Terms of Service

Last updated: 1 March 2025

1. Agreement to Terms

These Terms of Service (“Terms”) constitute a legally binding agreement between you (whether personally or on behalf of an entity, “you”) and LocumShift AI Ltd (company number 17235623) (“Company”, “we”, “us”, or “our”), concerning your access to and use of the LocumShift AI platform, website, and related services (collectively, the “Services”).

By accessing or using the Services, you agree to be bound by these Terms. If you do not agree with any part of these Terms, you must not use the Services.

2. Description of Services

LocumShift AI provides a cloud-based platform for healthcare staffing agencies that includes:

  • AI-powered shift recovery and candidate matching
  • Compliance document tracking and OCR verification
  • Timesheet automation and payroll export
  • Candidate availability management
  • Multi-channel messaging (Telegram, WhatsApp, SMS, email)
  • Real-time operational dashboard

3. User Accounts

3.1 Registration

To access the Services, you must register for an account. You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate.

3.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You agree to notify us immediately of any unauthorised use of your account.

3.3 User Roles

Our platform supports multiple user roles (Super Admin, Admin, Consultant, Read Only). Account administrators are responsible for assigning appropriate roles and permissions to their users.

4. Subscriptions and Payment

4.1 Plans

The Services are offered under various subscription plans (Starter, Professional, Agency Pro, Enterprise) with different features and usage limits. Current plan details and pricing are available on our Pricing page.

4.2 Free Trial

We offer a 14-day free trial for new accounts. No credit card is required to start a trial. At the end of the trial period, you must subscribe to a paid plan to continue using the Services, or your account will be paused.

4.3 Payment Terms

Subscription fees are billed in advance on a monthly or annual basis, depending on your chosen billing cycle. All prices are quoted in British Pounds (GBP) and are exclusive of VAT unless stated otherwise. Payment is due within 30 days of invoice.

4.4 Cancellation

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. No refunds are provided for partial billing periods, except as required by law.

5. Acceptable Use

You agree not to use the Services to:

  • Violate any applicable laws, regulations, or third-party rights
  • Upload false, misleading, or fraudulent compliance documents
  • Attempt to gain unauthorised access to other accounts or systems
  • Interfere with or disrupt the integrity or performance of the Services
  • Use automated tools to scrape or extract data from the Services
  • Transmit malware, viruses, or other harmful code
  • Use the Services for any purpose other than legitimate healthcare staffing operations

6. Data and Privacy

6.1 Data Ownership

You retain ownership of all data you upload to the Services. We do not claim ownership of your data. We process your data solely to provide the Services as described in these Terms and our Privacy Policy.

6.2 Data Processing

Our processing of personal data is governed by our Privacy Policy and, where applicable, our Data Processing Agreement (DPA). Enterprise customers may request a custom DPA.

6.3 Data Export

You may export your data at any time in standard formats (CSV, JSON). Upon account closure, we will provide a complete data export before deleting your data in accordance with our retention policy.

7. AI Services

7.1 AI-Powered Processing

Our Services use artificial intelligence for shift matching, document OCR verification, natural language processing, and other functions. While we strive for high accuracy, AI-powered features are provided as decision-support tools and should not replace human judgement in critical compliance decisions.

7.2 Accuracy

We do not guarantee 100% accuracy of AI-generated results. Documents flagged for manual review should be verified by qualified personnel. You remain responsible for ensuring compliance with all applicable regulations.

8. Intellectual Property

The Services, including all software, algorithms, designs, documentation, and other materials, are owned by LocumShift AI Ltd and are protected by intellectual property laws. Your subscription grants you a limited, non-exclusive, non-transferable licence to use the Services during the subscription period.

9. Limitation of Liability

To the maximum extent permitted by law, LocumShift AI Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising from your use of the Services.

Our total liability for any claims arising from the Services shall not exceed the fees paid by you in the twelve (12) months preceding the claim.

10. Indemnification

You agree to indemnify and hold harmless LocumShift AI Ltd from any claims, damages, or expenses arising from your use of the Services, your violation of these Terms, or your violation of any third-party rights.

11. Termination

We may suspend or terminate your access to the Services if you violate these Terms, fail to pay subscription fees, or if required by law. Upon termination, your right to use the Services ceases immediately, and we will provide a data export upon request.

12. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Changes to These Terms

We reserve the right to modify these Terms at any time. We will provide at least 30 days' notice of material changes via email or through the Services. Continued use of the Services after changes take effect constitutes acceptance of the updated Terms.

14. Contact

For questions about these Terms, please contact us at [email protected] or write to us at LocumShift AI Ltd, 128 City Road, London, EC1V 2NX, United Kingdom.