House Desk Customer Terms of Service

Please read these terms carefully before creating an account or using House Desk. By creating an account, signing an order form, starting a trial, paying for a subscription, or otherwise using House Desk, you agree to these terms on behalf of the business, organisation or venue you represent.

If you do not agree to these terms, you must not use House Desk.

1. Definitions

In these terms:

Account means the House Desk account created for a Customer.

Authorised Users means the Customer's staff, workers, contractors, managers, administrators and other people invited or permitted by the Customer to use House Desk.

Customer, you or your means the business, organisation, venue, pub, bar, restaurant, hospitality group or other entity using House Desk.

Customer Data means all data, content, information, records, files, staff details, rota information, timesheet information, clock-in/clock-out records, notes, documents, messages, reports, images and other materials uploaded to, entered into, generated in, or processed through House Desk by or on behalf of the Customer or its Authorised Users.

Fees means the subscription fees, usage fees, add-on fees or other charges payable for House Desk.

House Desk, we, us or our means Stow Quill Ltd trading as House Desk.

Platform means the House Desk software, app, website, dashboard, tools, modules and related services.

Services means the provision of access to the Platform and any related support, onboarding, hosting, maintenance, updates and associated services we provide.

Subscription Term means the period during which the Customer is entitled to use House Desk, whether monthly, annual, trial-based or otherwise agreed.

2. About House Desk

House Desk is a cloud-based staff and operations management platform designed for hospitality and similar businesses.

Depending on the features enabled for your Account, House Desk may help with:

• rota planning;
• staff scheduling;
• clocking in and clocking out;
• timesheets;
• holiday and availability management;
• shift swaps;
• staff onboarding;
• training records;
• policies and documents;
• updates and announcements;
• tasks and checks;
• opening and closing checklists;
• temperature logs;
• payroll exports;
• incident reporting;
• staff records;
• performance reviews;
• multi-site management;
• and other business management tools.

House Desk is a software tool. It does not provide legal, HR, employment, payroll, tax, accounting, health and safety, safeguarding, immigration, or regulatory advice.

3. Business use only

House Desk is intended for business and organisational use only.

By using House Desk, you confirm that:

• you are acting for business purposes;
• you have authority to bind the Customer to these terms;
• you are not using House Desk as a consumer;
• and all Authorised Users are using House Desk in connection with the Customer's business or organisation.

If you are an individual employee, worker or staff member using House Desk because your employer or venue has invited you, your use is controlled by the Customer that invited you.

4. Account registration

To use House Desk, the Customer or an authorised administrator must create an Account.

You must provide accurate, complete and up-to-date information when creating and maintaining your Account.

You are responsible for:

• keeping administrator login details secure;
• controlling who is invited to your Account;
• setting correct user permissions;
• removing access when staff leave or no longer require access;
• ensuring your Authorised Users use House Desk properly;
• and all activity carried out under your Account.

You must tell us promptly if you become aware of unauthorised access to your Account.

5. Trials, demos and free access

We may offer free trials, demos, beta access or limited free plans.

Unless we state otherwise in writing:

• trial access is provided for evaluation only;
• we may withdraw, limit or end trial access at any time;
• trial features may be limited;
• trial data may be deleted after the trial ends;
• and we are not obliged to continue offering any free plan or free trial.

If you continue using House Desk after a trial ends, you may need to choose a paid subscription.

6. Subscriptions and fees

The Fees payable for House Desk will be set out on our pricing page, in the app, in an order form, or otherwise agreed with you in writing.

Unless agreed otherwise:

• subscription Fees are payable in advance;
• monthly subscriptions renew monthly;
• annual subscriptions renew annually;
• all Fees are exclusive of VAT unless stated otherwise;
• and you are responsible for any applicable taxes.

We may use a third-party payment provider to process payments. You must comply with any reasonable payment requirements, including keeping valid payment details up to date.

If a payment fails, we may retry the payment, notify you, restrict access, suspend your Account, or terminate the Services if payment remains outstanding.

7. Price changes

We may change our pricing from time to time.

For existing paid Customers, we will give reasonable notice of any increase to recurring subscription Fees before the change takes effect.

If you do not agree to a price increase, you may cancel your subscription before the increased price applies.

Continued use of House Desk after the price change takes effect will be treated as acceptance of the new pricing.

8. Cancellation

You may cancel your subscription through your Account settings, by contacting us, or by any other cancellation method we make available.

Unless agreed otherwise:

• monthly subscriptions can be cancelled at the end of the current monthly billing period;
• annual subscriptions can be cancelled at the end of the current annual billing period;
• and cancellation does not automatically entitle you to a refund for Fees already paid.

Your access may continue until the end of the paid billing period unless we agree otherwise or your Account is terminated for breach.

You are responsible for exporting any Customer Data you need before your subscription ends.

9. Refunds

Except where required by law or expressly agreed by us in writing, Fees are non-refundable.

We may choose to issue a refund, credit or goodwill gesture at our discretion, but doing so does not create a right to future refunds.

10. Authorised Users and staff access

The Customer is responsible for deciding which people can access the Account and what permissions they should have.

The Customer must ensure that Authorised Users:

• use House Desk only for lawful business purposes;
• keep login details secure;
• do not share accounts unless a shared-account feature is expressly provided by House Desk;
• do not misuse staff data or confidential information;
• and comply with these terms.

We may suspend or remove an Authorised User's access if we reasonably believe their use creates a security, legal, operational or reputational risk.

11. Acceptable use

You must not, and must ensure your Authorised Users do not:

• use House Desk unlawfully;
• use House Desk to harass, discriminate against, threaten, abuse or harm any person;
• upload unlawful, defamatory, discriminatory, obscene, abusive or harmful content;
• upload viruses, malware or malicious code;
• attempt to gain unauthorised access to House Desk, our systems or another customer's data;
• interfere with the security, integrity or performance of House Desk;
• reverse engineer, decompile, copy, scrape or misuse the Platform except as permitted by law;
• use House Desk to build or assist a competing product;
• resell, sublicense or make House Desk available to third parties without our written permission;
• misrepresent time, attendance, payroll or employment records;
• use House Desk for employee monitoring in a way that breaches applicable law;
• or use House Desk in any way that could damage our business, systems, reputation or other customers.

12. Rota, timesheet and clock-in/clock-out records

House Desk may allow Customers to create rotas, record attendance, manage timesheets and export payroll-related information.

The Customer is solely responsible for:

• checking that rota information is accurate;
• checking that clock-in and clock-out records are accurate;
• approving timesheets;
• checking payroll exports before use;
• deciding whether staff are employees, workers, contractors or otherwise;
• ensuring staff receive correct pay, holiday, rest breaks and legal entitlements;
• ensuring compliance with working time, national minimum wage and employment law;
• and keeping any legally required employment and payroll records.

House Desk may contain estimates, calculations, alerts or summaries. These are provided as tools to assist the Customer and must be checked before being relied upon.

We are not responsible for underpayments, overpayments, missed shifts, rota errors, payroll errors, employment disputes, tax issues, or legal claims arising from the Customer's use of or reliance on information in House Desk.

13. Staff documents, onboarding and policies

House Desk may allow Customers to upload, share, sign, acknowledge or store staff documents, onboarding materials, policies, contracts, handbooks, checklists and training records.

The Customer is responsible for ensuring that all such documents are accurate, lawful, up to date and appropriate for its business.

House Desk does not provide legal, HR, employment or compliance advice. Any templates, prompts, examples or suggested wording made available through House Desk are for general information only and must be reviewed by the Customer before use.

The Customer remains responsible for ensuring that staff contracts, HR documents, policies, disciplinary processes, grievance processes, training records and compliance records meet its legal obligations.

14. Tasks, checks and operational records

House Desk may allow Customers to create and record operational tasks, checks, opening checks, closing checks, temperature logs, cleaning records, maintenance checks, incident forms, accident records and other operational information.

The Customer is responsible for:

• designing suitable checks and procedures;
• training staff to complete them correctly;
• checking that records are accurate;
• acting on failed checks, warnings or issues;
• and complying with food safety, health and safety, licensing, employment and other applicable laws.

House Desk is a record-keeping and workflow tool. It does not replace professional advice, risk assessments, inspections, statutory compliance processes or management oversight.

15. Incident reporting and sensitive information

House Desk may allow Customers to record incidents, accidents, complaints, whistleblowing reports, staff concerns or similar matters.

The Customer must ensure that any sensitive or confidential information entered into House Desk is handled lawfully and appropriately.

The Customer must not use House Desk to process special category data, criminal offence data or highly sensitive information unless it has a lawful basis to do so and has implemented appropriate safeguards.

The Customer is responsible for deciding who within its organisation can view incident reports, staff records and other sensitive information.

16. Customer Data ownership

The Customer owns all rights in Customer Data.

You grant us a limited right to host, process, transmit, display, back up and otherwise use Customer Data only as necessary to provide, secure, maintain, support, improve and operate the Services, comply with law, and enforce these terms.

We do not sell Customer Data.

17. Data protection

Both parties must comply with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

For most staff data processed through House Desk:

• the Customer is the controller;
• House Desk is the processor;
• and House Desk processes personal data on the Customer's documented instructions.

The Customer is responsible for:

• having a lawful basis for processing staff data;
• providing staff with appropriate privacy information;
• ensuring staff data entered into House Desk is accurate and relevant;
• deciding retention periods;
• responding to staff data rights requests;
• ensuring use of House Desk is fair, lawful and transparent;
• and ensuring that any monitoring, location tracking, time tracking or attendance recording is lawful and proportionate.

We will process personal data in accordance with our Data Processing Agreement, where applicable.

If there is a conflict between these terms and a signed Data Processing Agreement, the Data Processing Agreement will take priority for the processing of personal data.

18. Security

We will use reasonable technical and organisational measures designed to protect Customer Data against unauthorised access, accidental loss, destruction or damage.

However, no online service can be guaranteed to be completely secure.

The Customer is responsible for:

• using strong passwords;
• restricting administrator access;
• using multi-factor authentication where available;
• keeping devices secure;
• removing access from former staff;
• training Authorised Users;
• checking permission settings;
• and promptly telling us about suspected unauthorised access.

We are not responsible for security incidents caused by the Customer's failure to manage users, devices, passwords, permissions or internal procedures properly.

19. Backups and data loss

We may maintain backups as part of our normal operational processes.

Backups are intended for disaster recovery and service resilience. They are not a substitute for the Customer's own record-keeping, exports or backups.

The Customer should regularly export and retain any records it is legally required to keep.

We will not be liable for loss of Customer Data where the loss is caused by:

• Customer error;
• deleted users or records;
• incorrect permissions;
• third-party systems;
• the Customer's failure to export data before cancellation;
• or events outside our reasonable control.

20. Third-party services and integrations

House Desk may integrate with or rely on third-party services, such as hosting providers, payment providers, email providers, payroll software, calendar services, messaging services, analytics tools, mapping providers, weather providers, sports fixture data providers or other external systems.

Third-party services may be subject to their own terms, privacy notices, availability, limits and charges.

We are not responsible for third-party services, third-party data, third-party downtime, third-party errors, or changes made by third-party providers.

We may add, remove, suspend or change integrations at any time.

21. Support

We may provide support by email, in-app messaging, helpdesk, documentation or other methods we make available.

Unless agreed otherwise in writing, we do not guarantee:

• any specific support response time;
• that all issues will be resolved;
• that support will be available outside normal business hours;
• or that custom development, training or consultancy is included in the subscription Fees.

We may charge separately for onboarding, training, configuration, custom development, data migration, consultancy or priority support.

22. Availability and maintenance

We will use reasonable efforts to keep House Desk available.

However, we do not guarantee uninterrupted, error-free or always-available access.

House Desk may be unavailable due to:

• planned maintenance;
• emergency maintenance;
• updates;
• security work;
• hosting issues;
• third-party provider issues;
• internet outages;
• customer device or network issues;
• or circumstances outside our reasonable control.

Where reasonably practical, we will try to give notice of planned maintenance.

23. Changes to the Services

We may update, improve, change, add, remove, suspend or discontinue features from time to time.

We will try not to make changes that materially reduce the core functionality of a paid subscription during its current Subscription Term, unless the change is needed for security, legal, technical, operational or third-party provider reasons.

We may release beta, test or experimental features. Such features may be incomplete, unstable, changed or withdrawn at any time.

24. Intellectual property

All intellectual property rights in House Desk, the Platform, software, code, design, branding, workflows, templates, documentation, know-how and related materials belong to us or our licensors.

Subject to these terms and payment of applicable Fees, we grant the Customer a limited, non-exclusive, non-transferable, revocable licence to access and use House Desk for its internal business purposes during the Subscription Term.

You must not copy, modify, adapt, reproduce, distribute, sell, lease, sublicense, reverse engineer or create derivative works from House Desk except as expressly permitted by law or agreed by us in writing.

25. Feedback and suggestions

If you provide feedback, ideas, suggestions, improvements or feature requests, you grant us the right to use them without restriction or payment to you.

You confirm that any feedback you provide is not confidential and does not infringe anyone else's rights.

26. Confidentiality

Each party may receive confidential information from the other.

The receiving party must:

• keep confidential information secure;
• not disclose it except as needed to perform or receive the Services;
• use it only for the purposes of the Services;
• and ensure that its staff, contractors and advisers who receive it are bound by appropriate confidentiality obligations.

Confidentiality obligations do not apply to information that:

• is publicly available other than through breach;
• was already known lawfully;
• is independently developed;
• or must be disclosed by law, regulation or court order.

27. Suspension

We may suspend access to all or part of House Desk if:

• Fees are overdue;
• we reasonably suspect unauthorised access;
• we reasonably suspect misuse of the Platform;
• the Customer or an Authorised User breaches these terms;
• continued access creates a security, legal, operational or reputational risk;
• we are required to do so by law;
• or a third-party provider requires suspension.

Where reasonable, we will notify you before or shortly after suspension and explain what needs to happen to restore access.

28. Termination

Either party may terminate the Customer's subscription in accordance with these terms or any agreed order form.

We may terminate your Account immediately if:

• you materially breach these terms and fail to remedy the breach within a reasonable period after notice;
• you fail to pay Fees when due;
• you misuse House Desk;
• you act unlawfully;
• you infringe our intellectual property rights;
• you become insolvent or cease trading;
• or continuing to provide the Services would expose us to legal, security, operational or reputational risk.

On termination:

• your right to use House Desk ends;
• you must stop using the Platform;
• all outstanding Fees become payable;
• and we may delete or disable access to Customer Data after a reasonable period, subject to legal, backup and operational requirements.

29. Data export and deletion after termination

Following termination or cancellation, we may allow a limited period for the Customer to export Customer Data.

After that period, we may delete Customer Data from active systems.

Some data may remain in backups for a limited period until overwritten or deleted in accordance with our normal backup cycles.

We may retain information where required for legal, accounting, security, fraud prevention, dispute resolution or regulatory purposes.

The Customer is responsible for exporting any records it needs before access ends.

30. Warranties

We will provide the Services with reasonable care and skill.

Except as expressly stated in these terms, House Desk is provided on an "as is" and "as available" basis.

We do not warrant that:

• House Desk will be uninterrupted or error-free;
• all defects will be corrected;
• House Desk will meet every Customer requirement;
• House Desk will ensure legal or regulatory compliance;
• House Desk will prevent employment disputes, payroll errors, rota issues or compliance failures;
• or data entered by the Customer or its Authorised Users will be accurate.

The Customer is responsible for checking outputs, reports, alerts, exports and records before relying on them.

31. Liability

Nothing in these terms excludes or limits liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• breach of obligations that cannot legally be excluded or limited;
• or any other liability that cannot be excluded or limited under applicable law.

Subject to the above, we will not be liable for:

• loss of profits;
• loss of sales or business;
• loss of revenue;
• loss of agreements or contracts;
• loss of anticipated savings;
• business interruption;
• loss of goodwill;
• loss or corruption of data where the Customer failed to keep appropriate records or exports;
• employment disputes;
• payroll errors;
• tax issues;
• fines or penalties caused by the Customer's use of House Desk or failure to comply with law;
• or indirect or consequential loss.

Subject to the above, our total aggregate liability arising out of or in connection with the Services, whether in contract, tort, negligence, breach of statutory duty or otherwise, will not exceed the total Fees paid by the Customer to us for the Services in the 12 months immediately before the event giving rise to the claim.

If the Customer has used House Desk for less than 12 months, the cap will be the total Fees paid up to the date of the event giving rise to the claim.

If the Customer is using a free trial or free plan, our total aggregate liability will not exceed £100.

32. Customer indemnity

The Customer agrees to indemnify us against losses, claims, costs, damages, expenses and liabilities arising from:

• the Customer's breach of these terms;
• the Customer's unlawful use of House Desk;
• Customer Data;
• employment, worker, contractor, payroll, tax or HR disputes involving the Customer;
• the Customer's failure to comply with data protection, employment, health and safety, licensing, payroll, tax or other applicable laws;
• misuse of House Desk by the Customer's Authorised Users;
• or claims by staff, workers, contractors, customers, suppliers or regulators relating to the Customer's business.

33. Force majeure

We will not be liable for delay or failure to perform our obligations where caused by events outside our reasonable control, including:

• internet or telecommunications failures;
• hosting provider failures;
• cyberattacks;
• power failures;
• industrial disputes;
• fire, flood or severe weather;
• war, terrorism or civil unrest;
• pandemics or public health events;
• changes in law;
• government action;
• or failures of third-party providers.

34. Changes to these terms

We may update these terms from time to time.

If we make material changes, we will take reasonable steps to notify Customers, such as by email, in-app notice or posting an updated version.

The updated terms will take effect from the date stated in the notice or, if no date is stated, when posted.

If you do not agree to updated terms, you may stop using House Desk and cancel your subscription.

Continued use of House Desk after updated terms take effect will be treated as acceptance of the updated terms.

35. Notices

We may send notices to the email address linked to your Account, through the Platform, or by other reasonable means.

You must keep your Account contact details up to date.

Notices to us should be sent to:

support@bopple.co.uk 47 Jerounds, Harlow, Essex, CM19 4HE

36. Assignment

You may not assign, transfer or subcontract your rights or obligations under these terms without our prior written consent.

We may assign, transfer or subcontract our rights or obligations to another company, group company, purchaser of our business, successor, hosting provider, contractor or service provider, provided this does not materially reduce your rights under these terms.

37. No partnership or employment relationship

Nothing in these terms creates a partnership, joint venture, agency, franchise or employment relationship between the Customer and House Desk.

House Desk is not the employer of the Customer's staff, workers, contractors or Authorised Users.

38. Severance

If any part of these terms is found to be invalid, unlawful or unenforceable, the remaining parts will continue in force.

The invalid, unlawful or unenforceable part will be treated as modified to the minimum extent necessary to make it valid, lawful and enforceable. If modification is not possible, it will be treated as deleted.

39. Entire agreement

These terms, together with any order form, pricing terms, Data Processing Agreement and policies expressly incorporated by reference, form the entire agreement between the Customer and House Desk in relation to the Services.

The Customer confirms that it has not relied on any statement, promise, representation or assurance not set out in those documents.

40. Governing law and jurisdiction

These terms and any dispute or claim arising out of or in connection with them are governed by the laws of England and Wales.

The courts of England and Wales will have exclusive jurisdiction, except where applicable law requires otherwise.

41. Contact

If you have questions about these terms or House Desk, please contact:

House Desk Stow Quill Ltd support@bopple.co.uk 47 Jerounds, Harlow, Essex, CM19 4HE Company number: 15671718