Terms

  1. Staffwise SaaS terms of service
  2. Privacy Policy

Staffwise SaaS terms of service

Software as a Service (SaaS) Agreement – 2025 Edition

Between:
STAFFWISE ("Supplier")
and
CUSTOMER ("Customer")

1. Interpretation

Authorised Users: Employees, agents, and contractors authorised by the Customer to use the Services.
Business Day: Any day other than a Saturday, Sunday, or public holiday in England.
Confidential Information: Information that is proprietary, confidential, or clearly identified as such.
Customer Data: Data inputted by the Customer, Authorised Users, or the Supplier on the Customer’s behalf for the purpose of using the Services.
Documentation: Supplier’s online user documentation describing the Services.
Effective Date: The date on which the Customer first accesses or logs into the Services.
Services: The subscription-based workforce management, scheduling, and reporting software provided via staffwise.app or other notified domain.
Software: The online software applications forming part of the Services.
Subscription Fees: Fees payable by the Customer to the Supplier.
Subscription Term: The Initial Term and any Renewal Periods.
Supplier: Wise Digital Media Limited, a company incorporated in England and Wales providing the Services under these Terms.
User Subscriptions: The number of user licences purchased by the Customer.
Virus: Anything that may harm or impair system or data operations.

2. Products & Service Scope

The Staffwise ecosystem includes subscription-based software products and bespoke professional services. The scope of each offering is defined below.

Staffwise

Staffwise is a subscription-based Software as a Service (SaaS) platform providing workforce management and operational functionality, including but not limited to onboarding, recruitment workflows, scheduling, communications, time tracking, payroll-related processes, reporting and associated licensed modules.

Surveywise

Surveywise is a subscription-based SaaS platform providing structured data collection, surveys, audits, compliance reporting and field data capture functionality.

Datawise

Datawise provides bespoke analytics, business intelligence, dashboarding and reporting services tailored to individual customer requirements.

Unless expressly stated otherwise in an Order Form or written agreement, Datawise services, deliverables and enhancements are considered custom scoped work and are not included within SaaS subscription fees.

Examples may include:

  • Custom Google Looker dashboards
  • Bespoke reporting requirements
  • Custom visualisations
  • Data transformation and modelling
  • Data integrations
  • Tailored KPI frameworks
  • Client-specific analytics requirements

Retailwise

Retailwise is a packaged commercial offering designed specifically for retail execution and combines selected components of Staffwise, Surveywise and Datawise into a unified ecosystem for managing field teams, execution and insights.

Retailwise itself is not a separate standalone software product but a commercial package and industry-specific offering built around these components.

The Retailwise offering may include subscription-based SaaS products (including Staffwise and Surveywise) together with optional Datawise analytics and reporting services, depending on the scope agreed within the applicable Order Form or commercial agreement.

Where Datawise services are included within a Retailwise engagement, these are considered bespoke services and may be subject to separate scoping, commercial terms and additional fees.

Unless expressly stated otherwise in writing, Datawise services, custom dashboards, reporting enhancements and bespoke analytics work are not automatically included within standard SaaS subscription fees.

Included within SaaS subscriptions

Subscription fees typically include:

  • Access to licensed platform modules
  • Standard maintenance and support
  • Standard platform enhancements and updates
  • Hosting and infrastructure
  • Security updates and bug fixes

Excluded unless separately agreed

The following are not included within standard subscription fees unless expressly agreed in writing:

  • Bespoke development work
  • Custom dashboard creation or redesign
  • Client-specific workflows outside standard platform functionality
  • Custom integrations
  • Consultancy services
  • Professional services projects

3. User Subscriptions

The Supplier grants the Customer a non-exclusive, non-transferable right to permit Authorised Users to access and use the Services during the Subscription Term for the Customer’s internal business purposes only.

The Customer shall:

Ensure that all Authorised Users use the Services in accordance with these Terms.

  • Maintain appropriate access controls and security measures for user accounts, including secure password practices and, where enabled by the Supplier, multi-factor authentication (MFA) or other security mechanisms.
  • Take reasonable steps to prevent unauthorised access to the Services and promptly notify the Supplier of any suspected unauthorised use, account compromise or security breach.
  • Not copy, reproduce, modify, distribute, decompile, reverse engineer or otherwise attempt to derive source code from any part of the Software or Documentation except where expressly permitted by law.
  • Not use the Services to create, provide or support any competing product or service.
  • Acknowledge that subscription fees may be calculated based upon actual usage during a billing period, including but not limited to active administrative users, licensed modules or other agreed usage metrics as defined within the applicable Order Form or commercial agreement.

4. Additional User Subscriptions

Additional User Subscriptions may be purchased at any time. Fees for additional Users are charged per full month and not pro-rated. Access for new users begins upon payment.

5. Services and Support

The Supplier shall provide the Services and make the Documentation available to the Customer during the Subscription Term.

The Supplier will use commercially reasonable efforts to make the Services available with a target uptime of 99.5% per calendar month.

For the purposes of uptime calculations, the following shall be excluded and shall not constitute downtime:

  • Planned maintenance windows, whether scheduled in advance or where advance notice is not reasonably practicable
  • Emergency maintenance required to maintain the security, stability, performance or integrity of the Services
  • Failures, interruptions, delays or degradation caused by third-party providers or infrastructure, including but not limited to cloud hosting providers, telecommunications providers, internet service providers, email providers, messaging providers and external technology services
  • Internet outages, DNS issues, network routing failures or connectivity disruptions outside the Supplier’s reasonable control
  • Events of force majeure, including but not limited to natural disasters, war, terrorism, civil unrest, government actions, labour disputes or other events outside the Supplier’s reasonable control
  • Customer systems, hardware, software, integrations, configurations or actions that impact the performance or availability of the Services
  • Suspension of Services in accordance with these Terms

The uptime commitment represents a service target only and does not constitute a guarantee of uninterrupted, continuous or error-free operation.

Support shall be provided in accordance with the Supplier’s Support Policy.

6. Customer Data and Data Protection

  • The Customer retains ownership of all Customer Data.

  • The Supplier will handle Customer Data in accordance with its Privacy Policy and Data Processing Addendum (DPA).

  • The Supplier may process data in the UK, EU, USA, or UAE, ensuring compliance with UK GDPR, EU GDPR, and relevant local laws (e.g. DIFC, CCPA).

  • The Supplier will notify the Customer within 72 hours of becoming aware of a personal data breach.

  • The Supplier may use aggregated and anonymised data for analytics and service improvement, excluding any personal data.

7. Third-Party Services

The Services may integrate with third-party platforms. The Supplier is not responsible or liable for any third-party content, actions, or failures. The Customer uses such integrations entirely at its own risk.

8. Supplier’s Obligations

The Supplier warrants that it will perform the Services with reasonable care and skill and maintain necessary licences to operate.
However, the Supplier:

  • Does not warrant uninterrupted or error-free operation.

  • Is not liable for data loss, service interruptions, or reliance on outputs, analytics, or AI-generated content.

  • May modify or enhance the Services at any time.

9. Customer’s Obligations

The Customer shall:

  • Provide necessary data, access, and cooperation.

  • Comply with all applicable laws.

  • Ensure Authorised Users follow all terms.

  • Be responsible for its own systems, connectivity, and data backups.

10. Fees and Payment

  • Fees are payable in GBP (or other agreed currency) via secure payment methods (e.g., Stripe, GoCardless, bank transfer).

  • Fees are non-refundable and exclusive of applicable taxes.

  • Overdue payments may result in suspension and accrue interest at 3% above Bank of England base rate.

  • The Supplier may increase fees at renewal with 60 days’ prior notice.

11. Intellectual Property Rights

All Intellectual Property Rights in and relating to the Software, Services, Documentation, platform functionality, technology, methodologies, processes, designs, workflows, enhancements, modifications, developments and underlying systems shall remain vested in and owned exclusively by Wise Digital Media Limited.

Nothing within these Terms transfers ownership of any Intellectual Property Rights to the Customer.

The Customer is granted only a limited, non-exclusive, non-transferable right to access and use the Services during the Subscription Term in accordance with these Terms.

Where the Supplier develops custom features, bespoke functionality, integrations, dashboards, reports, configurations or other deliverables at the Customer’s request:

  • Ownership of all underlying software, code, frameworks, methodologies, tools and reusable components shall remain with Wise Digital Media Limited
  • The Customer shall receive the right to use the agreed deliverables for its internal business purposes only
  • Unless expressly agreed otherwise in writing, no ownership or assignment of Intellectual Property Rights shall transfer to the Customer

The Customer retains ownership of all Customer Data, trademarks, logos and content supplied by the Customer.

The Customer grants the Supplier a non-exclusive licence to host, process, store and use Customer Data solely for the purpose of providing and supporting the Services.

The Customer shall not remove, obscure or alter any copyright notices, trademarks or proprietary notices contained within the Services.

12. Confidentiality

Both parties shall keep Confidential Information secure and not disclose it except where required by law.

Customer Data is the Customer’s Confidential Information.

This clause survives termination.

13. Indemnity

The Customer shall indemnify the Supplier from any claims or losses arising from misuse of the Services or breach of this Agreement.

The Supplier shall indemnify the Customer only against valid IP infringement claims relating to the Services, provided the Customer gives prompt notice and cooperation.

14. Limitation of Liability

To the maximum extent permitted by law:

  • The Supplier provides the Services, Documentation, and any related outputs strictly “as is”, without any warranties, express or implied.

  • The Supplier shall not be liable for:

    • Any indirect, consequential, or economic losses;

    • Any data loss, corruption, or downtime;

    • Any reliance on reports, analytics, or AI-driven recommendations;

    • Any third-party content, services, or integrations;

    • Any acts or omissions of third-party suppliers or subcontractors.

  • The Customer acknowledges and agrees that it uses the Services entirely at its own risk, and the Supplier shall have no liability whatsoever, whether in contract, tort, or otherwise, for any loss, damage, claim, or expense arising from or in connection with the Services.

15. Term and Termination

The Agreement starts on the Effective Date and continues for the Initial Subscription Term, renewing monthly unless either party gives 30 days’ written notice.

Upon termination:

  • All access and licences cease immediately.

  • The Customer may request data export within 10 days of termination, subject to payment of all outstanding fees.

  • The Supplier may securely delete Customer Data after that period.

16. Force Majeure and Third-Party Suppliers

The Supplier shall have no liability for any delay or failure in performance caused by events beyond its reasonable control, including but not limited to natural disasters, internet outages, power failures, civil unrest, government actions, acts of terrorism, or industrial disputes.

In addition, the Supplier shall not be liable for any delay, unavailability, or failure of the Services caused directly or indirectly by third-party service providers, including but not limited to:

  • Hosting providers (e.g., AWS or equivalent);

  • Payment gateways or banking systems;

  • Telecommunications or internet service providers;

  • Third-party integrations, APIs, or data feeds.

The Supplier shall use reasonable efforts to coordinate with such third parties to restore Services but provides no warranty or guarantee for third-party continuity, quality, or performance. The Customer acknowledges that the Supplier’s obligations are contingent upon such third-party services and accepts that any failure by them shall not constitute a breach of this Agreement.

17. Governing Law and Jurisdiction

This Agreement is governed by English law.

Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

18. Acceptance

This Agreement shall be deemed accepted and binding on the Customer upon their first login to the Staffwise system or first use of the Services, whichever occurs earlier. By accessing or using the platform, the Customer acknowledges and agrees to all terms contained herein.

UK & EMEA:
WISE DIGITAL MEDIA LTD t/a Staffwise – Owner and licensor of the Staffwise platform and all associated Intellectual Property Rights (IP)

APAC:
STAFFWISE GLOBAL LTD t/a Staffwise – Authorised reseller of the Staffwise platform within the APAC region

Registered in England & Wales


Website: https://staffwise.io
Email: support@staffwise.io

 

Privacy Policy

We collect the e-mail addresses of those who communicate with us via e-mail, aggregate information on what pages consumers access or visit, and information volunteered by the consumer (such as survey information and/or site registrations). The information we collect is used to improve the content of our Web pages and the quality of our service and is not shared with or sold to other organizations for commercial purposes, except to provide products or services you've requested when we have your permission, or under the following circumstances:

  • It is necessary to share information in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of the Terms of Service, or as otherwise required by law.
  • We transfer information about you if Staffwise is acquired by or merged with another company. In this event, Staffwise will notify you before information about you is transferred and becomes subject to a different privacy policy.

Information Gathering and Usage

  • When you register for Staffwise we may ask for information such as your name, company name, email address, billing address, and credit card information.
  • Staffwise uses collected information for the following general purposes: products and services provision, billing, identification and authentication, services improvement, contact, and research.

Cookies

  • A cookie is a small amount of data, which often includes an anonymous unique identifier, that is sent to your browser from a website's computers and stored on your computer's hard drive.
  • Cookies are required to use the Staffwise service.
  • We use cookies to record current session information but do not use permanent cookies. You are required to log in to your Staffwise account after a certain period of time has elapsed to protect you against others accidentally accessing your account contents.

Data Storage

Staffwise uses third-party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run Staffwise. Although Staffwise owns the code, databases, and all rights to the Staffwise application, you retain all rights to your data.

Disclosure

Staffwise may disclose personally identifiable information under special circumstances, such as to comply with a witness summons or when your actions violate the Terms of Service

Changes

Staffwise may periodically update this policy. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address specified in your Staffwise primary account holder account or by placing a prominent notice on our site