Last updated 13 November 2026
These Terms of Service ("Terms") govern access to and use of Backfyl (the "Service"), an online tool for coordinating shift cover and roster offers among a team. The Service is operated by Backfyl Pty Ltd (ACN 704 109 437, ABN 36 704 109 437) of Sydney, NSW, Australia ("Backfyl", "we", "us", "our"). By creating a Backfyl workspace, or by using a workspace someone else created, you agree to these Terms. If you're signing up on behalf of an organisation or team, you're confirming you have the authority to bind that organisation, and "you" refers to that organisation as well as you personally.
Backfyl lets a team's admins post shift-cover or roster offers to their members, and lets members respond (for example, to say they can cover a shift or that they're unavailable). Each team's data is kept in its own separate, isolated database — Backfyl does not pool or share data between different customers' workspaces.
Workspaces are created by an admin, who then invites members via invite links. You're responsible for keeping your own login details and invite links reasonably secure, and for anything that happens through your account. Tell us at [email protected] as soon as you become aware of unauthorised use of your account.
Admins are responsible for who they invite and what roles/permissions they grant within their own workspace. We don't vet or moderate the content teams post to each other (shift details, names, messages between responses, etc.) — that's between your team and its members.
Backfyl is offered on two paid subscription plans:
Prices are in Australian dollars. Backfyl isn't registered for GST, so no GST is added to the price or shown on the invoice: the price is what you pay. Current pricing is shown on the website and the signup page at the time you sign up.
For Backfyl Workforce, everyone who can sign in to the workspace counts, including managers and admins, but not invitations that haven't been accepted or people who've left or been removed. Each bill is based on the most people in the workspace during the billing period before it. On a yearly plan, people added during the year are charged pro rata for the rest of the year when they're added.
New workspaces are free for their first four weeks. After that, subscriptions are billed in advance on a recurring basis through our payment processor, Stripe. We don't store your card details ourselves — Stripe handles payment collection and storage directly.
A workspace admin can change plan in the Billing section of the app on the web. Moving to a bigger plan (Cover to Workforce, Boutique to Corporate, or Workforce monthly to yearly) takes effect straight away, and Stripe charges the difference for the rest of the billing period. Moving to a smaller plan takes effect from the next billing date. A workspace has to fit a plan's limits (people and venues) to move to it. Moving from Workforce to Cover doesn't delete anything: the roster, timesheets, leave, pay settings and Xero link are kept, hidden, and come back if you move back.
You can cancel at any time; cancellation takes effect at the end of your current billing period, and we don't provide refunds for partial periods except where required by law.
If a payment fails, we don't suspend your workspace immediately. You'll get an email and a grace period to update your payment details; if the payment still hasn't gone through by the end of that grace period, access to the workspace is suspended until it's resolved. Nothing here limits your right to dispute a charge with us or with Stripe directly.
You (and your team) own the roster, offer, and response data you put into your workspace. We don't claim ownership of it. You give us permission to store, process, and transmit that data solely for the purpose of operating the Service for you (for example, sending notifications, running the allocation logic your team configured, and keeping backups). See our Privacy Policy for how we handle personal information specifically.
Where it's hosted. Your workspace's data is hosted in the Netherlands. If your organisation's Enterprise agreement with Backfyl includes hosting in Australia, your workspace's app, database and backups are hosted in Sydney, Australia, instead. Either way, the account and billing records kept by backfyl.com stay in the Netherlands. Section 6 of our Privacy Policy has the details.
You're responsible for making sure you have the right to enter personal information about your team members into the Service (for example, telling them their name and contact details will be used this way), and for the accuracy of what you and your team post.
Please don't use Backfyl to:
We may suspend or terminate access for a workspace that breaches this section, generally after trying to reach the relevant admin first unless the issue is urgent or clearly deliberate.
We aim to keep Backfyl available and working as intended, but as with any online service we can't promise it will be uninterrupted or error-free — there may be planned maintenance, or issues with third-party infrastructure we rely on (hosting, email delivery, push notifications, payment processing) that are outside our control. We'll do our best to fix problems promptly. Support requests go to [email protected].
Nothing in these Terms excludes, restricts, or modifies any guarantee, right, or remedy you have under the Australian Consumer Law or any other law that can't lawfully be excluded. Subject to that, and to the fullest extent the law allows, Backfyl's total liability to you arising from or connected with the Service is limited, at our option, to either re-supplying the Service or refunding the amount you paid for the Service in the 3 months before the claim arose. We're not liable for indirect or consequential loss (like lost profits or lost data) except where the law says we can't limit that.
You can stop using Backfyl and cancel your subscription at any time (see section 3). We may suspend or terminate a workspace for non-payment (per section 3), a breach of section 5, or if we reasonably believe continuing to provide the Service would be unlawful. Where practical, we'll give notice first. On cancellation or termination, we'll keep your data for 90 days in case you want to export it or reactivate, then delete it. See the Privacy Policy for specifics.
We may update these Terms from time to time — for example, as the Service changes or to reflect legal requirements. We'll update the "Last updated" date above, and for material changes we'll make a reasonable effort to let active admins know (for example, by email). Continuing to use the Service after a change takes effect means you accept the updated Terms.
These Terms are governed by the law of New South Wales, Australia, and you submit to the non-exclusive jurisdiction of its courts.
Questions about these Terms: [email protected].
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