Terms of Service

Coverboard provides software for managing employee leave, statutory pay tracking and related People-Ops workflows. References to “Coverboard” mean the entity that operates the Service. Our registered details and a contact email for legal notices are available at support@coverboard.io.

You must be at least 18 years old and have authority to bind your employer or organisation (the “Customer”) to these Terms if you sign up on its behalf. You are responsible for keeping your account credentials confidential and for any activity that happens under your account. Notify us promptly if you suspect unauthorised access.

You are responsible for the accuracy of the information you and your team members enter, including the leave records, employment data and sickness notes you choose to store in the Service.

We may require you to verify your email address before you can sign in. We send a single-use verification link to the address you register with; until you click it, your account is created but inaccessible.

• Coverboard offers a permanent Free plan (up to 5 employees and 1 administrator) with no payment method required and no trial. You can upgrade to a paid plan at any time from billing settings.
• New Customers who pick a paid plan at signup receive a 14-day free trial with no payment card required. During the trial you have access to the features included in your selected plan.
• If you do not add a payment method before the trial ends, your organisation will be paused and your data is scheduled for permanent deletion 30 days later. You may reactivate by adding a card before that 30-day window closes, or you may switch to the Free plan from billing settings to keep your data without paying.
• Paid subscriptions are billed monthly in advance in pounds sterling (GBP) by our payment processor, Stripe Payments Europe Ltd. Plan prices are shown on the pricing page and may be updated from time to time on reasonable notice.
• You may upgrade or downgrade your plan at any time from your billing settings, including switching to the Free plan as an alternative to cancelling. Plan changes between paid tiers are prorated.
• You may cancel at any time. Cancellation takes effect at the end of your current billing period, after which your account is locked and scheduled for deletion in line with section 7 (unless you chose to switch to Free instead).
• All prices are exclusive of VAT or other applicable taxes. We use Stripe Tax to calculate and collect VAT on your invoices based on your billing address and any tax ID you provide; UK and EU B2B customers can attach a verified VAT number from billing settings to apply reverse-charge.

You agree not to use the Service to:

• violate any applicable law, including data protection, employment and equality law;
• upload data you do not have the right to share, or sensitive categories of personal data beyond what the Service is designed to handle (for example, biometric or genetic data);
• reverse-engineer, scrape, or attempt to circumvent the Service’s security, rate limits or access controls;
• resell the Service to third parties without a separate written agreement with us;
• send unsolicited marketing or spam through the Service’s notification features.

We may suspend or terminate access for serious or repeated violations of this section. Where practical we will give you notice and a chance to remediate first.

Personal data you and your team members submit (“Customer Data”) remains your data. You instruct us to process it on your behalf for the sole purpose of providing the Service. See our Privacy Policy for details on how we process personal data, our sub-processors and data retention periods.

We treat your Customer Data and any business information you share with us as confidential. We will not access, use or disclose it except as needed to provide the Service, comply with law, or with your instruction.

We retain all rights, title and interest in the Service, including all software, designs, documentation and trade marks. You retain all rights in your Customer Data. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable right to access and use the Service for the duration of your subscription.

If you provide feedback or suggestions, you grant us a perpetual, royalty-free licence to use them to improve the Service.

• These Terms remain in effect while you use the Service.
• You may delete your account at any time from Settings. Deletion enters a 30-day grace period during which you may reverse it. After the grace period, your organisation’s data is permanently and irreversibly removed from active systems.
• We may suspend or terminate your account for a material breach of these Terms, for non-payment after a reasonable cure period, or if required by law. We will notify you where practical.
• Sections that by their nature should survive (including confidentiality, IP, disclaimers, limitation of liability, indemnity and governing law) will survive termination.

We will provide the Service with reasonable skill and care. Beyond that, and to the extent permitted by law, the Service is provided “as is” without further warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement.

Coverboard helps you track and report on statutory leave and pay, but you remain responsible for your compliance with employment law, HMRC obligations and any decisions you make based on the Service’s outputs. Statutory rates, calculations and reports should be reviewed by qualified payroll or legal personnel.

Nothing in these Terms limits or excludes liability that cannot be limited or excluded under English law, including liability for death or personal injury caused by negligence, or for fraud.

Subject to the above, our total aggregate liability arising out of or in connection with the Service in any 12-month period will not exceed the fees you paid us during that period. Neither party will be liable for indirect, special, incidental, consequential or punitive damages, or for loss of profits, revenue, goodwill or anticipated savings.

You agree to indemnify us against claims arising from your Customer Data, your use of the Service in breach of these Terms, or your breach of applicable law in relation to your team or your customers.

We may update the Service and these Terms from time to time. Where changes are material, we will give you reasonable advance notice by email or in-app notification. Your continued use of the Service after a change takes effect constitutes acceptance of the updated Terms.

These Terms and any dispute arising out of them are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any such dispute, except that we may seek injunctive relief in any competent court.

Questions about these Terms? Email support@coverboard.io.