Last updated 2026-08-29.
1. Agreement
These Terms of Service ("Terms") govern a Client company's ("you", "your",
"Client") subscription to and use of the Cairn Workforce platform (the
"Platform"), provided by Cairn Workforce ("Cairn", "we", "us"). By
registering a company account and completing payment setup, you agree to
these Terms.
Cairn Workforce Ltd is a company incorporated in Scotland. Registered
office: Office 639, 18 Young St, UNIT LGE, Edinburgh, EH2 4JB, Scotland.
Notices to Cairn under these Terms should be sent to that address or to
info@cairnworkforce.co.uk.
2. The service
The Platform provides rota scheduling, timesheet/attendance tracking,
SIA licence and right-to-work compliance monitoring, incident reporting,
and payroll calculation support for security companies managing their
own staff. Cairn does not employ, vet, or manage your staff — you remain
solely responsible for your employment relationships, compliance
obligations, and any decisions made using data from the Platform.
3. Fees and billing
- Subscription fee: £99/month per company account, billed via
Direct Debit through GoCardless.
- Billing begins once your Direct Debit mandate is set up and confirmed
active.
- Fees are charged in advance on a rolling monthly basis and are
non-refundable for partial months, except as required by law. There is
no minimum subscription term or minimum commitment period — the
subscription continues month-to-month until cancelled per Section 4.
- We may change the subscription fee with at least 30 days' notice to
the account's registered contact. Continued use after the notice
period constitutes acceptance of the new fee.
- Failed payments (e.g. a bounced Direct Debit) may result in restricted
access to the Platform until resolved.
4. Cancellation
- You may cancel at any time by contacting Cairn directly; cancellation
takes effect at the end of the current billing period, and no further
charges will be made. Self-service in-app cancellation is not
currently offered.
- We may suspend or terminate your account for non-payment, breach of
these Terms, or misuse of the Platform, with reasonable notice where
practical.
- On termination, your data is retained per our Privacy Policy /
Data Retention Policy, and you may request an export of your Client
data before final deletion, subject to that policy's timelines.
5. Your responsibilities
You are responsible for:
- The accuracy of data entered into the Platform (staff details, pay
rates, compliance records).
- Ensuring you have a lawful basis and, where applicable, a Data
Processing Agreement in place with Cairn for the personal data of your
staff that you upload.
- Keeping your account credentials secure and promptly reporting any
suspected unauthorised access.
- Complying with all applicable employment, data protection, and
security industry (SIA) regulations independent of anything the
Platform does or doesn't flag — the Platform is a tool to help you
track compliance, not a substitute for your own legal obligations or a
guarantee of compliance.
6. Data protection
Cairn processes personal data of your staff on your instructions as a
data processor. See our Privacy Policy and Data Processing Agreement
(the DPA is a separate document, not yet executed; required under UK
GDPR Article 28 before real staff data should be processed on a
commercial basis).
7. Service availability
We aim to keep the Platform available and performant but do not
guarantee uninterrupted, error-free operation. No formal service level
agreement (uptime percentage or service credits) is currently offered.
We may perform maintenance that temporarily affects availability, and
will aim to give notice for planned maintenance where practical.
8. Liability
- The Platform is provided "as is." To the fullest extent permitted by
law, Cairn excludes all warranties not expressly stated in these
Terms.
- Cairn is not liable for indirect or consequential losses (e.g. lost
profits, lost business) arising from use of the Platform.
- Cairn's total direct liability to you arising out of or in connection
with these Terms, in any 12-month period, is capped at the total fees
you paid to Cairn in the 12 months preceding the event giving rise to
the claim (at the current £99/mo rate, roughly £1,188 for a
single-company subscription).
- Nothing in these Terms excludes liability that cannot lawfully be
excluded (e.g. death or personal injury caused by negligence, fraud).
9. Intellectual property
The Platform, its design, and underlying software remain Cairn's
property. You retain ownership of the data you input (your staff and
company records); you grant Cairn a licence to process it solely to
provide the Platform to you.
10. Changes to these Terms
We may update these Terms from time to time. Material changes will be
notified to your account's registered contact with reasonable notice
before they take effect.
11. Governing law
These Terms are governed by the laws of Scotland, and the Scottish
courts have exclusive jurisdiction over any dispute arising from them.
12. Contact
info@cairnworkforce.co.uk