Last updated: 26 August 2026
These Terms of Service ("Terms") govern access to and use of FillMyShift (the "Service"), provided by FillMy Shift ("FillMyShift", "we", "us", "our"), a business based in Coventry, United Kingdom.
By creating an account or using the Service, you ("Customer", "you") agree to these Terms. If you are agreeing on behalf of an organisation, you confirm you have authority to bind that organisation.
1. The Service
FillMyShift is a software platform that helps care organisations manage shift coverage: recording carer availability, AI-assisted carer matching, sending automated shift offers (via push notification and/or SMS), tracking offer responses, and reporting on fill rates and coverage.
FillMyShift is a workforce coordination tool. It is not a care planning, timesheet, payroll, or regulatory compliance system, and does not replace your organisation's statutory obligations as a care provider, including obligations under the Health and Social Care Act 2008 or CQC requirements.
2. Accounts
- You must provide accurate information when creating an account and keep it up to date.
- You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.
- You must notify us promptly of any unauthorised use of your account.
3. Free trial
New accounts may begin with a 14-day free trial with no payment card required. During the trial, you have full access to the Service. At the end of the trial, continued access requires adding a valid payment method and selecting a paid plan. If no payment method is added, your access will be restricted, though your data will be retained for a reasonable period in case you wish to continue.
4. Subscriptions and billing
- Paid plans are billed monthly in advance via our payment processor, Stripe, on the terms shown at checkout.
- Prices are as displayed on our pricing page at the time of purchase and may change with reasonable notice for future billing periods.
- Subscriptions renew automatically each month unless cancelled.
- You can cancel at any time via the billing management portal in your account settings; cancellation takes effect at the end of the current billing period, and no partial refunds are given for unused time within a billing period, except where required by law.
- If a payment fails, we will attempt to notify you and may restrict access to certain features until payment is resolved.
5. Your responsibilities
You agree to:
- Use the Service only for lawful purposes and in accordance with these Terms
- Ensure you have appropriate consent and a lawful basis to add carer contact details (names, phone numbers) to the Service, and to send them shift-related communications
- Not use the Service to send unsolicited marketing or spam to carers
- Not attempt to reverse-engineer, resell, or misuse the Service
- Keep carer data you input accurate and up to date
You remain solely responsible for your organisation's compliance with employment law, working time regulations, and care sector regulatory requirements in how you use shift offers generated through the Service. FillMyShift does not verify carer qualifications, right-to-work status, DBS checks, or suitability for any placement — this remains your organisation's responsibility.
6. Carer data and consent
As the data controller for carer data you input into the Service (see our Privacy Policy and Data Processing Agreement), you are responsible for:
- Having a lawful basis to process carer personal data
- Where applicable, obtaining carer consent for receiving automated shift offer notifications (push or SMS)
- Responding to any data subject requests received directly from carers relating to their data
7. Service availability
We aim to keep the Service available and reliable but do not guarantee uninterrupted access. We may carry out planned maintenance with reasonable notice where possible, and are not liable for downtime caused by circumstances outside our reasonable control, including third-party service outages (e.g. our push notification, SMS, or payment providers).
8. Intellectual property
The Service, including its software, design, and branding, is owned by FillMyShift or its licensors. You are granted a limited, non-exclusive, non-transferable licence to use the Service for your internal business purposes during your subscription. You retain ownership of the data you input into the Service (including carer and shift data).
9. Confidentiality
Each party agrees to keep confidential any non-public information disclosed by the other in connection with the Service, using it only as necessary to perform obligations under these Terms.
10. Limitation of liability
To the maximum extent permitted by law:
- FillMyShift is provided "as is" without warranties of any kind beyond those implied by law.
- We are not liable for indirect, incidental, or consequential losses, including loss of profits, loss of business, or reputational harm.
- Our total liability for any claim arising from these Terms or the Service is limited to the amount you paid us in the 12 months preceding the claim.
- Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.
11. Termination
- You may cancel your subscription at any time as described in section 4.
- We may suspend or terminate access if you materially breach these Terms, including non-payment, misuse of the Service, or unlawful use of carer data.
- On termination, we will make your data available for export for a reasonable period, after which it may be deleted in line with our data retention practices.
12. Changes to the Service or Terms
We may update these Terms from time to time. We will provide reasonable notice of material changes via email or in-app notice. Continued use of the Service after changes take effect constitutes acceptance.
13. Governing law
These Terms are governed by the laws of England and Wales, and any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.
14. Contact
Questions about these Terms can be sent to hello@cm16digital.com.