Terms of Service

Last updated: 6 October 2026

These terms are an agreement between IT Nest Limited, a company registered in Hong Kong (Business Registration Number 77297048), Office 3906, 39/F, The Center, 99 Queen's Road Central, Central, Hong Kong ("IT Nest", "we", "us"), and the business that creates a Staff Checklist account ("Customer", "you"). They cover the Staff Checklist app, website and related services (the "Service").

Part A applies to the Customer. Part B (Staff Rules) applies to everyone who uses the Service on a Customer's account.

Part A. Terms for businesses

1. Business use only

1.1 The Service is for businesses. By accepting these terms you confirm that you are acting for a business, not as a consumer, and that you are authorised to accept them for the business named in the account.

1.2 Our Data Processing Addendum forms part of these terms and prevails over them on personal data. Our Privacy Policy explains how we handle personal data as a controller; it is not part of these terms.

2. Definitions

Location: one physical address where your team works. Several outlets at the same address, for example a hotel and its restaurant, count as one Location.
Users: the people you invite or allow to use the Service on your account, including owners, admins, managers, staff and kiosk-only staff.
Customer Data: everything you and your Users put into the Service, including checklists, records, notes, photos, files and the personal data in them.
Plan: Free, Pro or Business, as described in the app.

3. Your account and Users

3.1 You are responsible for your account, for whom you invite and for what your Users do in it.

3.2 Only invite people aged 16 or over. Each User needs their own sign-in, and kiosk PINs are personal too.

3.3 Keep the owner's contact details up to date. We send important notices to the owner's email address.

4. Plans, trial and payment

4.1 Free includes one Location and up to 5 staff, and shows records from the last 30 days in the app. Older records are kept and come back when you upgrade (see section 10). We may change the Free Plan's limits with 30 days' notice.

4.2 Pro and Business are charged per Location per month, in advance, and renew automatically each month until you cancel. Current prices are shown in the app.

4.3 Trial. A new business gets a 14-day trial with all features. No card is needed. If you haven't chosen a paid Plan by the end of the trial, the account moves to Free. We never charge you automatically when a trial ends.

4.4 Payments are processed by Stripe. Prices exclude VAT and other taxes. Where the reverse-charge rules apply, you account for VAT yourself.

4.5 If a payment fails, we tell you. If it is still unpaid 7 days later, the account moves to Free. Nothing is deleted.

4.6 You can change or cancel your Plan at any time in Billing. A cancellation or downgrade takes effect at the end of the period you have paid for. We don't refund part-months, except where the law requires it.

4.7 We may change the prices of paid Plans with at least 30 days' notice before your next renewal.

5. Plans included with IT Nest

5.1 If you are an IT Nest client on a plan that includes Staff Checklist (IT Nest Growth includes Pro for one Location; IT Nest Premium includes Business for up to three Locations), we provide that Plan at no extra charge while your IT Nest plan is active. No part of your IT Nest fee is a payment for Staff Checklist.

5.2 The included Plan ends when your IT Nest plan ends, or earlier on 30 days' notice. The account then moves to Free unless you choose a paid Plan. Nothing is deleted.

5.3 Extra Locations are charged at the normal price. Included Plans are subject to these terms, which your business must accept itself.

6. Your responsibilities, food safety and records

6.1 You remain responsible for running your business safely and lawfully, including food safety, health and safety and employment law. If you are a food business, you remain the food business operator.

6.2 Staff Checklist is a tool for organising work and keeping records. It is not food safety, legal or other professional advice, and we don't guarantee any inspection result or food hygiene rating. You decide what to check, which limits to set and what to do when something goes wrong.

6.3 Reminders, alerts and notifications depend on phones, browsers, networks and settings outside our control, so they may arrive late or not at all. Don't rely on them alone for anything critical.

6.4 Records made without a connection stay on the device until it reconnects. If the device is lost or its data is cleared before then, those records may be lost.

6.5 The Service stores what Users enter. We cannot verify that a reading, tick, PIN entry or signature is true.

6.6 Keep a way to record critical checks if the Service is unavailable, for example a paper sheet.

6.7 You must tell your staff how you use their personal data in the Service (we provide a template notice) and use features such as photo proof, review and the on-site check lawfully and openly.

7. AI features

7.1 Some features use AI: drafting checklists from text, photos or files, translating text and turning voice notes into text. AI output can be wrong. Check it before you rely on it, especially allergens, temperatures, cooking instructions and translations of safety steps.

7.2 We set up our AI providers so that Customer Data sent to them is not used to train their models. A business owner can turn AI features off in business settings.

8. Acceptable use

You and your Users must not:

use the Service unlawfully or to monitor people secretly;
record more personal data than you need, in particular health details, identity documents, payment card details or guests' documents and belongings (for example in room photos);
upload malicious code, test or probe the Service's security without our written permission, or overload it;
copy, resell or reverse engineer the Service, or access it with bots or scrapers;
get around Plan limits, for example by using one Location for several addresses;
harass anyone, or upload content you have no right to use.

9. Customer Data

9.1 Customer Data belongs to you. You give us the rights we need to host, process and display it in order to provide the Service.

9.2 We process personal data in Customer Data only as described in the Data Processing Addendum.

9.3 We may create aggregated, anonymised statistics that do not identify you, your Users or anyone else, and use them to run and improve the Service.

10. Export and deletion

10.1 While the account exists you can export your records at any time, including records hidden on the Free Plan.

10.2 If you close your business account, Users have 30 days to download what they need. We then delete Customer Data, and backups are overwritten within a further 30 days.

10.3 If a Free account has no sign-ins for 12 months, we email the owner and delete the account 30 days later unless someone signs in.

10.4 We apply your retention settings automatically, for example "keep records for 2 years".

11. Availability and changes

11.1 We work to keep the Service available, but we don't promise uninterrupted service and there is no service level agreement. We may carry out maintenance when needed.

11.2 We improve the Service continually and may change features. If a change materially reduces a paid feature you use, we tell you in advance and you can cancel.

11.3 If we decide to discontinue the Service, we give at least 60 days' notice so you can export your data.

12. Suspension and termination

12.1 You can stop using the Service and cancel at any time.

12.2 We may suspend access, only as far as needed, if there is a security risk, a serious breach of these terms or a legal requirement. We tell you why and restore access once the issue is resolved.

12.3 Either party may end these terms if the other materially breaches them and does not fix the breach within 30 days of written notice.

12.4 We may end these terms for an account on 60 days' notice and refund fees paid for any period after they end.

12.5 Sections 9, 10 and 13 to 17 continue to apply after these terms end.

13. Intellectual property and feedback

13.1 We own the Service, including its software, design and templates. While these terms apply, you may use the Service and our templates for your business.

13.2 If you send us feedback, we may use it freely without any obligation to you.

14. Confidentiality

Each party keeps the other's non-public information confidential and uses it only for the purposes of these terms, unless the law requires disclosure.

15. Liability

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

15.2 Subject to section 15.1, neither party is liable to the other for loss of profit, revenue, business or goodwill, or for any indirect or consequential loss.

15.3 Subject to section 15.1, neither party is liable for fines or penalties imposed on the other party by a regulator or court.

15.4 Subject to section 15.1, if Customer Data is lost or damaged because of us, our obligation is to restore it from our most recent backup, where one exists.

15.5 Subject to section 15.1, each party's total liability arising out of or in connection with these terms in any 12-month period is limited to the greater of (a) the fees you paid us for the Service in the 12 months before the event giving rise to the claim and (b) £100.

15.6 Sections 15.2 to 15.5 do not limit your obligation to pay fees or your liability for breaching section 8.

16. Changes to these terms

We may update these terms. For changes that materially affect you, we give 30 days' notice by email or in the app. If you don't agree, you can cancel before the change takes effect. If you keep using the Service after that date, the new terms apply.

17. General

17.1 We may transfer these terms to a company that takes over the Service. You may not transfer them without our consent.

17.2 A person who is not a party to these terms has no right under the Contracts (Rights of Third Parties) Ordinance (Cap. 623) or otherwise to enforce any of them. This does not affect data subjects' rights under the standard contractual clauses and the UK Addendum in the Data Processing Addendum.

17.3 These terms, the Data Processing Addendum and the prices shown in the app are the entire agreement between us about the Service.

17.4 If a court finds part of these terms unenforceable, the rest remains in force.

17.5 Neither party is liable for delays or failures caused by events beyond its reasonable control.

17.6 We send notices by email to the account owner's address. Send notices to us at support@staffchecklist.com.

17.7 These terms are written in English. If we provide a translation, the English version prevails.

17.8 These terms are governed by the laws of the Hong Kong Special Administrative Region, without prejudice to mandatory consumer-protection rules of the user's country of residence. The courts of Hong Kong have exclusive jurisdiction. The standard contractual clauses and the UK Addendum in the Data Processing Addendum are governed by the law, and subject to the courts, stated there.

Part B. Staff Rules

These rules apply to everyone who uses Staff Checklist on a business account.

B1. The business that invited you (usually your employer) gives you access to Staff Checklist so you can do your work. It decides what you record and who sees it, and its privacy notice explains how it uses your data. Our Privacy Policy explains what we do as the provider of the app.

B2. Use Staff Checklist only for that business's work, and follow its instructions.

B3. Keep your sign-in codes private and don't share your kiosk PIN. Tell your manager if you think someone else has used your account or PIN.

B4. Record things truthfully, at the time you do them. Only take the photos you are asked to take, and never photograph guests' documents or belongings. Don't write health details about yourself or others in notes.

B5. Follow the acceptable use rules in section 8.

B6. We may suspend your access if you break these rules, and the business can remove you from its account at any time.

B7. You must be 16 or over to use Staff Checklist.

B8. Questions about your work records go to the business. Questions about Staff Checklist go to support@staffchecklist.com.