Terms of service

1. The service

Ochiplan is software for running a multi-site practice: the rota, time off, absence, pay changes and billing between sites, and the modules you switch on. We provide it over the internet; you don’t install anything.

We keep improving Ochiplan. We may change or remove features, but we won’t remove a feature you rely on without telling you first and giving you a way to export your data.

2. Your account and logins

• You decide who gets a login and what they can do. Owners, admins and site managers must use two-step verification, because they can see sickness records.
• Keep logins to the people they are for. Tell us straight away at support@ochiplan.co.uk if you think someone has got into your account.
• You are responsible for what is done with your logins, unless it was caused by our failure.

3. Your data

Everything you and your staff put into Ochiplan stays yours. We use it only to provide the service to you, as set out in the data processing agreement.

You are responsible for having a lawful basis to record what you record, including sickness and lateness, and for telling your staff how their information is used. Our privacy notice can help with that.

Owners can export one person’s data from their staff record at any time, and can ask us for a copy of all of the practice’s data. When your account ends, we keep your data for 30 days so you can take a copy, then delete it; backups that hold it expire within a further 30 days.

4. Using Ochiplan properly

• Use Ochiplan for running your practice, and only in ways the law allows.
• Don’t try to get into other practices’ data, test our security without our written agreement, or overload the service on purpose.
• Don’t upload anything that you don’t have the right to use.

5. Trials and fees

While Ochiplan is offered as a free trial, there is nothing to pay. Before any fees start we will tell you the price and how billing works, and nothing will be charged unless you agree.

6. Availability and support

We aim for Ochiplan to be available all the time, but it may be unavailable now and then for maintenance or for reasons outside our control. We will try to do planned work out of practice hours and to tell you in advance.

Help articles are at /help and the service’s current state is at /status. You can email us at support@ochiplan.co.uk. If you ask us to look at your practice to help, you choose to let us in for a set time (Settings → Ochiplan support); we can only look, and each visit shows in your change log.

7. Keeping things safe

We protect your data with the measures set out in the data processing agreement, including encryption, two-step verification for anyone who can see sickness records, nightly encrypted backups kept away from the main server, and a full record of changes.

8. Ending the agreement

• You can stop using Ochiplan at any time by telling us.
• We can end the agreement with 30 days’ notice, or straight away if you seriously break these terms and don’t put it right within 14 days of us asking.
• When it ends, section 3 applies to your data.

9. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn’t allow to be limited.

Otherwise, neither of us is liable for indirect loss, or for loss of profit, business or goodwill. Our total liability in any 12 months is limited to the greater of the fees you paid us in those 12 months and £1,000.

Ochiplan helps you plan; the decisions you make with it, such as who works when and what you pay, remain yours.

10. Changes to these terms

If we change these terms, we will tell your owners at least 30 days before the change, and ask them to accept the new version in Ochiplan. Each version and when it was accepted is recorded.

11. General

• These terms are governed by the law of England and Wales, and the courts of England and Wales decide any dispute.
• If part of these terms can’t be enforced, the rest still applies.
• Neither of us can pass these terms to someone else without the other’s agreement, except as part of selling the whole business.