RotaCheck Fees, Refunds and Cancellation Policy

Version 2.0 · Last updated: 15 November 2026

This policy forms part of our Terms of Service. It explains, in full, what RotaCheck costs, when you pay, how refunds work and how to cancel. Nothing in it affects your statutory rights.

1. The price in one sentence

After the free trial, each exception report you submit through RotaCheck costs a flat £5 (including any VAT), and if that report is rejected you get the £5 back with one tap.

2. What is free

The following never cost anything:

• downloading and installing RotaCheck;
• creating an account;
• the early-access trial, including every report submitted during it;
• keeping your hours diary, location recording and notes;
• dictation;
• staying-late prompts;
• making a test report;
• opening a form that you then do not submit;
• reports you submit in Allocate without RotaCheck filling in the form;
• approving or declining a hospital request for a location record;
• deleting your account.

3. The free early-access trial

3.1 During early access, RotaCheck is free and fees are switched off for your account.

3.2 The trial never moves to paid automatically. Before it ends we will email you. To use the paid service afterwards you must agree separately and save a card. If you do not, you will never be charged.

4. The £5 fee

4.1 When it applies. A fee of £5 applies to each report submitted through RotaCheck after the trial. A report is "submitted through RotaCheck" when you press Submit in Allocate on a form RotaCheck filled in, and Allocate shows it as submitted.

4.2 What it is not. The fee:

• is not a subscription, and there is no monthly, annual or minimum charge;
• is never a percentage of anything;
• does not depend on whether your Trust pays you, gives you time off, or on any other outcome;
• never includes interest, late fees or administration charges.

4.3 Example. You submit three reports through RotaCheck in a month. One is rejected and you tap to get your money back. You pay £5 × 3 = £15, and receive £5 back, so the total cost is £10.

5. How you pay

5.1 Saving a card. You save a card on the RotaCheck website, which we link to from your welcome email. Before the card form, we show you our company details, the fee, when it is charged, your cancellation rights and how to complain. You will be asked to:

(a) confirm a mandate authorising us to charge that card £5 for each report you submit through RotaCheck, after you submit, refunded if the report is rejected;

(b) complete your bank's security check (Strong Customer Authentication); and

(c) choose whether to start the paid service straight away (an unticked box; see section 8.3).

5.2 Charging. The fee is charged to your saved card after you submit a report. Card payments are processed by Stripe. We never see your full card number.

5.3 No card saved. Your report is never blocked because no card is saved. We email you a secure payment link instead.

5.4 Receipts. We email you a receipt for every charge and every refund. Charges appear on your statement as ROTACHECK.

5.5 On Android, you may be offered a choice between paying on our website and paying through Google Play billing. If we offer Apple or Google in-app purchase, those payments are taken by Apple or Google under their own payment terms, and the price, refunds and cancellation rights in this policy still apply.

5.6 Failed payments. If a charge fails, we email you a secure link to pay. We never charge interest or late fees, and we never block a report because a fee has not been paid.

6. Refunds

6.1 Rejected reports: one-tap refund. When your phone shows that Allocate has marked a report you submitted through RotaCheck as rejected, the app asks: "Get your £5 back?". Tap once and we refund the card you paid with. The rejection is read on your phone only. We receive only your refund request.

6.2 By email. You can also ask for a refund of a rejected report by emailing [email protected] within 12 months of the charge.

6.3 Other full refunds. We will also refund the fee in full if:

(a) you were charged twice for the same report;

(b) you were charged for a report that was not submitted through RotaCheck;

(c) you were charged during the trial;

(d) RotaCheck filled in your form in a materially wrong way because we did not use reasonable care and skill, and you withdrew the report as a result; or

(e) you cancel within 14 days as described in section 8, except for the fee for a report already completed at your request.

6.4 Timing. Refunds go to the card you paid with. They usually appear within 5 to 10 working days. We email you a confirmation.

6.5 Disputed charges. If you think a charge is wrong, email [email protected] within 60 days. We will reply within 10 working days. Your rights through your card issuer are not affected.

7. Removing your card

You can remove your card on the website at any time, without charge. Fees for reports you have already submitted remain payable. Without a card, we email a payment link for any new fee instead.

8. Your right to cancel

8.1 You have the right to cancel this contract within 14 days without giving any reason. The cancellation period ends 14 days after the day you save your card.

8.2 How to cancel. To cancel, you must tell us of your decision by a clear statement, for example an email to [email protected] or a letter to RotaCheck, address: to be completed. You may use the model cancellation form below, but you do not have to. To meet the deadline, it is enough to send your message before the 14 days end.

8.3 If you asked us to start straight away. If you ticked the box asking us to start the paid service during the cancellation period, and you then submit a report through RotaCheck during that period, you will pay the £5 fee for that report. This is the proportionate amount for the service provided before you cancelled, because filling in that report has been completed. You will not pay anything else.

8.4 Effects of cancellation. If you cancel, we will refund all payments received from you, other than any amount payable under section 8.3, without undue delay and no later than 14 days after the day we are told of your decision. We will use the same means of payment you used, unless you expressly agree otherwise. You will not pay any fee for the refund.

8.5 After the 14 days, you can still stop using the paid service, remove your card or delete your account at any time, free of charge.

9. Changes to the fee

We will give you at least 30 days' notice by email of any change to the fee. A change never applies to a report already submitted. If you do not agree, you can remove your card before the change takes effect.

10. Questions and complaints

Email [email protected]. We acknowledge complaints within 5 working days and aim to reply in full within 30 days. You can also get free advice from Citizens Advice (citizensadvice.org.uk, 0808 223 1133).

Model cancellation form

(Complete and return this form only if you wish to cancel the contract.)

To: RotaCheck, address: to be completed, [email protected]

I hereby give notice that I cancel my contract for the supply of the following service: RotaCheck paid service (£5 per report submitted through RotaCheck).

Card saved on (date): ____________________

Name: ____________________

Email address on my RotaCheck account: ____________________

Address: ____________________

Signature (only if this form is sent on paper): ____________________

Date: ____________________

RotaCheck. Address: to be completed · [email protected]