Workspace Subscription Terms

These terms are the agreement for a paid Fatigue Management Workspace subscription.

They are separate from the website Terms of Use, which govern the public website only.

Version workspace_terms_2026_10_v3. Effective 4 October 2026.

The subscription is £5 per active managed worker per month. It renews monthly until it is cancelled. There is no free trial, setup fee, or annual commitment. Taxes are applied where legally required.

1. Who is contracting

The supplier is Learning Gateway Ltd (“we”, “us” or “our”), a company registered in England and Wales, company number 17273083. Our registered office is 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ. Fatigue Management and FatigueManagement.co.uk are names we use for this service.

The customer is the organisation that subscribes (“you” or “your”). You enter these terms as an organisation for your business. We do not offer the Workspace as a consumer product.

An authorised user is a person you allow to sign in to the Workspace. The roles are owner, administrator, manager, planner, and viewer. Authorised users are included in the subscription. We do not charge a separate fee for each login.

A managed worker is an active person record whose roster or fatigue information is managed in your Workspace. A managed worker does not need a login. The billable quantity is the number of active managed workers, not the number of people who can sign in.

2. The Workspace

The Workspace is a business software service for roster planning and fatigue decision support. It can record managed workers, plan work, calculate modelled fatigue indicators, and support your own review and record-keeping.

The Workspace does not include commercial access to a Fatigue Management API. Any API is a separate product. It is outside these terms unless we later agree in writing that it is included.

Published price examples do not set your billed quantity. Checkout uses the active managed workers recorded in your Workspace.

3. Price

The subscription is £5 per active managed worker per month, charged in pounds sterling.

It is a monthly recurring subscription. There is no annual commitment, free trial, or setup fee.

You authorise us, through our payment provider, to take the subscription charges each month until cancellation takes effect under section 7.

4. Managed-worker quantity

You are responsible for keeping managed-worker records accurate. The active records in your Workspace determine the billable quantity.

Deactivating a managed worker should mean that you are no longer using the Workspace to manage that person’s roster or fatigue information. The quantity is not reduced by marking a person inactive while you continue to manage that person in the Workspace.

Increases. If you add or reactivate a managed worker, the higher quantity applies immediately. We may charge a prorated amount for the additional quantity for the rest of the current billing period.

Reductions. If you deactivate or remove a managed worker, that does not create a refund or credit for the current paid period. The lower quantity applies to billing from the next renewal.

At least one managed worker. A paid Workspace requires at least one active managed worker. A new subscription cannot start at zero.

Zero managed workers. If a paid Workspace falls to zero active managed workers, we schedule the subscription to end at the end of the current paid billing period. That is not an immediate cancellation and it does not create a refund. If that scheduled end was caused only by having zero managed workers, adding an active managed worker before the period ends returns the subscription to ordinary monthly renewal. Adding a managed worker does not undo a cancellation you requested under section 7.

While a cancellation you requested is still pending, an increase in managed workers may still be charged for the rest of the current period.

5. Payment and taxes

Payment is taken by the payment provider we configure for the Workspace. Invoices and payment records held by that provider form part of the billing record, together with the subscription record in the application.

Any taxes that we are legally required to charge will be added where applicable. These terms do not state whether the £5 fee is inclusive or exclusive of VAT.

If a payment fails, paid access may continue for a grace period of seven days from when the payment became overdue. After that grace period, access may be restricted as described in section 8. We may also suspend access under section 14 where payment remains overdue.

6. Renewal

The subscription renews automatically each month unless it has been cancelled, or it has been scheduled to end because there are no active managed workers.

The quantity at renewal is the managed-worker quantity that applies under section 4. A reduction made during the current period is billed from that renewal. An increase is already in effect before renewal.

Renewal is month to month. It is not a fixed longer commitment.

7. Cancellation

An organisation owner may cancel at any time from the Billing page in the application.

Cancellation takes effect at the end of the current paid billing period. Until that date:

normal paid access continues;
a managed-worker increase may still be billable under section 4;
you will not be charged for another renewal after that date.

No refund or credit is provided for unused time in the current paid period, except where required by law.

Managing a payment method, or viewing invoices, does not cancel the subscription. Cancellation is only the Billing page action described above.

A cancellation you request is not cleared by later changes to managed workers.

8. After the paid period

When the paid period ends, operational Workspace access is restricted.

The organisation owner may still sign in. Account and billing functions remain available, and the owner may resubscribe. The owner may also keep the managed-worker records needed to start a subscription again.

Roster planning, fatigue evaluation, and other operational Workspace functions are unavailable until a subscription is restored.

9. Data retention

Operational Workspace data is retained for 30 days after the paid period ends.

If you resubscribe within that 30-day period, access to the retained Workspace data can be restored.

After that retention period, operational Workspace data may be permanently deleted. Deletion may take further time where that is reasonably required for technical processing, backups, or a legal duty to keep a record. We do not promise that deletion occurs on the 30th day itself. Once operational Workspace data has been deleted, it may not be recoverable. You should export anything you need before the retention period ends.

We do not delete payment, invoice, or payment-provider customer records merely because Workspace data is deleted. We may also keep security, legal, and other records where we need them for a legal obligation or to operate and protect the service.

Cancellation does not by itself delete operational data. The retention period starts when the paid period ends, not when you request cancellation.

10. Customer data

Customer data means the information you or your authorised users submit to the Workspace, including organisation, account, managed-worker, roster, and fatigue-evaluation records.

You keep ownership of your customer data. You give us the rights we need to host, process, calculate, display, back up, and secure that data so we can provide, maintain, and support the Workspace, and so we can meet legal obligations.

We do not sell customer data. We do not use customer operational or workforce data for advertising.

The Privacy notice describes the public website. It does not fully describe processing of application, customer, or workforce information. These terms are not a data-processing agreement. Where we process personal data on your behalf, a separate data-processing agreement is required before you rely on the Workspace for that processing. Contact us if you need one.

You are responsible for having a lawful basis, and any other authority you need, to put workforce information into the Workspace.

11. Your responsibilities

You will:

use the Workspace lawfully and only through authorised users;
keep account and managed-worker information accurate;
keep credentials secure and control who has access;
configure organisational policy in the product in line with your own rules;
review model outputs with competent human judgement;
meet your own safety-management, employment, and other legal duties;
not misuse the service or interfere with it.

You are not responsible for a failure that is ours under these terms.

12. Decision support

The Workspace provides decision-support tools. It can calculate and model fatigue indicators and support roster and fatigue-management processes.

It does not:

determine whether an individual is fit for duty;
replace competent professional judgement;
guarantee that a roster is safe;
guarantee legal or regulatory compliance;
constitute approval by a regulator, infrastructure owner, or standards body;
replace your own risk assessment, fatigue-management system, or other legal and safety responsibilities.

Model outputs are estimates from defined inputs and assumptions. A score or warning is not, by itself, proof that a person or working pattern is safe, unsafe, compliant, or non-compliant.

These limits do not remove our obligation to provide the Workspace with reasonable care and skill.

13. Availability and changes to the service

We provide the Workspace using reasonable care and skill. We do not promise uninterrupted or error-free access, and we do not offer a service-level agreement.

The service may be interrupted for maintenance, updates, security work, or a failure of infrastructure we rely on. We will try to keep interruptions proportionate and to restore the service within a reasonable time.

We may update the Workspace, including how screens and calculations are presented, where the updated service still provides roster and fatigue decision support of the kind described in these terms. We will not withdraw that core service during a paid period without notice under section 22. A change of this kind does not remove your right to cancel before the next renewal.

14. Suspension

We may restrict or suspend access where that is reasonably necessary because:

payment is overdue beyond the grace period in section 5;
you are in material breach of these terms;
there is a security threat to the service, your organisation, or another customer;
the Workspace is being used unlawfully or abusively; or
we need to protect the service or other customers.

Where it is reasonable to do so, we will tell you and give you a chance to put the matter right before we suspend. We may act first where delay would increase the risk.

Suspension is not a substitute for ordinary cancellation under section 7. If paid access then ends, sections 8 and 9 apply.

15. Acceptable use

You must not:

use the Workspace unlawfully;
attempt to access an account, organisation, or system you are not authorised to use;
bypass or probe security controls, except for a test we have agreed in writing;
introduce malicious code;
use automation in a way that degrades or attacks the service;
interfere with the service or another customer’s use of it; or
resell, rent, or sublicense the Workspace unless we have agreed that in writing.

This section does not stop ordinary internal use, a legitimate export of your own data, or an integration we have made available for that purpose.

16. Intellectual property

We, or our licensors, own the Workspace software, interface, documentation, and our other product intellectual property.

While your subscription entitles you to use the Workspace, we grant your organisation a limited, non-exclusive, non-transferable right to use it for your internal business purposes. That right ends when paid access ends, except for the restricted account and billing access in section 8 and any export available during the retention period.

Customer data remains yours, as described in section 10. These terms do not assign your data or your intellectual property to us.

If you give us feedback about the service, we may use that feedback to operate and improve the service. Feedback does not transfer your customer data or your other intellectual property to us.

17. Confidentiality

Each party will keep the other party’s confidential information confidential and use it only for the subscription. Your customer data is confidential information. Our non-public product and security information is confidential information.

This duty does not apply to information that is already public through no breach of these terms, was already known to the receiving party without a duty of confidence, is independently developed, or must be disclosed by law. A party required by law to disclose information will, where lawful, give the other party notice.

This duty lasts for the subscription and for three years after it ends. Personal data is handled for as long as the applicable privacy and data-protection rules require, which may be a different period.

18. Third-party services

We use third-party infrastructure and a payment provider to host the Workspace and take payment. Your use of the payment provider’s checkout and invoice screens is also subject to that provider’s own terms for those screens.

We are responsible to you for providing the Workspace under these terms. You are not responsible for a third-party failure that is outside your control. We are not responsible for a third-party service that you choose separately and that we do not use to provide the Workspace.

19. Warranties

We will provide the Workspace with reasonable care and skill and substantially as described in these terms.

Except for the express statements in these terms, and except for rights that cannot lawfully be excluded, we do not give other warranties about the Workspace. In particular, we do not warrant the outcomes listed in section 12.

20. Liability

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded or limited.

Subject to that, neither party is liable to the other for indirect or consequential loss, or for loss of profits, revenue, business, goodwill, or anticipated savings, whether or not the loss was foreseeable.

Subject to the first paragraph of this section, each party’s total liability arising out of or in connection with the subscription in respect of all claims in any twelve-month period is limited to the fees paid or payable for the Workspace under these terms in the twelve months before the event giving rise to the claim. If fewer than twelve months of fees have become payable, the limit is the fees paid or payable up to that event.

The limit does not apply to your obligation to pay fees that are due, or to a party’s liability for deliberate misuse of the other party’s confidential information.

Section 12 allocates responsibility for operational decisions. It does not remove the duties in section 19 or the liabilities that this section says cannot be limited.

21. Ending the agreement for breach

Ordinary cancellation under section 7 is separate from this section.

Either party may end the agreement by notice if the other party materially breaches these terms and does not remedy the breach within 14 days of being asked in writing to do so. Either party may end the agreement immediately by notice if the other party is using the service unlawfully, or if the other party becomes insolvent and the law allows the agreement to be ended for that reason.

If we end the agreement for your material breach, or for non-payment after the grace period, paid access ends and sections 8 and 9 apply. Unused time in the current period is not refunded except where required by law.

If you end the agreement because we materially breached it and did not remedy that breach, we will refund fees you have paid for the unused remainder of the current paid period.

22. Changes to these terms

The version and effective date of these terms are shown on this page. Checkout stores the version your organisation accepts, with the organisation, the accepting account, and the time of acceptance. That record does not include managed-worker information.

We may update these terms. A material change will have a new version and effective date. We will publish the new version and notify the organisation, by a notice in the application or by email to the owner, before the change applies.

A material change does not rewrite the cancellation, quantity, or refund rules for a paid period that has already started. If you do not agree to a material change, you may cancel under section 7 before the next renewal.

Starting or returning to payment requires acceptance of the version that is current at that time. We will not apply a material change by silently replacing the version you can read before you pay.

23. General

Entire agreement. These terms, and the version-acceptance record for your organisation, are the whole agreement for the Workspace subscription. The website Terms of Use govern the public website. Marketing and educational pages do not add subscription promises. If those pages conflict with these terms about the subscription, these terms prevail.

Waiver. A delay or failure to enforce a right is not a waiver of that right.

Severability. If a provision cannot be enforced, the rest of these terms remain in effect. A provision that cannot be enforced in full will apply to the extent that it lawfully can.

Assignment. You may not assign these terms without our consent, which we will not unreasonably withhold. You may assign them to a successor of your organisation if you notify us. We may assign these terms to a group company or to a buyer of the business, and we will tell you if we do.

Force majeure. Neither party is in breach for a failure caused by an event outside its reasonable control. This does not remove your right to cancel under section 7. If the event prevents a substantial part of the Workspace from being provided for more than 30 days, either party may end the agreement at the end of the current paid period without treating that as a breach.

Notices. We may give you notices by email to the organisation owner or by a notice in the application. You may give us notices at contact@fatiguemanagement.co.uk.

Third-party rights. A person who is not a party to these terms has no right to enforce them under the Contracts (Rights of Third Parties) Act 1999. Authorised users and managed workers are not parties to these terms.

Relationship. We are independent of your organisation. These terms do not create a partnership, joint venture, or employment relationship. We do not become your safety manager, and we do not employ your managed workers.

24. Governing law

These terms are governed by the laws of England and Wales.

The courts of England and Wales have jurisdiction over disputes arising out of these terms, subject to any rights that cannot lawfully be excluded.

25. Contact

Questions about these terms can be sent to contact@fatiguemanagement.co.uk.

Learning Gateway Ltd, 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ.