Terms of service

Last updated: 20 October 2026

These terms set out the agreement between your business and us when you subscribe to and use My Nine to Five. They are written in plain English, but they are a legally binding contract, so please read them before you subscribe.

My Nine to Five is provided by My Nine to Five Ltd ("we", "us", "our"), a company registered in England and Wales, company number 17527618, registered address 18 Hazelgrove Gardens, Haywards Heath, RH16 3JL. Contact: hello@myninetofive.co.uk.

In short: you pay a flat monthly or annual price for the plan that fits your number of people. You own your data, you can export it at any time, and you can cancel whenever you like through Manage billing. We look after the service carefully, answer support emails promptly, and give you plenty of notice before anything important changes.

1. Who these terms are for

My Nine to Five is a business service. By subscribing, you confirm that you are acting for a business, charity or other organisation ("you", "your business"), not as a consumer, and that you have authority to accept these terms on its behalf.

These terms, together with our privacy notice, any data processing agreement we sign with you, and the plan and offer you choose at checkout, form the whole agreement between us. If anything in them conflicts, a signed data processing agreement takes priority on data protection, and these terms take priority on everything else.

2. The service

My Nine to Five is a web app for managing applications, onboarding, rotas, hours, leave, expenses and related records for your staff and volunteers. Each business gets its own app, with its own private database and file storage.

Every plan includes every feature. You can switch parts of the app on or off to suit how you work, and the price stays the same either way. We improve the service regularly. We may add, change or retire features, but we will not remove a feature that is central to how you use the service without giving you at least 30 days' notice, and you can cancel if the change doesn't suit you.

3. Accounts and access

  1. Your app has an owner, the person who signed up. The owner manages billing and decides who else has access and what they can do.
  2. Everyone signs in with an emailed one-time code or link. Owners and anyone with management permissions must also use an authenticator app, and are given single-use recovery codes when they set it up. You are responsible for keeping those email accounts, authenticator apps and recovery codes secure, and for removing access promptly when someone leaves.
  3. You are responsible for what your authorised users do in your app. Tell us straight away at support@myninetofive.co.uk if you think someone has accessed it without permission.
  4. Nobody under 16 may be added to the app. It is not designed for children.

If you lose your authenticator and recovery codes

Nobody in your business can reset another person's authenticator, so a reset has to come from us. To protect your data, we only do this after checking identity carefully:

  1. Managers: the owner asks us to reset the manager's sign-in. We confirm the request with the owner by phone or video call before resetting it.
  2. The owner: email support@myninetofive.co.uk, from the owner's registered email address if you can. We will arrange a short video call, where you show photo ID matching the owner's name and confirm details about your account, such as your app address and recent billing. Once we are satisfied, we email the owner's registered address, and any other managers, to tell them a reset has been requested, and wait 48 hours before making it, so a genuine owner can stop a reset they didn't ask for.
  3. If the owner has left your business: another director, trustee or authorised person can ask us to transfer ownership. We will carry out the same identity check and ask for evidence of their authority, for example a Companies House or Charity Commission listing.

A reset signs the person out everywhere, and they set up a new authenticator with new recovery codes. We aim to arrange the identity check within one working day of your request. We may refuse a reset if we cannot verify identity to our satisfaction, and we never reset sign-in just because someone asks by email.

4. Plans, prices and payment

  1. Plans. Prices are based on the number of people with an account in your app, in bands (currently 1 to 10, 11 to 25, 26 to 50 and 51 to 100). For more than 100 people, contact us for a quote. Current prices are shown on our pricing page.
  2. Billing. You can pay monthly or annually, in advance, by card through Stripe. We never see or store your full card details. There are no setup fees.
  3. VAT. We are not currently VAT-registered, so no VAT is added. If that changes, we will give you at least 30 days' notice before any change to what you pay.
  4. Automatic renewal. Your subscription renews automatically at the end of each billing period until you cancel.
  5. Changing plan. Your plan should cover the number of people with an account in your app. If your numbers go up or down, the owner can move to the right plan at any time using Manage billing, or email us and we will do it for you. Your plan never changes automatically.
    • Moving up takes effect straight away. You pay the difference for the rest of your current billing period, worked out pro rata.
    • Moving down, including switching from annual to monthly billing, takes effect at the end of your current billing period. There is no pro rata refund for the rest of the current one.
    • Where a change creates a credit, it is applied to your next invoice rather than refunded to your card.
  6. Price changes. We may change our standard prices. We will give you at least 30 days' notice by email, and any change will only apply from your next billing period after that notice. If you don't want to continue at the new price, you can cancel before it takes effect. Annual subscriptions keep their price until renewal.
  7. Failed payments. If a payment fails, Stripe will retry it and we will let you know. If it is still unpaid 14 days after we first tell you, we may suspend access to your app until it is paid. Suspension does not delete your data, and paying in full restores access. While your app is suspended, the owner can ask us for a full export of your data at any time.
  8. Long-term non-payment. If your account is still unpaid 90 days after suspension, the agreement ends and your data is deleted as set out in section 12. We will email the owner at least 14 days before that date as a final reminder.

5. Offers

Founding members

  1. While the founding offer is open, founding members get six calendar months free from the date their app goes live. Your card is saved at checkout but not charged until the free period ends.
  2. After the free period, founding members pay half the standard price for their plan for as long as their subscription continues, as long as they have:
    • given us a short written testimonial by the end of the third month after their app goes live (we will ask for it in month two and remind you before the deadline); and
    • given us permission to show their business name, logo and testimonial on our website.
  3. If we haven't received both by the deadline, your subscription moves to the standard price for your plan when the six free months end. We will remind you before this happens.
  4. Your testimonial should be your honest view of the service; it doesn't have to be glowing. We will ask you to approve exactly what we publish, and we show it as being from a founding member. You can ask us to update it at any time. If you withdraw permission to show it altogether, the half price discount ends from your next billing period.
  5. If you move to a different plan, the half price discount applies to the new plan's standard price.
  6. If you cancel and later return, the founding offer does not automatically apply again.
  7. We may close the founding offer to new members at any time. Existing founding members keep their offer on the terms above.

Registered charities

  1. Registered UK charities get 30% off the standard price. You must give a valid charity number and sign up with your charity's official email address.
  2. We may check eligibility at any time. If your organisation isn't eligible, or stops being a registered charity, we will tell you and move you to the standard price from your next billing period.
  3. Discounts do not stack. If you are both a charity and a founding member, the founding offer applies instead.

6. Setting up

You can set up your app yourself, including importing your people from a spreadsheet. If you would rather we did it, send us your details and we aim to have it ready within 3 working days of receiving everything we need. You are responsible for checking that the information we set up for you is correct before you rely on it.

7. Support and availability

  1. Support. Email support is included on every plan. Contact support@myninetofive.co.uk and we aim to reply within one working day (Monday to Friday, excluding bank holidays in England). Problems that stop you using the app are always dealt with first.
  2. Availability. We run the service on Cloudflare's infrastructure and take reasonable care to keep it available, secure and working properly. Like any online service, it may occasionally be unavailable, for example during maintenance or because of a problem with a supplier. We aim to carry out planned maintenance at quiet times and to tell you in advance if it is likely to cause noticeable disruption.
  3. Continuity. If we ever decide to stop providing the service altogether, we will give you at least 90 days' notice, refund any fees you have paid for the period after it ends, and help you export a full copy of your data.

8. Your data

  1. You own your data. Everything your business enters into the app ("your data") belongs to you. You give us permission to store and process it only so that we can provide, support and secure the service for you.
  2. Data protection. For your staff and volunteer records, your business is the controller and we are your processor. We will process your data only on your documented instructions (which include these terms and how you use the app), keep it confidential, protect it with appropriate security, use only the sub-processors named in our privacy notice, help you respond to people's requests about their data, tell you without undue delay if a personal data breach affects your records, and delete or return your data when our agreement ends. A written data processing agreement is available on request.
  3. Where it is stored. Your data is hosted in the UK/EU, in a database and file store kept separate from every other customer.
  4. No selling or sharing. We never sell your data, never share it with other customers, and only use it to provide the service to you.
  5. Your responsibilities. You are responsible for having a lawful basis for the information you record, telling your people how it is used (the sign-up page links to your own privacy notice), and keeping your records accurate. For DBS checks, we recommend recording only the check status, level and date, not the certificate contents.
  6. Exporting. You can export your data yourself at any time. If you leave, we will export a full copy for you on request.

9. Using the service properly

You agree not to, and not to let anyone else:

If we reasonably believe the service is being misused, we may suspend the affected part of it to protect you, other customers or the service. Where we can, we will talk to you first.

10. Pay, leave and records are your decisions

The app helps you calculate pay, leave and expenses, and flags things such as rates below the minimum wage or expiring checks. These are tools to help you, not legal, HR, tax or payroll advice. You remain responsible for your employment decisions, for checking figures before you pay people, and for meeting your legal obligations as an employer or volunteer organisation.

11. Our intellectual property

We own the My Nine to Five software, website, brand and everything we create to provide the service. While you subscribe, we give you a non-exclusive, non-transferable right for your authorised users to use the service for your business. If you send us feedback or suggestions, we may use them freely to improve the service, without any obligation to you.

12. Cancelling and ending the agreement

  1. You can cancel at any time using Manage billing in your app, with no cancellation fee. You keep access until the end of the billing period you have paid for. We don't refund part-used billing periods, except where these terms say otherwise or the law requires it.
  2. We may end the agreement if you seriously break these terms and, where it can be put right, don't put it right within 14 days of us asking; if fees remain unpaid 90 days after suspension (see section 4); or if your business becomes insolvent. We may also end it for any reason by giving you at least 90 days' notice, in which case we will refund any fees paid for the period after it ends.
  3. When the agreement ends, your access stops. Export your data before then, or ask us to export it for you. We delete your database and files within 30 days of the agreement ending. Backups may hold a copy for up to a further 60 days before they are overwritten, after which recovery is not possible.

13. Liability

  1. Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.
  2. Subject to that, neither of us is liable to the other for any loss of profit, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss, however it arises.
  3. Subject to the above, our total liability to you under or in connection with these terms in any 12-month period is limited to the greater of £100 and the total fees you paid us in the 12 months before the event giving rise to the claim.
  4. Except as set out in these terms, the service is provided without any other warranties, conditions or terms, to the extent the law allows.
  5. You are responsible for claims arising from data you enter into the service or from your use of it in breach of these terms or the law.

14. Things outside our control

Neither of us is responsible for a delay or failure caused by events beyond reasonable control, such as a major failure of internet or hosting infrastructure, power cuts, natural disasters or government action. The affected party will let the other know and do what it reasonably can to limit the impact. Your obligation to pay for service you receive continues.

15. Changes to these terms

We may update these terms from time to time, for example to reflect changes to the service or the law. For changes that materially affect you, we will email the owner of your app at least 30 days before they take effect. If you don't agree, you can cancel before then. The current version is always published here with its date.

16. General

  1. Notices. We will contact you by email at the owner's address in your app. You can contact us at hello@myninetofive.co.uk.
  2. Transfer. You may not transfer this agreement without our agreement, which we won't unreasonably refuse. We may transfer it to a business that takes over the service, as long as your rights under these terms are not reduced and we tell you first.
  3. Subcontractors. We may use trusted suppliers to help provide the service, and remain responsible for them. Suppliers who handle personal data are listed in our privacy notice.
  4. Waiver and severability. If either of us doesn't enforce a right straight away, we can still enforce it later. If any part of these terms is found to be unenforceable, the rest still applies.
  5. Third parties. Nobody other than you and us has any right to enforce these terms.
  6. Disputes. If you are unhappy, please email us first and we will do our best to resolve it quickly and fairly. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

17. Contact

Questions about these terms? Email hello@myninetofive.co.uk. For help with the app, email support@myninetofive.co.uk.