Terms and Conditions

End User Terms and Conditions of Use Effective Date: 02 July 2026 Provider: A&A Healthcare Solutions Ltd, a company registered in England and Wales (“we”, “us”, “our”). Service: MedicalRota, the rota, workforce, training and compliance web application. These End User Terms of Use (“Terms”) apply when you create an account, access or use our rota, workforce, training, portfolio, compliance, reporting or related web application and services (the “Service”). By creating an account, logging in, accessing or using the Service, you agree to these Terms. If you do not agree, you must not create an account or use the Service. Important account creation notice Creating an account, being invited to the Service, accessing a demonstration environment, using an organisational email address, selecting an Organisation within the Service, or being able to log in does not mean that your Organisation has approved the Service or that any particular data protection, information governance, procurement, cyber security, clinical safety, DTAC, DPIA, data processing, contractual or other organisational approval, certification or agreement is in place. You must only use the Service where you are authorised to do so and only for the purposes for which you are authorised. Unless appropriate approvals, agreements and assessments have been confirmed by your Organisation, you must not use the Service for live operational use or enter real, confidential, patient-identifiable, sensitive, employment, rota or organisational data. Demonstration, trial or evaluation use should use dummy, anonymised or otherwise approved data unless your Organisation has confirmed otherwise. 1. Purpose of the Service The Service is a software tool designed to support rota planning, workforce visibility, rota gap management, leave visibility, training records, portfolio tracking, compliance monitoring, reporting and related administrative workflows. The Service is intended to support administrative and operational decision-making. It does not replace professional judgement, clinical judgement, managerial judgement, safe-staffing processes, HR advice, employment advice, legal advice, regulatory advice, payroll checks, information governance review, clinical safety review or local approval processes. The Service must not be used as the sole source of truth for rota safety, staff deployment, employment decisions, payroll, clinical cover, regulatory compliance, training progression or patient safety decisions. 2. Who these Terms apply to These Terms apply to individual users of the Service, including doctors, clinicians, rota coordinators, administrators, managers, supervisors, educators, training leads and other authorised users. If you use the Service through your employer, NHS trust, GP practice, local authority, university, training programme, department, rota team or other organisation, that organisation is referred to as your “Organisation”. Your Organisation may have a separate written agreement with us. If there is any inconsistency between these Terms and a signed written agreement between us and your Organisation, the signed written agreement will take priority for matters relating to your Organisation’s use of the Service. These Terms govern your individual use of the Service. They do not create a contract between us and your Organisation, do not authorise your Organisation’s use of the Service, and do not replace any customer agreement, data processing agreement, procurement approval, information governance approval, clinical safety approval or other organisational approval required for use of the Service. You acknowledge that these Terms are individual end user terms only. They do not, by themselves, appoint us as a data processor for your Organisation, create a data processing agreement, complete any data protection assessment, complete any clinical safety assessment, complete any procurement approval, complete any information governance approval, or confirm that the Service is suitable for live organisational use. Unless there is a separate written agreement between us and your Organisation, your account access may be limited to individual, demonstration, trial, evaluation or otherwise authorised use only, and must not be treated as formal organisational adoption of the Service. 3. Eligibility and authority to use the Service You must be at least 18 years old to create an account or use the Service. By creating an account or using the Service, you confirm that: - The information you provide is accurate and complete; - You are using the Service for legitimate work, training, rota, workforce, governance, compliance or administrative purposes; - You are authorised by your Organisation, or by us, to access and use the Service; - Your use of the Service is within the scope of your role and responsibilities; - You will comply with your Organisation’s policies, information governance requirements, data protection rules, professional obligations and local approval processes; and - You will not use the Service in a way that is unlawful, unsafe, misleading, unauthorised or outside the approved purpose. You also confirm that you are not representing that you have authority to bind your Organisation to any commercial, procurement, data processing, information governance, clinical safety, legal or contractual arrangement unless you have express authority to do so. We are not responsible for confirming that you personally have authority from your Organisation to use the Service. You and your Organisation are responsible for ensuring that access and use are properly authorised. If you are unsure whether you are authorised to use the Service, you must not use it until you have obtained appropriate confirmation from your Organisation. 4. Local approvals and organisational responsibility Access to the Service does not mean that your Organisation has approved the Service for every purpose. Access to the Service also does not, by itself, evidence that we hold, have completed, or have been assessed against any specific certification, assurance, approval or assessment unless this has been expressly confirmed by us in writing. This includes, without limitation, DTAC, DSPT, Cyber Essentials, ISO 27001, DCB0129, DCB0160, DPIA, data processing agreement, penetration test, procurement approval, information governance approval, clinical safety case or local organisational sign-off. Unless we expressly confirm otherwise in a signed written agreement, we do not represent or warrant that the Service: - Has been approved by your Organisation; - Has been approved for all rota, staffing, training, HR, payroll, clinical, operational, regulatory, procurement, data protection, information governance, cyber security or clinical safety purposes; - Satisfies all local policies, governance requirements, procurement requirements, clinical safety requirements, data protection requirements, NHS requirements or digital technology assessment requirements applicable to your Organisation; - Is suitable as the sole system of record for rota management, staffing, training records, payroll, employment matters, appraisal, revalidation, ARCP, HR decisions or regulatory compliance; or - Removes the need for local review, approval, supervision, validation or escalation. You must not use the Service to bypass, avoid or replace required approvals, governance checks, data protection assessments, information governance reviews, clinical safety reviews, procurement approvals, HR processes, employment processes, training processes or professional requirements. Where the Service is used during a pilot, trial, demonstration, limited deployment or evaluation, you must not represent the Service as fully approved, adopted, assured or endorsed by your Organisation unless this has been expressly confirmed by your Organisation. 5. Account responsibilities You are responsible for keeping your login credentials secure. You must not: - Share your account with anyone else; - Allow another person to access the Service using your login details; - Use another person’s account; - Attempt to access data, teams, rotas or features you are not authorised to access; or - Bypass role-based access controls or security restrictions. You are responsible for all activity carried out using your account unless caused by our breach of these Terms or applicable law. You must notify us promptly if you suspect unauthorised access, account compromise, incorrect access permissions, data loss, data breach, security issue or inappropriate use of the Service. We may suspend, restrict or terminate your account where we reasonably believe this is necessary to protect the Service, users, your Organisation, data security, patient safety, staff safety, legal compliance, confidentiality or our business. 6. User data and information entered into the Service You are responsible for the information you enter, upload, edit, approve, generate, submit, export or share through the Service. You must ensure that any information you enter into the Service is accurate, lawful, relevant, necessary and limited to the approved purpose. You must not enter information into the Service unless you have authority to do so. The Service is not intended to store patient-identifiable clinical records. Unless we have expressly agreed otherwise in writing with your Organisation, you must not enter patient names, NHS numbers, hospital numbers, clinical notes, diagnoses, treatment information, appointment information or other patient-identifiable information into the Service. You must not enter special category data, confidential information, sickness absence information, employment information, performance information, disciplinary information, training information, health information or other sensitive information unless you are authorised to do so and it is necessary for the approved purpose. We are not responsible for errors, omissions, inaccuracies, unauthorised entries, inappropriate uploads or misuse of data caused by users or by your Organisation. 7. Rota, staffing and compliance outputs The Service may generate or display rotas, staffing views, rota gaps, leave records, compliance information, portfolio information, training records, dashboards, analytics, reports, exports, alerts, recommendations or other outputs. These outputs depend on the accuracy, completeness and timeliness of data entered by users and the configuration selected by your Organisation. You acknowledge that outputs may be incomplete, inaccurate, outdated or unsuitable if: - Data is missing, incorrect or not updated; - The Service has been incorrectly configured; - Local rules have not been entered or maintained correctly; - Users misunderstand or misinterpret the output; - There are changes in staffing, leave, sickness, rota rules, policies, contracts or local requirements; or - Information is held in other systems outside the Service. You and your Organisation are responsible for checking and validating: - Rota accuracy; - Staffing levels; - Safe cover; - Working time and rest requirements; - Leave approvals; - Contractual compliance; - Payroll implications; - Training requirements; - Portfolio or sign-off requirements; - Escalation arrangements; and - Compliance with local and national policies. You must not rely on any output from the Service without appropriate human review by an authorised person. 8. No emergency or real-time escalation use The Service is not an emergency communication system, incident reporting system, clinical escalation system, bleep system, real-time staffing escalation system or patient safety alerting system. Urgent staffing issues, rota gaps, clinical risks, patient safety concerns, operational incidents, sickness cover issues or escalation decisions must be managed through your Organisation’s approved processes. You must not rely on the Service as the sole method for communicating or escalating urgent clinical, staffing, operational or patient safety matters. 9. No clinical, HR, employment, legal or regulatory advice The Service and any content, output or report produced through it are for administrative and operational support only. Nothing in the Service constitutes clinical advice, HR advice, employment advice, legal advice, payroll advice, tax advice, regulatory advice, information governance advice, data protection advice, training progression advice, safe-staffing advice or professional advice. You should obtain appropriate advice from your Organisation or a qualified professional before making decisions that may affect patient safety, staff safety, employment rights, pay, contracts, training progression, professional registration, regulatory compliance, data protection or legal obligations. 10. Acceptable use You must not use the Service: - Unlawfully, dishonestly, fraudulently, maliciously or unsafely; - To harass, discriminate against, defame, threaten or harm any person; - To make final clinical, employment, disciplinary, payroll, regulatory, recruitment, training, ARCP, appraisal or revalidation decisions without appropriate human review; - To upload viruses, malware, harmful code or unlawful content; - To scrape, copy, harvest, extract or compile data from the Service; - To reverse engineer, decompile, interfere with or overload the Service; - To bypass security, audit logs, permissions, access controls or usage restrictions; - To access another user’s account, data, rota, team or Organisation without authorisation; - To share confidential information outside authorised channels; - To use automated tools, bots or scripts without our written permission; - To test, scan or probe the Service for vulnerabilities without written permission; - To misrepresent the Service as approved, endorsed or adopted by an Organisation where this is not true; or - In any way that could damage our systems, security, users, reputation or business. We may monitor usage to detect misuse, protect security, investigate incidents, support audit, improve the Service and enforce these Terms. 11. Access and availability We aim to provide a reliable Service, but we do not guarantee that the Service will always be available, uninterrupted, secure, error-free or compatible with every device, browser, network, NHS system or local IT environment. The Service may be unavailable due to maintenance, updates, security issues, hosting issues, third-party service issues, internet failure, NHS network restrictions, firewalls, authentication issues, local IT restrictions or circumstances outside our reasonable control. We may update, modify, suspend, restrict or withdraw any part of the Service where reasonably necessary, including for maintenance, security, legal, operational, technical or business reasons. We are not responsible for loss or disruption caused by systems or services outside our reasonable control, including hosting providers, email providers, authentication providers, database providers, payment providers, analytics providers, calendar systems, NHS systems, local IT systems, networks, devices or browsers. 12. Data protection and privacy We will process personal data in accordance with applicable data protection law and our Privacy Notice. Where we process personal data on behalf of your Organisation, that processing may also be governed by a separate data processing agreement or customer agreement between us and your Organisation. Where no such agreement is in place, you must not use the Service to enter or process personal data on behalf of your Organisation unless your Organisation has confirmed that such use is authorised and lawful. You must comply with your Organisation’s data protection, confidentiality and information governance policies when using the Service. You must not use the Service to process personal data in a way that is unlawful, excessive, inaccurate, unauthorised or outside the approved purpose. You acknowledge that we may record account activity, audit logs, access records, timestamps, IP addresses, device information, usage data, system events and security events for legitimate purposes including security, compliance, troubleshooting, audit, incident investigation, service improvement and enforcement of these Terms. Where your account is linked to an Organisation, authorised administrators within that Organisation may be able to view, manage, export, amend or delete certain information associated with your account, rota, team, training records, compliance records, activity or use of the Service. 13. Confidentiality You must keep confidential any non-public information you access through the Service, including rota information, staff information, training information, organisational information, reports, dashboards, system information and information relating to other users. You must not disclose, download, copy, export, share or use confidential information except where authorised by your Organisation and necessary for your role. Your confidentiality obligations continue after your access to the Service ends. 14. Intellectual property All intellectual property rights in the Service belong to us or our licensors. This includes the software, design, source code, database structure, workflows, dashboards, templates, documents, reports, branding, content, configuration, user interface, processes and related materials. You are granted a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for authorised purposes only. You must not copy, reproduce, modify, distribute, sell, license, create derivative works from, reverse engineer, decompile or commercially exploit the Service or any part of it without our written permission. You and your Organisation retain any rights you or your Organisation have in data entered into the Service, subject to the rights granted to us to host, process, display, back up, secure, support, troubleshoot, maintain and improve the Service. 15. Feedback and testimonials If you provide feedback, suggestions, ideas, comments, improvement requests or testimonials, you agree that we may use them to improve, develop, promote or commercialise the Service without payment to you. We will not publish personally identifiable testimonials or attribute comments to you personally without your consent, unless otherwise permitted by law or agreed with your Organisation. 16. Suspension and termination We may suspend, restrict or terminate your access to the Service if: - You breach these Terms; - Your Organisation asks us to remove or restrict your access; - Your role changes or your authorisation ends; - The agreement with your Organisation ends; - We reasonably believe your account has been compromised; - Continued access may create a security, legal, operational, confidentiality, data protection, patient safety, staff safety or reputational risk; - You misuse the Service or attempt to access unauthorised data; or - We are required to do so by law, regulation, court order or competent authority. You may stop using the Service at any time. Suspension or termination does not affect any rights, obligations or liabilities that have already arisen. 17. Disclaimers The Service is provided on an “as is” and “as available” basis. To the fullest extent permitted by law, we exclude all implied warranties, conditions, representations and guarantees, including any implied warranties of fitness for a particular purpose, satisfactory quality, uninterrupted availability, accuracy, completeness, compliance, compatibility or non-infringement. We do not guarantee that the Service will: - Identify every rota gap, staffing issue, training gap, compliance issue or governance issue; - Prevent unsafe staffing, rota errors, payroll errors, contractual breaches, training issues or administrative errors; - Be suitable for every Organisation, department, rota pattern, staffing model, training programme or local policy; - Meet all NHS, regulatory, procurement, cyber security, information governance, clinical safety or local approval requirements; - Achieve any particular operational, financial, staffing, wellbeing, compliance, training or regulatory outcome; or - Remain available without interruption or error. 18. Limitation of liability Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation. Subject to the above, we will not be liable to you for: - Loss of profit, revenue, savings, business, goodwill, reputation or opportunity; - Loss of employment, career progression, training progression, professional opportunity or income; - Indirect, consequential, special or punitive loss; - Loss, corruption, deletion or inaccuracy of data, except where caused by our breach of a legal duty that cannot be excluded; - Loss arising from incorrect, incomplete, outdated or unauthorised data entered by users; - Loss arising from your Organisation’s failure to approve, configure, review, govern, supervise or validate use of the Service properly; - Loss arising from reliance on outputs that have not been independently checked by an authorised person; - Loss arising from local rota, staffing, HR, payroll, employment, training, clinical, operational, regulatory or governance decisions; - Loss arising from unauthorised use of the Service; - Loss arising from third-party systems, services, hosting providers, networks, devices, browsers, email systems, authentication providers or NHS systems outside our reasonable control; or - Loss arising from failure to follow these Terms, our instructions, your Organisation’s policies or applicable law. Subject to the above, our total liability to you arising out of or in connection with the Service or these Terms, whether in contract, tort, negligence, breach of statutory duty or otherwise, will be limited to the greater of: - £100; or - The amount paid directly by you to us for use of the Service in the 12 months before the event giving rise to the claim. If your Organisation has a separate written agreement with us, any liability owed by us to your Organisation will be governed by that agreement, not these End User Terms. 19. Indemnity To the fullest extent permitted by law, you agree to compensate us for reasonable losses, costs, claims, damages, expenses or liabilities we suffer as a result of: - Your breach of these Terms; - Your unauthorised use of the Service; - Your unlawful, inaccurate, excessive or inappropriate entry, upload, disclosure or use of data; - Your infringement of another person’s rights; - Your misuse of another user’s account, information or confidential data; - Your use of the Service outside the authority given by your Organisation; or - Your use of the Service to bypass local governance, approval, HR, training, clinical safety, data protection or information governance requirements. This clause does not require you to compensate us for losses caused by our own negligence, breach of law or wilful misconduct. 20. Changes to the Service or these Terms We may update these Terms from time to time. Where changes are material, we will take reasonable steps to notify users, such as by email, in-app notice or requiring acceptance of updated Terms. If you continue to use the Service after updated Terms take effect, you will be treated as having accepted the updated Terms. We may retain previous versions of these Terms for audit and compliance purposes. 21. Transfer of rights You may not transfer, assign or share your rights or obligations under these Terms without our written permission. We may transfer or assign our rights and obligations under these Terms as part of a business transfer, restructuring, merger, acquisition, sale of assets or change of service provider, provided this does not materially reduce your rights under these Terms. 22. Severability If any part of these Terms is found to be invalid, unlawful or unenforceable, the remaining parts will continue in force. Any invalid, unlawful or unenforceable provision will be treated as modified to the minimum extent necessary to make it valid, lawful and enforceable. 23. No waiver If we do not enforce a right immediately, this does not mean we have waived that right. Any waiver must be given in writing. 24. Entire agreement These Terms constitute the entire agreement between you and us in relation to your individual use of the Service. Where your Organisation has a separate written agreement with us, that agreement may contain additional or different terms governing your Organisation’s use of the Service. 25. Governing law and jurisdiction These Terms are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction over any dispute arising out of or in connection with these Terms, except where applicable law requires otherwise. 26. Contact If you have any questions about these Terms, your account, or our services, you can contact us using the details below: - Email: info@aahealthcaresolutionsltd.com - Business name: A&A Healthcare Solutions Ltd We aim to respond to all enquiries within 2 working days, and often sooner. Response times may vary during weekends, public holidays, or periods of high demand. For general enquiries, technical support, or account-related issues, contacting us by email is the most efficient way to receive assistance. This email address is the primary method for contacting us regarding contractual, technical, or support-related matters.