Terms of Service

These terms govern your company's use of WorkPilot. By creating a company on the service, or by using it, you agree to them on behalf of that company.

WorkPilot is sold to businesses. It is not offered to consumers, and the consumer protections that would apply to a consumer sale — including the fourteen-day right of withdrawal — do not apply to this agreement.

1. Who you are contracting with

The service is operated by [LEGAL NAME], [ADDRESS], Italy, VAT number [VAT NUMBER] (“we”, “us”). You can reach us at support@wrkpilot.com.

2. What the service is

WorkPilot records attendance, schedules and timesheets for a workforce, and the projects, quotes, invoices, expenses and related records that go with running a small trade or construction firm. It produces payroll and timesheet exports.

It is a tool for recording and calculating. It is not a payroll bureau, an accountant, or a source of employment-law advice. What you do with the figures it produces, and whether they meet the obligations of your collective agreement, your CCNL, your kollektivavtal or your national law, remains yours to determine.

3. Your account and your people

• The person who creates the company is its owner and controls who else may use it.
• You are responsible for who you invite, what role you give them, and for removing people who leave.
• Accounts are personal. Sharing one set of credentials between several workers defeats every record the service keeps and is not permitted.
• You must tell us promptly if you believe an account has been compromised.

4. What you may not do

• Use the service to process personal data you have no lawful basis to process.
• Turn on check-in photographs or location recording without informing the people it applies to, as section 6 requires.
• Attempt to reach another company's data, probe the service for vulnerabilities without our written agreement, or interfere with its operation.
• Resell or provide the service to a third party as your own.

5. Your data belongs to you

Everything your company puts into WorkPilot stays yours. We do not sell it, we do not use it to advertise, and we do not use it to train models. We use it to run the service for you, and to keep the service secure and working.

You can export your timesheets and payroll data at any time. If you close your account you may ask for a copy of your data, and we will delete what remains in line with the retention periods in our privacy notice.

6. Personal data, and which of us is responsible for it

For the personal data of your workers — their names, their hours, their check-in photographs, their locations, their pay rates — your company is the data controller and we are your processor. That relationship is governed by our Data Processing Agreement, which forms part of these terms.

Being the controller means the lawful basis is yours to establish and the duty to inform your workers is yours to discharge. This matters most for the two features that record more than a time: the check-in photograph and the GPS position. Before enabling them, satisfy yourself that you may, and tell your workers that you have.

For your own account — the owner's and managers' contact details, billing records, and how the service is used — we are the controller. Our privacy notice explains that side.

7. Fees, VAT and renewal

• Plans are priced per company, per billing period, and every price shown excludes VAT.
• VAT is added at checkout at the rate applicable to you. A business elsewhere in the EU that supplies a valid VAT number is reverse-charged and accounts for the VAT itself.
• Subscriptions renew automatically at the end of each period until cancelled.
• Payment is taken by Stripe. We do not see or hold your card details.
• If a payment fails we may suspend the service after telling you. We do not delete your data because of a failed payment.

8. The free trial

A new company gets thirty days of the service free, without giving a card. When the trial ends, the service stops until a plan is chosen. Nothing is charged automatically and no data is deleted at that moment.

9. Availability

We work to keep the service available and we will tell you about planned maintenance where we reasonably can. We do not commit to a guaranteed uptime percentage, and we would rather say so than print a number we have not built the redundancy to honour.

Attendance is the part of the service that has to work every day, and a period of unavailability may mean a shift is entered afterwards. The service marks such a shift for a manager to settle rather than inventing its length.

10. Changes

We will improve, change and occasionally remove parts of the service. If we remove something you rely on, or change these terms in a way that materially disadvantages you, we will give you at least thirty days' notice by email, and you may cancel before the change takes effect and receive a pro-rata refund of any period paid for and not used.

11. Ending the agreement

• You may cancel at any time. Your plan continues to the end of the period you have paid for.
• We may suspend or end the agreement if these terms are breached seriously, or if the service is used unlawfully. Except where the breach makes it impossible, we will tell you first and give you a chance to put it right.
• After the agreement ends we keep your data for ninety days so it can be recovered or exported, and then delete it.

12. Liability

Neither of us excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.

Subject to that, our total liability to you in any twelve-month period is limited to the fees you paid us in that period, and we are not liable for loss of profit, loss of business, or indirect or consequential loss.

We are not liable for a payroll figure that is wrong because the hours, rates, overtime thresholds or multipliers entered into the service were wrong. The service calculates what it is given. Check a pay run before you pay it.

13. Law and courts

This agreement is governed by Italian law. Disputes are subject to the exclusive jurisdiction of [JURISDICTION COURTS].

14. Getting in touch

[LEGAL NAME], [ADDRESS], Italy. Questions about these terms: support@wrkpilot.com.