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Terms of Service

Effective July 25, 2026

These Terms govern your access to and use of YDuty (the “Service”), a workforce scheduling application operated by YDuty Labs (“we”, “us”). By creating an account or using the Service, you agree to these Terms. If you are agreeing on behalf of an organization, you represent that you are authorized to bind that organization.

1. The Service

YDuty helps organizations build and manage staff schedules, coverage, leave, and shift swaps. Anyone can create a workspace and start using it, and no card is required at any point to sign up. Confirming your email address is required before you can invite other people; it is not required to use the app yourself.

We add, change, and remove features as we build. We will not take away something you are paying for without telling you first — see sections 9 and 18. What we do not promise is any particular level of uptime; see section 12.

2. Accounts

You are responsible for the accuracy of the information you provide, for keeping your credentials confidential, and for all activity under your account. Notify us promptly of any unauthorized use. Organization owners and administrators are responsible for the members they add and the roles they assign.

3. Acceptable use

You agree not to:

  • use the Service in violation of any applicable law or regulation;
  • attempt to gain unauthorized access to the Service, other accounts, or its systems;
  • interfere with or disrupt the integrity or performance of the Service;
  • upload content you do not have the right to use, or that is unlawful or harmful.

4. Your data

You retain ownership of the data you and your organization put into the Service. You grant us the limited rights needed to operate and provide the Service. Our handling of personal data is described in our Privacy Policy.

5. Plans and fees

There are three plans. Starter is free. Pro is $29 per branch per month. Business starts at $59 per branch per month and is quoted per organization — groups with many branches are priced by volume, and the quote also covers the setup and data-import work we do for you. Prices are in US dollars and do not include any tax that may apply to you.

We charge per branch, not per person. A “branch” means one active location in your workspace. Archived locations are not counted, and the number of people on a branch never changes its price — you can add or remove staff freely. If your branch count changes during a month, we count the branches that are active on the day we prepare the invoice.

Starter is limited to one branch and ten active people. That headcount limit exists to define the free plan, not to price it: on any paid plan there is no limit on people at all.

An “active person” means a member of your workspace who is working or on leave. Someone on leave keeps their place, so you can always bring them back. Members you have removed do not count, and neither do invitations nobody has accepted — except that while an invitation is still live it holds a place, so a Starter workspace cannot invite past ten outstanding and accepted people combined.

How paying works: you ask for a plan in Settings → Billing, we come back in writing with the price for your branches, and we invoice you. You pay the invoice by bank transfer — monthly or annually, whichever suits you. There is no card field anywhere in YDuty and we hold no card or bank details of yours, so nothing can be charged automatically. We switch your workspace onto the plan ourselves once payment is arranged. The price that applies to you is the one in that written confirmation. Until it exists you are on Starter or a trial, and you owe us nothing.

6. Free trial

Every new workspace gets the Pro features free for 7 days, starting the day it is created. There is no card to enter and no card on file, so the trial cannot turn into a charge.

When the 7 days are up, the workspace moves automatically to Starter and stays there, free, until you ask us for something else. Nothing is billed, nothing is deleted, and there is nothing to cancel. The trial gives you Pro; Business is not part of it. Each workspace gets one trial.

7. Billing, renewal and cancellation

A paid plan runs in monthly periods and continues month to month until you or we end it. We invoice you by email for each period, and you pay by the method named on the invoice. Because we hold no card and no direct debit, nothing is ever charged automatically. An unpaid invoice does not switch anything off by itself: we contact you first, and only then may move the workspace to Starter as described in section 11.

There is no cancel button in the app, so cancelling is an email: write to support@yduty.com and we will confirm it back to you. Your workspace keeps the paid features until the end of the period you have already paid for, then moves to Starter. There is no cancellation fee and no notice period.

If we add a payment provider later, we will tell you before anything about how you pay changes, and we will not put a card on file for you without you entering it yourself.

8. Refunds

Starter and the trial cost nothing, so there is nothing to refund. For a paid period: if we invoiced you wrongly — the wrong plan, more branches than you had, a month you had already cancelled — tell us and we will correct the invoice or return the difference by the same route you paid. Beyond that, we do not refund a period that has already started; you keep the paid features until it ends.

Refunds are handled by hand, in the same email thread as the invoice. There is no refund page in the app. None of this affects rights you have under law that cannot be signed away.

9. Price changes and notice

We can change our prices. If you are on a paid plan, we will email you at least 30 days before a new price applies to you, and it will only start with your next monthly period after that notice. A price we have already confirmed in writing does not change in the middle of a period you have paid for. If you do not want the new price, cancel before it starts and your workspace moves to Starter.

Starter is free, and we will not begin charging for a workspace that is on it without your agreement first.

10. If your plan ends or is downgraded

Nothing you have created is deleted. Your schedules, shifts, leave records, availability and work preferences, swaps, chat messages and attachments, custom tables, and audit log all stay where they are and stay readable. A plan change never hides data you already have.

Your day-to-day keeps working. Scheduling and auto-fill, coverage rules, shift types, time off, swaps, open-shift claims, the staff portal, team chat, custom tables and the month-end Excel export are all on Starter. What Starter limits is size and how far back the audit trail is shown:

  • One active branch. If you have more, you can still open every one of them and read everything in them — the limit is checked when a branch is created or re-activated, not when it is read — but you cannot add another active branch, or bring an archived one back, until you are on Pro again.
  • Up to 10 active people. Everyone already on your schedule stays, and stays schedulable, even if you are above 10 when the trial ends. What you cannot do on Starter is add an eleventh, invite someone when your accepted and outstanding invitations already come to ten, or bring back a member you had removed. Someone on leave keeps their place, so returning from leave is always allowed.
  • Lending staff between branches. Temporary transfers are a Pro feature, so you cannot create a new one. Transfers you already created are not removed.
  • The audit trail shows the last 30 days. This is a view limit, not deletion: every entry is still recorded, and moving to Pro shows the whole history again.
  • A fair-use limit on chat file storage. Each plan has a total size for the files attached to chat messages, and Starter’s is the smallest; the paid plans are far larger. Going over it stops new uploads only — nothing already uploaded is touched or removed. The figure in force is shown in the app.

Two further features are Business-only: giving someone view-only access to a team, and strict scoping, where a manager sees only what they have explicitly been granted. If a workspace leaves Business, existing view-only grants are not removed and strict scoping can still be switched off — what stops is creating new ones.

Those are the paid gates in the product today. If we add another, the notice we promise in section 18 applies to it.

11. Non-payment

If an invoice goes unpaid, we will email you about it. If it is still unpaid 14 days after its due date, we may move your workspace to Starter. We will not delete your data over an unpaid invoice, and we do not add late fees. An invoice for a period you actually used stays owed.

12. Service availability

We do not promise an uptime figure, and there are no service credits — no plan, paid or free, comes with a service-level agreement. We run YDuty on rented servers in Germany and we work to keep it up, but it can go down, and we sometimes take it offline to deploy or to fix something urgent, occasionally without warning. Keep your own copy of anything you cannot afford to lose; schedules and tables can be exported from the app at any time.

13. No warranties

The Service is provided “as is” and “as available,” without warranties of any kind, express or implied. We do not warrant that it will be uninterrupted or error-free, that it is fit for a particular purpose, or that it will meet your requirements. This applies on every plan and does not expire — paying for Pro or Business buys you features and our attention, not a warranty. Do not rely on the Service as your sole record of business-critical information without keeping your own backups. Where the law does not allow one of these exclusions, it does not apply to you.

14. Limitation of liability

To the maximum extent permitted by law, YDuty and its providers will not be liable for any indirect, incidental, or consequential damages, or for lost profits or data, arising from your use of the Service.

15. Suspension and termination

You may stop using the Service at any time. We may suspend or terminate access that violates these Terms or that we reasonably believe poses a risk to the Service or other users.

16. Governing law and disputes

These Terms are governed by the law of Georgia. If something goes wrong, email us first — most things end there, and we would rather fix a problem than argue about it. If we cannot settle it between us, the dispute goes to the courts identified below.

[TO BE COMPLETED BEFORE ANY PAID PLAN GOES LIVE: the registered name, company number, and registered address of the legal entity behind YDuty Labs, and the city in Georgia whose courts hear disputes.]

If you are using the Service as an individual rather than on behalf of a business, this does not remove any right you have to bring a claim where the law says you may.

17. Order of precedence

These Terms and the Privacy Policy are the agreement between us about the Service. If anything else disagrees with them, these Terms win — the pricing on our website, the plan panel in Settings, a feature list, a help page, or something we said in a message. Those describe the product; they are not separate promises.

The one exception is the written confirmation we exchange when you take a paid plan. It sets the commercial details for you — which plan, what price, how many branches, and for what dates — and on those points it governs over the general prices listed in section 5.

18. Changes

We may update these Terms as the Service evolves. Material changes will be communicated through the Service or by email. Continued use after changes take effect constitutes acceptance.

19. Contact

Questions about these Terms? Contact us at legal@yduty.com.