are under 18.
We recommend that you print or save a copy of these Terms for your records.
TABLE OF CONTENTS
Our Services
Intellectual Property Rights
User Representations
User Registration
Purchases and Payment
Subscriptions
Prohibited Activities
User Content
Content Licence
Reviews and Feedback
Mobile Application Terms
Service Management
Privacy
Copyright Complaints
Termination
Changes to the Services
Governing Law
Dispute Resolution
Corrections
Disclaimer
Limitation of Liability
Indemnity
User Data
Electronic Communications
SMS Communications
General Terms
Contact Us
1. OUR SERVICES
Our Services are made available for business and professional use. They are intended to help organisations manage HR, workforce operations, compliance tasks, and related internal processes.
We do not represent that the Services are appropriate or lawful for use in every country or jurisdiction. If you choose to access the Services from outside the United Kingdom, you do so at your own risk and are responsible for compliance with any local laws that apply to you.
Unless expressly stated otherwise, the Services are provided for your internal business use only.
2. INTELLECTUAL PROPERTY RIGHTS
Our intellectual property
We own, or are licensed to use, all intellectual property rights in the Services, including all software, source code, databases, design, text, graphics, branding, logos, interfaces, features, and other content made available through the Services.
All such rights are protected by copyright, trade mark, database, and other intellectual property laws in the United Kingdom and internationally.
Limited licence to use the Services
Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Services for your own internal business purposes.
Except where expressly permitted in these Terms or required by law, you must not:
copy, reproduce, republish, upload, post, transmit, or distribute any part of the Services;
modify, adapt, translate, or create derivative works from the Services;
sell, license, sublicence, rent, lease, or commercially exploit the Services or any part of them;
use our name, trade marks, logos, or branding without our prior written consent.
All rights not expressly granted to you are reserved by Root HR Limited.
Feedback and suggestions
If you send us ideas, suggestions, recommendations, or feedback relating to the Services, you agree that we may use them without restriction and without any obligation to compensate you.
3. USER REPRESENTATIONS
By using the Services, you confirm that:
all information you provide is true, accurate, current, and complete;
you will keep your account information up to date;
you have the legal authority to enter into these Terms;
you are at least 18 years old;
you will use the Services only in accordance with applicable law;
you will not use the Services for any unlawful, fraudulent, or unauthorised purpose;
you will not access the Services using automated or non-human means unless we have expressly authorised it.
If any information you provide is untrue, inaccurate, outdated, or incomplete, we may suspend or terminate your access to the Services.
4. USER REGISTRATION
You may need to create an account to access certain features of the Services.
You are responsible for:
keeping your login credentials confidential;
all activity carried out under your account;
ensuring authorised users within your organisation use the Services appropriately.
You must notify us promptly if you believe your account has been accessed without permission or your credentials have been compromised.
We reserve the right to refuse registration, reclaim usernames, or suspend accounts where we believe this is necessary for security, legal, or operational reasons.
5. PURCHASES AND PAYMENT
If you purchase any paid Services, you agree to provide accurate and complete billing, payment, and contact details.
We may accept payment by major debit cards, credit cards, and other payment methods made available through our payment provider.
All prices are stated in GBP (£) unless we say otherwise. VAT and other applicable taxes may be added where required by law.
You authorise us, and our third-party payment processor, to charge your chosen payment method for all fees due in relation to your subscription or purchase.
We reserve the right to:
change our pricing at any time;
correct pricing errors;
refuse or cancel orders where necessary;
suspend access to paid Services if payment is overdue.
6. SUBSCRIPTIONS
Recurring billing
Where the Services are offered on a subscription basis, your subscription will continue until cancelled and will renew automatically at the end of each billing cycle unless cancelled before renewal.
You authorise us to take recurring payments using your chosen payment method for the applicable subscription fees.
Free trials
We may offer a free trial period to new customers. If you sign up for a free trial, your subscription may automatically convert into a paid subscription at the end of the trial unless cancelled before the trial ends.
Cancellation
You may cancel your subscription at any time by contacting us or using any cancellation feature we make available within the platform.
Unless we state otherwise in writing, cancellations will take effect at the end of the current billing period, and fees already paid are non-refundable.
Fee changes
We may update subscription fees from time to time. Where required by law, we will give reasonable notice before any price changes take effect.
7. PROHIBITED ACTIVITIES
You must not use the Services in any way that is unlawful, harmful, or interferes with our business, systems, or other users.
In particular, you must not:
copy, scrape, harvest, or extract data from the Services without permission;
attempt to gain unauthorised access to accounts, systems, or networks;
upload viruses, malware, or harmful code;
interfere with the operation, performance, or security of the Services;
reverse engineer, decompile, or disassemble any part of the Services except where permitted by law;
use the Services to harass, threaten, abuse, or harm others;
submit false, misleading, or fraudulent information;
use the Services to breach privacy, employment, or data protection laws;
use the Services to build a competing product or service;
use bots, scripts, or automated tools to interact with the Services without our written permission;
impersonate another person or organisation.
Any breach of this section may result in immediate suspension or termination of your access.
8. USER CONTENT
Certain features of the Services may allow you or your authorised users to upload, submit, store, send, or display content, including documents, employee records, comments, messages, images, and other materials (“User Content”).
You remain responsible for your User Content and confirm that:
you own it or have the right to use it;
it does not infringe anyone else’s rights;
it does not break any law or regulation;
it is not defamatory, abusive, discriminatory, misleading, or unlawful.
We do not claim ownership of your User Content. However, you grant us the limited rights necessary to host, copy, transmit, process, display, and use that content solely for the purpose of operating, maintaining, securing, improving, and supporting the Services.
9. CONTENT LICENCE
By uploading or submitting User Content to the Services, you grant Root HR Limited a non-exclusive, worldwide, royalty-free licence to use, host, store, reproduce, adapt, and process that content only to the extent necessary to:
provide the Services to you;
support platform functionality;
maintain security and backups;
improve the Services;
comply with legal obligations.
This licence ends when your User Content is deleted from the Services, except where retention is required for legal, regulatory, backup, or legitimate operational reasons.
10. REVIEWS AND FEEDBACK
If you provide a review, testimonial, rating, or feedback about Root HR, you agree that it must be honest, lawful, and based on genuine experience.
We may remove reviews or feedback that are false, offensive, abusive, misleading, or otherwise inappropriate.
By submitting a review or testimonial, you grant us permission to use, reproduce, publish, and display it for marketing, promotional, or internal business purposes, unless you ask us not to do so.
11. MOBILE APPLICATION TERMS
If you access the Services through a mobile application, we grant you a limited, revocable, non-exclusive, non-transferable licence to install and use the application on devices owned or controlled by you, solely for use in connection with the Services.
You must not:
copy or modify the app;
reverse engineer or attempt to extract the source code;
use the app in any unlawful way;
make the app available to third parties on a commercial basis without permission.
If you downloaded the app from Apple App Store or Google Play, you also agree to comply with their relevant usage rules and terms.
Apple and Google are not responsible for the Services, support, maintenance, or any claims relating to the app beyond their obligations under their own platform rules.
12. SERVICE MANAGEMENT
We reserve the right, but are not obliged, to:
monitor use of the Services for compliance with these Terms;
investigate suspected misuse;
remove or restrict access to content;
suspend or disable accounts;
take technical or legal steps necessary to protect the Services, our business, and our users.
We may do this with or without prior notice where reasonably necessary.
13. PRIVACY
Your use of the Services is also subject to our Privacy Policy.
Please review our Privacy Policy at:
https://roothr.co.uk/privacy-policy/
By using the Services, you agree to the way we collect, use, and process personal data as described in that policy.
You understand that the Services may be hosted and processed in the United Kingdom and other jurisdictions used by our approved service providers.
14. COPYRIGHT COMPLAINTS
We respect intellectual property rights.
If you believe that any material available through the Services infringes your copyright or other intellectual property rights, please contact us with full details of your complaint, including:
your contact details;
a description of the work you believe has been infringed;
the location of the allegedly infringing material;
a statement that you believe the complaint is made in good faith.
We will review the complaint and take appropriate action where necessary.
15. TERMINATION
These Terms remain in effect while you use the Services.
We may suspend, restrict, or terminate your access to the Services at any time if:
you breach these Terms;
your use creates legal, security, or operational risk;
payment is overdue;
we are required to do so by law;
we reasonably believe termination is necessary to protect Root HR, other users, or third parties.
You may stop using the Services at any time. Subscription cancellations are dealt with under the subscription section above.
Termination does not affect any rights, remedies, obligations, or liabilities that have accrued before termination.
16. CHANGES TO THE SERVICES
We may update, modify, suspend, or discontinue any part of the Services at any time.
We do not guarantee that the Services will always be available, uninterrupted, error-free, or suitable for every purpose. From time to time, we may carry out maintenance, updates, or emergency changes that may affect availability.
We will not be liable for any interruption, delay, or unavailability except where liability cannot be excluded by law.
17. GOVERNING LAW
These Terms, and any dispute or claim arising from them or in connection with them, are governed by the laws of England and Wales.
If you are a business user, the courts of England and Wales will have exclusive jurisdiction, unless we choose to bring proceedings in another court with jurisdiction over you.
If you are a consumer, you may also have the right to bring proceedings in the courts of the country where you live if required by applicable law.
18. DISPUTE RESOLUTION
If a dispute arises between you and us, both parties agree to try to resolve it informally first by contacting the other party in writing and allowing a reasonable opportunity to respond.
If the dispute cannot be resolved informally, either party may bring proceedings in the courts described in the Governing Law section above.
Nothing in this section prevents either party from seeking urgent injunctive or equitable relief where necessary.
19. CORRECTIONS
There may occasionally be typographical errors, inaccuracies, or omissions in the Services, including in relation to descriptions, pricing, availability, or other content.
We reserve the right to correct such errors and update information at any time without prior notice.
20. DISCLAIMER
The Services are provided on an “as is” and “as available” basis.
To the fullest extent permitted by law, we do not make any express or implied warranties, representations, or guarantees regarding the Services, including any warranty that the Services will be uninterrupted, secure, error-free, or fit for a particular purpose.
We do not guarantee that the Services will meet all of your requirements or that any information or output generated through the Services will be complete, accurate, or suitable for legal, regulatory, or employment decision-making without your own review.
You are responsible for ensuring that your use of the Services complies with your own legal, HR, employment, and compliance obligations.
21. LIMITATION OF LIABILITY
To the fullest extent permitted by law, Root HR Limited and its directors, officers, employees, affiliates, agents, and licensors shall not be liable for any:
indirect loss;
consequential loss;
loss of profits;
loss of revenue;
loss of data;
loss of business opportunity;
loss of goodwill;
business interruption,
arising out of or in connection with your use of, or inability to use, the Services.
Our total aggregate liability to you for any claim arising out of or relating to the Services shall not exceed the amount paid by you to us for the Services during the 12 months immediately before the event giving rise to the claim.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot legally be excluded or limited.
22. INDEMNITY
You agree to indemnify and keep indemnified Root HR Limited, its directors, employees, affiliates, and service providers against any losses, costs, claims, damages, liabilities, and expenses arising out of or connected with:
your breach of these Terms;
your misuse of the Services;
your User Content;
your breach of any law or regulation;
your infringement of any third-party rights.
We reserve the right to assume conduct of the defence of any matter subject to indemnity by you, at your expense.
23. USER DATA
We may store and process data you upload to the Services in order to provide the platform and related functionality.
Although we use reasonable safeguards and may perform regular backups, you remain responsible for maintaining appropriate copies of your own data where necessary.
To the fullest extent permitted by law, we are not responsible for any loss, corruption, or deletion of data except where caused by our failure to use reasonable care or where liability cannot be excluded by law.
24. ELECTRONIC COMMUNICATIONS
When you visit the Services, send us emails, complete forms, or communicate with us electronically, you consent to receive communications from us electronically.
You agree that electronic agreements, notices, disclosures, and other communications satisfy any legal requirement that such communications be in writing.
You also agree to the use of electronic signatures, records, and contracts in connection with the Services where permitted by law.
25. SMS COMMUNICATIONS
Where we offer SMS notifications or messaging, you consent to receive service-related or account-related text messages from us if you have opted in or provided the necessary consent.
You can opt out of SMS marketing messages at any time by replying STOP.
Message and data charges may apply depending on your mobile provider and plan.
For support relating to SMS communications, please contact us using the details below.
26. GENERAL TERMS
These Terms, together with any policies or documents expressly referred to in them, form the entire agreement between you and us in relation to the Services.
If any provision of these Terms is found to be unlawful, invalid, or unenforceable, the remaining provisions will continue in full force and effect.
Our failure to enforce any provision of these Terms does not amount to a waiver of that provision.
We may assign, transfer, or subcontract our rights and obligations under these Terms. You may not assign or transfer your rights or obligations without our prior written consent.
Nothing in these Terms creates any partnership, agency, employment, or joint venture relationship between you and us.
27. CONTACT US
If you have any questions about these Terms, or if you wish to make a complaint, please contact us using the details below:
Root HR Limited
Suite 1T Southgate House
88 Town Square
Basildon
Essex SS14 1BN
United Kingdom
Email: info@roothr.co.uk
Phone: +44 1268 395041