Last updated: 22 July 2026
Provider: CrewInn (“CrewInn”, “we”, “us”, “our”), hotel staff-management software based in the United Kingdom. Contact: hello@crewinn.co.uk.
Customer: the business that subscribes to the Service (the hotel or its operator) (“you”, “your”, “Customer”).
Effective date: the date you start a free trial or subscription.
1. Definitions
- Service — the CrewInn hotel staff-management software (staff rota, clock in/out, timesheets, holiday and leave, and payroll reports), provided as a hosted online service.
- Subscription — your paid plan to use the Service.
- Trial — the 14-day free trial period described in clause 3.
- Customer Data — all data you and your staff enter into or generate through the Service, including staff details, clock-in records, rotas, holiday records and pay information.
- Fees — the charges for the Subscription set out in clause 4.
2. The Service and your right to use it
2.1 We grant you a non-exclusive, non-transferable right to access and use the Service for your own hotel business for as long as your Subscription is active and you comply with these terms.
2.2 We may improve, change or add to the Service from time to time. We will not make changes that materially reduce the core functionality of the Service without letting you know.
2.3 The Service is provided to hotels and their operators (business customers). It is not offered to consumers.
3. Free trial
3.1 New customers may use the Service free for 14 days from the day their account is created.
3.2 No payment is taken during the Trial. At the end of the Trial, unless you have started a paid Subscription, access to the Service will be paused. Your Customer Data is kept and is not deleted immediately (see clause 11).
3.3 There is no obligation to continue after the Trial.
4. Fees and payment
4.1 The Subscription costs £79 per month per hotel, or £790 per year per hotel (equivalent to two months free), as selected by you. Prices are exclusive of VAT, which will be added where applicable.
4.2 Fees are billed in advance and recur automatically each month or year until cancelled. Payment is taken by our payment processor (currently Stripe) using the card or payment method you provide.
4.3 If a payment fails, we may retry it and may pause access to the Service until payment is received (see clause 10).
4.4 We may change the Fees. We will give you at least 30 days’ notice before a price change takes effect, and it will only apply from your next renewal. If you do not accept the change, you may cancel before it takes effect.
4.5 Except where required by law, Fees already paid are non-refundable.
5. Your responsibilities
5.1 You are responsible for the accuracy of the Customer Data you enter, and for using the Service lawfully.
5.2 You must keep manager logins, passwords and staff PINs secure and confidential, and tell us promptly if you suspect any unauthorised access.
5.3 You are responsible for meeting your own obligations to your staff, including telling them how their personal data is used (see the Data Processing Agreement).
5.4 You must not misuse the Service, attempt to gain unauthorised access to it, or use it to store or transmit unlawful material.
6. Availability and support
6.1 We aim to keep the Service available and reliable, and we take daily backups. We do not, however, guarantee that the Service will be uninterrupted or error-free.
6.2 We provide support by email at hello@crewinn.co.uk during normal UK business hours and aim to respond promptly.
6.3 We may occasionally suspend the Service for maintenance. We will try to give notice and to keep any downtime short.
7. Data protection
7.1 Each party will comply with applicable UK data protection law. In respect of the personal data of your staff processed through the Service, you are the controller and CrewInn is the processor. The parties’ data protection obligations are set out in the Data Processing Agreement, which forms part of these terms.
8. Intellectual property
8.1 CrewInn (and its licensors) owns all intellectual property rights in the Service, including the software, design and brand. Nothing in these terms transfers any of those rights to you.
8.2 You own your Customer Data. You grant us the right to use it only as needed to provide and support the Service and as set out in the Data Processing Agreement.
9. Confidentiality
9.1 Each party will keep the other’s confidential information confidential and use it only to perform these terms. This does not apply to information that is public through no fault of the receiving party, or that must be disclosed by law.
10. Suspension
10.1 We may pause your access to the Service if your payment is overdue, your Trial has ended without a Subscription, or you seriously or repeatedly breach these terms. Where practical we will warn you first. Pausing access does not delete your Customer Data.
11. Cancellation, termination and your data
11.1 You may cancel at any time. Cancellation takes effect at the end of your current billing period, and you will not be charged again. There is no long-term tie-in.
11.2 Either party may end the agreement if the other commits a serious breach that is not put right within 14 days of written notice.
11.3 After cancellation or termination, you may ask us to export your Customer Data. We will keep your Customer Data available for 30 days, after which it will be permanently deleted, unless the law requires us to keep it longer.
12. Warranties and disclaimers
12.1 We warrant that we will provide the Service with reasonable care and skill. Except as expressly stated, the Service is provided “as is” and we exclude all other warranties to the fullest extent permitted by law.
13. Limitation of liability
13.1 Nothing in these terms limits liability that cannot be limited by law (including for death or personal injury caused by negligence, or for fraud).
13.2 Subject to clause 13.1, neither party is liable for loss of profit, loss of business, or any indirect or consequential loss.
13.3 Subject to clause 13.1, our total liability to you in any 12-month period is limited to the total Fees you paid in that period.
14. Changes to these terms
14.1 We may update these terms from time to time. If we make a material change we will give you reasonable notice (for example by email or in the Service). Continued use after the change takes effect means you accept the updated terms.
15. General
15.1 These terms are the entire agreement between us about the Service and replace any earlier discussions.
15.2 Nothing in these terms creates a partnership or agency between the parties.
15.3 You may not transfer your rights under these terms without our consent. We may transfer ours as part of a sale or reorganisation of our business.
15.4 If any part of these terms is found to be invalid, the rest remains in force.
15.5 These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
Contact: hello@crewinn.co.uk