Terms of Service

1. The service

eTime helps workplaces plan and run their staff's working time: rosters and shifts, working-time rule checks, sick calls and open shifts, leave, meetings and booking links, time tracking and kiosk clock-in, cost estimates, exports and, if a workplace turns it on, home visits. It is operated by Sansavision, a division of Sansa Group AB, a limited company registered in Sweden (organisation number 559111-9507) ("we", "us"). Our contact details, including our points of contact under the EU Digital Services Act, are in our Legal notice.

eTime is mainly for businesses and other organisations (a "workplace"). People use it either because their workplace invited them, or on their own for their personal calendar and meetings.

2. Accounts and workplaces

To create a workplace you must be at least 18 and allowed to accept these terms for the organisation you set it up for. The organisation is then our customer, and its owners and admins decide who is invited and what they can see.

If your workplace invited you, you must be old enough to work lawfully where you are. Your employer is responsible for any consent the law requires for younger workers.

Keep your devices, passkeys and email secure; you're responsible for activity on your account. Admins are responsible for giving people the right roles and for removing access when someone leaves.

3. Your data

Your workplace keeps all rights to what it puts into eTime: people, rosters, rules, time entries, clients and so on. You give us a limited licence to store, process, display and transmit that data only as needed to run eTime for you and the people you work with, including running rule checks and the roster solver, sending notifications, and producing AI results when someone in your workplace asks for them.

For personal data about your staff, clients and guests, your organisation is the controller and we are its processor. Our Data Processing Addendum is part of these terms and explains how we handle that data. You're responsible for having a lawful basis for the data you put in, for telling your staff how you use eTime, and for consulting employee representatives where the law or a collective agreement requires it.

You can export your rosters, time and other data with the export tools at any time.

4. Decision support, not legal advice

eTime checks rosters against working-time laws, collective agreements and your own rules, and estimates pay and costs. These checks and estimates are decision support, not legal, payroll or tax advice. Every rule shows its source so you can check it, but laws and agreements change and every workplace is different.

You remain responsible for complying with employment, working-time and pay law, for the rules you add or accept, and for the decisions you make about people. AI-drafted rules, rosters and setups are drafts: check them before you use them. A person in your workplace always decides; where you turn on automatic picking or auto-apply, you have chosen that, and you can turn it off at any time.

eTime isn't designed or offered for decisions about hiring, promotion or dismissal. Don't use it for them.

5. Acceptable use

You must follow our Acceptable Use Policy and the law. If we learn of information suggesting a criminal offence that threatens someone's life or safety, we report it to the Swedish Police Authority (Polisen).

6. Reports, restrictions and appeals

How we find problems: anyone can report misuse of eTime, such as abuse of a booking link or invitations, by emailing support@etime.my. We don't read workplaces' data to look for problems.

What we can do: disable a booking link, remove content or disable access to it, restrict features, and suspend or close accounts or workplaces. We act diligently, objectively and proportionately, with due regard to everyone's rights. Because a roster can be critical to keeping people safe, we restrict a whole workplace only as a last resort and tell its admins first where we can.

Telling you why: when we restrict your content or account, we send you a statement of reasons saying what we did, why, whether automated means were involved and how to appeal, unless the law or a request from law enforcement prevents it.

Appeals: for six months after a decision, you can contest it (or our decision not to act on something you reported) by replying to our notice or emailing support@etime.my. A person reviews every appeal, and we reverse decisions that were wrong. You can also go to court.

7. Plans, trials and payment

Free: eTime is free for up to 10 active people and one site, with the limits shown on our pricing page. Free features may change or be limited.

Trial: a new workplace gets a 30-day trial of the Pro plan, without a card. When the trial ends you can choose a paid plan; if you don't, the workplace moves to Free. Nothing is deleted, but features above Free become unavailable or read-only.

Paid plans are priced per active person per month: someone with a shift in a published roster, or with recorded working time, during that calendar month. Owners, admins, schedulers and others without shifts aren't counted, and each person counts once however many units or sites they work in. Each plan has a monthly minimum. eTime shows the month's count and estimate as it goes, and on the 1st of each month you're billed for the month that just ended. Prices exclude VAT and other taxes unless shown otherwise.

Payments are handled by Stripe, which acts as merchant of record for plans bought online: it charges your payment method, calculates and collects VAT and other taxes, and issues invoices and receipts. Stripe's own terms for buyers also apply to the payment. We never see your full card details. You can change your payment method, see invoices and cancel under Manage billing. Enterprise plans are by written agreement.

Over the Free limit: if a Free workplace goes above 10 active people, it gets 30 days' grace with notices in the app. After that, rosters with more than 10 active people can't be published until you upgrade. Already-published schedules stay visible to staff.

Failed payments: we and Stripe retry and remind you for 14 days. After that the workplace becomes read-only for admins (no new publishing or exports) until payment is sorted out. Staff keep seeing their published schedule, and offers for already-published shifts keep working, so a billing problem never leaves a workplace without its roster.

Fair use: where a plan includes AI credits, auto-schedule runs, guest bookings or email, the amounts are shown on the pricing page. Email is included for normal use (about 50 emails per active person a month). Use isn't fair if it goes far beyond what a typical customer on that plan does, for example sharing one workplace among unrelated businesses, reselling access, or using eTime's email or booking links for bulk messaging. If we think your use isn't fair, we'll contact you first and suggest a plan that fits. If it continues, or harms the service or other users, we may limit the activity concerned. Core scheduling, rule checks and sick calls never depend on AI credits.

Price changes: we'll tell you at least 30 days before a price change takes effect for your workplace.

If you're a consumer and buy a plan online, you have 14 days to withdraw from the purchase under the Swedish Distance Contracts Act (lagen om distansavtal och avtal utanför affärslokaler). If you ask us to start the plan during that period, we may charge for the part already provided.

8. Ending a plan and deletion

If you cancel a paid plan, the workplace moves to Free when the subscription ends, with its data kept. If you want the workplace and its data deleted, an owner can ask us at the address below. We delete it as described in our Privacy Policy and Data Processing Addendum, except records the law requires us to keep. Export anything you need first: we can't recover data after it has been deleted.

9. Availability

We work hard to keep eTime fast and available, but we provide it "as is" and "as available", without warranties of any kind to the extent the law allows, unless we have agreed a service level with you in writing. We may change, suspend or discontinue features with reasonable notice where practical. Keep a way to reach your staff outside eTime for emergencies. This doesn't affect your statutory rights as a consumer.

10. Liability

Sansa Group AB is not liable for indirect or consequential loss, or for lost profits, data or goodwill, unless caused by our intent or gross negligence. We are not liable for fines, back pay or claims that result from your scheduling, pay or employment decisions, including decisions made with the help of eTime's checks, estimates or suggestions. Our total liability for any claim relating to eTime is limited to the greater of the amount you paid us in the 12 months before the claim or EUR 50. These limits don't apply to liability that can't be limited by law and don't affect your mandatory rights as a consumer.

11. Ending these terms

You can stop using eTime at any time. We may suspend or end your access if you break these terms or the law, or to protect users or the service. We'll tell you why, as described in section 6.

12. Changes

We may update these terms. If changes are material we'll tell you by email or in the app before they take effect. Continuing to use eTime after that means you accept the new terms.

13. Governing law and disputes

These terms are governed by Swedish law, excluding its conflict-of-law rules. Disputes are decided by the Swedish courts, with Gothenburg District Court (Göteborgs tingsrätt) as the first instance.

If you're a consumer living in the EU, you also keep the protection of the mandatory laws of your country and can bring a claim in the courts where you live. Consumers can take a dispute to the National Board for Consumer Disputes (Allmänna reklamationsnämnden, ARN) at arn.se. We take part in ARN's process.

14. Contact

Questions about these terms: support@etime.my. Our company details and DSA points of contact are in our Legal notice.