Terms

Shoreleave is a trade name of a sole trader registered in the Netherlands.

• Smakkelaarsveld 79, 3511 EB Utrecht, The Netherlands
• Chamber of Commerce 50812904
• VAT NL001124200B52
• [email protected], or the contact form

Business customers only

Shoreleave is sold to businesses and not to consumers. You confirm when you sign up that you are acting for a business. The consumer rules on distance selling, including the fourteen day right of withdrawal, do not apply.

"You" on this page is the company that holds the account. The people you add use Shoreleave on your behalf and are not a party to these terms.

Shoreleave lets your people ask for time off and record absences, lets the people you choose answer those requests, shows who is away, and works out each person's balance from the allowances, working days, public holidays and rules you set. It can also email your people, publish calendar links, and post to Slack or Microsoft Teams where you connect them.

The numbers are only as right as what they are worked out from. Shoreleave applies the settings you choose. Whether they meet the law where your people work, their contracts and any collective agreement, including the statutory minimum of leave and how sick pay works, is yours to decide and to check. Shoreleave is not payroll and does not give legal advice.

Public holidays come from a public list of holidays per country and region. We cannot promise every one is right, which is why you can strike one off or add a day of your own. Check them when you set up and at the start of each year.

We will keep the service running and keep improving it, but we do not promise a particular level of uptime and there is no service credit if it is down. We may change how features work, add them and remove them. If we remove something you are relying on, or change it in a way that makes it substantially less useful, we will tell you by email before it happens.

You are responsible for everybody you add and for what they do in your account. You decide their roles, and so who may answer for whom and who may see what. Ask them to keep their passwords private, and archive anybody who leaves. That is done on the People page, and it signs them out.

You are responsible for what is recorded in your account, including what anybody writes in a note or a reason.

What you switch on is yours to decide. Some settings show more about your people to each other or outside Shoreleave: whether everybody sees why a colleague is away, whether requests nobody has answered yet are shown, and whether calendar links exist. A calendar link is an address that works for anybody who has it, so a link someone passes on shows your team's or your company's absences to whoever receives it. Signing in with Google or Microsoft, and connecting Slack or Teams, happen under your own agreements with those companies, and what Shoreleave posts there is then held by them.

Give us details that are correct, including the country your company is in, because that decides the VAT on your invoices. Keep them up to date on the plan page.

Do not use Shoreleave to break the law, to store anything you have no right to store, or to attack the service or anybody else through it. We can suspend an account that is doing any of those, and we will tell you why.

The trial

A new account runs free for fourteen days, with everything switched on. No card is needed to start it and nothing is charged when it ends.

The price

€1 per person a month for a company billed in euros, and $1 for one billed in dollars. Euro prices exclude VAT. A person is everybody in your account who is not archived, whatever their role. The pricing page says what that buys, which is everything.

Invoices and payment

Shoreleave bills monthly and in arrears. At the start of each month we count the people in your account, and that month is charged at that count. Somebody added during a month is counted from the next one. The month is invoiced as soon as it closes, and the invoice shows the count it was charged for. Your first month after the trial and your last month before you stop are charged only for the days you had. Every invoice is on the plan page, and you can download it there at any time.

Payment is collected automatically from the card you put on the account, through our payment provider Mollie. We never see or hold your card number. Adding a card authorizes us to collect and charges you nothing at the time. If a charge fails we try again over the following days and write to the owners on the account. You can also settle a balance yourself from the plan page.

When an account is put on hold

If the trial ends without a card on the account, or an invoice is still unpaid thirty days after it was issued, the account is put on hold. We write to the owners a week before that happens and again on the day it does.

While an account is on hold, nobody can ask for leave, answer a request or change anything except the plan. Everything already recorded stays readable, including the wallchart, the balances and the reports and the files they save as, and every invoice stays downloadable. The hold lifts as soon as the reason for it is gone.

Changing the price

We may change our prices. Existing customers get at least thirty days' notice by email, and the new price takes effect from the first month starting after that notice. If you do not want to pay it, stop before then and you will be billed only for the days you used.

You can stop whenever you want. There is no minimum term and no notice period. An owner cancels the account on the plan page and it takes effect at once: the account is on hold from then on, as described above, until a plan is chosen again.

Because Shoreleave bills for the days you have used rather than in advance, cancelling closes your last month early. You get one final invoice covering the days up to the day you cancelled, and nothing is collected after that.

We keep your records for ninety days after you cancel, so that coming back means signing in rather than starting again, and then we delete them. Tell us if you would rather have them deleted sooner. Save your reports before you go: every one of them can be saved as a CSV file at any time, on hold too. Deleting is not reversible.

We can close an account too, with thirty days' notice by email, and you would be billed only for the days up to then. We can close one immediately, without notice, if it is being used to break the law or to attack the service.

What we process, and why. We process the personal data in your account only to run Shoreleave for you, for as long as your account is open, and only on your instructions. Your instructions are what you and your people do in Shoreleave, the settings you choose, and anything else you ask us for in writing. The data is what the privacy notice lists for people added to an account: who they are, their role, team and working pattern, their allowances, their leave and absences, the notes and reasons written on them, and the records of them signing in.

Whose data it is. The people in your account: your employees and anybody else you add.

Sickness is health data. Recording that somebody is off sick is information about their health, which the law protects more strictly. You need your own lawful basis for recording it, as an employer usually has, and you decide who in your company may see it. Record the absence, not the illness: nothing in Shoreleave asks for a diagnosis, and a note is not the place for one.

We do not do anything else with it. We do not sell it, we do not share it with anybody except the suppliers listed in the privacy notice, and we do not use it to train anything or to build a product on top of it. If a law obliges us to hand something over, we will tell you first unless we are forbidden to.

Confidentiality. Everybody with access to your data is bound to keep it confidential, and access is limited to the people who need it to run the service.

Security. Names, email addresses, invoice details and the keys to your connected services are encrypted before they are stored, passwords are stored in a form nobody can read back, and everything travels over TLS. The privacy notice describes this in more detail.

Suppliers. We use a small number of other companies to host, email, take payment and report errors, and they are listed by name in the privacy notice. You agree to the ones listed there. If we add or replace one we will update that page and email the owners on your account at least thirty days beforehand, and you can object by telling us, in which case you may stop without penalty. Google, Microsoft, Slack and Microsoft Teams are not our suppliers: they are yours, and only take part where you turn them on.

Where it is held. Inside the European Economic Area. We will not move it outside without telling you first.

Helping you. If one of your people asks to see, correct or delete what is held about them, most of it is in the app already, on their own page and in the reports. Where it is not, ask us and we will help, at no charge. We will also help you with a data protection impact assessment or a regulator's questions.

If something goes wrong. If we find a breach affecting your data we will email the owners on your account without undue delay and in any case within 48 hours of becoming aware of it, with what we know and what we are doing.

Checking us. Ask, and we will answer questions about how this works and show you what we have. If you need a formal audit, you can arrange one at your own cost, once a year, at a reasonable time.

At the end. When your account closes we delete the data as described under Stopping above.

If we cause you loss, what we owe you is capped at what you paid us in the twelve months before it happened. If you have not paid us anything, because you are on a trial, that cap is nil.

We are not liable for indirect loss: lost profit, lost business, or lost savings. We are not liable for a balance that is wrong because a setting was, for a public holiday that is missing or wrong, for a decision you took on the strength of anything Shoreleave shows, or for an obligation you have to your people, a works council or a regulator.

None of that limits our liability for anything the law does not let us limit, including intent and deliberate recklessness on our part.

We are not liable for a failure caused by something outside our control, including an outage at our hosting, email or payment provider, or at a service you connected.

We may change these terms. If a change matters to you we will email the owners on your account at least thirty days before it takes effect, and the date at the top of this page always says when it last moved. Carrying on using Shoreleave after that means you accept the new version. If you do not, stop before it takes effect.

Dutch law applies. If we cannot settle a dispute between us, it goes to the competent court in the Netherlands.

If a court finds one part of these terms unenforceable, the rest still stands.

You cannot transfer this agreement to somebody else without asking us. We can transfer it if the business is sold, and we would tell you.