Terms of service

Last updated: 17 October 2026

1. Who we are

StaffOP is run by an individual in Estonia as a free, non-commercial hobby project ("we", "us"). These terms are an agreement between us and the business that uses StaffOP. The person who registers the business (the "owner") accepts them for it. You can reach us at privacy@staffop.com.

2. StaffOP is free

StaffOP is free to use. There are no paid plans and no limit on the size of your team, and we never ask for card details.

3. Who may use it

• Owners and admins must be 18 or over, and staff at least 16. If your business employs anyone under 18, it is responsible for the extra working-time rules that protect them: StaffOP doesn't check young workers' hours.
• Each account is for one person. Keep your password to yourself.
• Don't use StaffOP for anything illegal or to harass anyone, and don't try to get into other businesses' information or get round its security.

4. Provided "as is"

We provide StaffOP "as is" and "as available", with no warranties of any kind. We don't promise that it will be available at any given time, work without errors or keep being provided, or that its hours, pay costs, leave balances, public holidays or working-time warnings are correct or complete. We may change or stop StaffOP at any time.

5. Your business's responsibilities

Your business is responsible for the information it puts into StaffOP about its people, and for telling them how it uses it. It is also responsible for checking that its schedules, pay and leave meet the law and its staff's contracts. Check what StaffOP shows before relying on it, and keep your own copies of the records you need, for example by downloading them from Reports.

6. Processing your team's information

For information about your business's people, your business is the controller and we are its processor, and this section is our processing agreement (GDPR Article 28). It lasts as long as your business has an account, and it covers what the privacy notice says a business keeps in StaffOP (its people's accounts, rotas, time off, shift swaps and hours), processed to run StaffOP for your business.

• Only on your instructions. We process it only as these terms, and your business's admins using StaffOP, instruct us, and never for anything of our own. If the law makes us process it otherwise, we tell your business first unless the law forbids that, and if we think an instruction breaks data protection law, we say so.
• Confidentiality. StaffOP is run by one person, who keeps your team's information confidential and looks at it only to run the service or to help with a request from your business.
• Security (Article 32). Everything travels over HTTPS, passwords are stored only as hashes, the server is in Germany, backups expire within 30 days, and nothing is loaded from other sites. The privacy notice says what is kept and for how long.
• Sub-processors. Your business authorises these: Hetzner Online GmbH (hosting and backups, in Germany), under a data processing agreement with us; Cloudflare and Google, which handle email your business sends us; and GitHub, Inc., which holds the bug reports people choose to send from the app. The last three process under their own published data protection terms, and may do so in the United States under the EU–US Data Privacy Framework. We announce a new or changed sub-processor in StaffOP and on our website at least 30 days before it takes effect, and if your business objects, it can close its account before then (section 7).
• Helping your business. If one of your people asks about their information (the rights in the privacy notice, section 8), your business's admins can see, correct and delete most of it in StaffOP themselves; for anything they can't, write to privacy@staffop.com and we help within the time the law gives your business. We also help, as far as what we hold allows, with your business's own security, breach and impact-assessment duties, and we answer in writing any reasonable question about how we keep to this section.
• Breaches. If a personal data breach affects your team's information, we tell your business without undue delay with a notice in StaffOP and on our website: we don't email anyone, so your business agrees that this is how we notify it.
• At the end. When the owner closes the business, we delete it all at once (section 7). The closing screen offers the payroll and hours downloads first, which is how your business takes its information with it; copies in backups expire within 30 days.
• Checking. Once a year, with four weeks' notice and at its own cost, your business may have an independent auditor we both accept check that we keep to this section, in a way that is reasonable for a free service run by one person: in writing first, and on the server only if the written answers don't settle it.

7. Closing your business

Only the owner can close the business, in Business settings, with their password and the business's name; there's no need to write to us. Closing can't be undone, so download your payroll and hours first: the closing screen offers them. Everything about the business is then deleted at once, including its people's accounts, and everyone is signed out. Copies in backups expire within 30 days, and the privacy notice says what else remains for a while. Closing ends these terms for your business, but section 8 still applies to anything that happened before.

8. Our liability

Please read this section carefully. It limits what your business can claim from us.

8.1 Why. StaffOP is free and run by one person as a hobby, so we can't carry the risk of your business's losses. Your business is better placed to check its schedules and pay, keep its own records and insure itself.

8.2 What we never exclude. Nothing in these terms excludes or limits our liability for damage we cause intentionally; for death, bodily injury or damage to health; or for anything else that mandatory law doesn't allow us to exclude or limit. Nothing in these terms limits anyone's rights under data protection law.

8.3 Only for fault. We are liable only if we are at fault. We aren't liable for anything caused by circumstances outside our control, or by services we don't run, such as your internet connection.

8.4 No liability for ordinary negligence. We are not liable for damage caused by our ordinary negligence, meaning negligence that isn't gross, whether the claim is under these terms or not.

8.5 A fallback limit. If we are liable to your business for anything not covered by clause 8.2, for example because of gross negligence, our total liability for all claims together is limited to €50.

8.6 Losses this covers. Clauses 8.4 and 8.5 cover these losses, direct or indirect: lost profit, income or business; harm to reputation; loss, damage or disclosure of data; wasted time; the cost of correcting a schedule, payroll or leave record; and claims, fines or penalties from your staff, authorities or anyone else.

8.7 Each part stands alone. Section 4 and clauses 8.3 to 8.6 are separate terms. If one of them is invalid, the others still apply.

9. Changes

We may change these terms. We'll announce significant changes in StaffOP and on this page before they take effect. If your business doesn't accept them, the owner can close the business in Business settings.

10. Law and courts

These terms, and any dispute about them or StaffOP, are governed by the law of Estonia. The Harju County Court (Harju Maakohus) in Tallinn has exclusive jurisdiction.