Terms of service

RTW Track tracks the date each of your staff’s permission to work expires, asks them for an updated share code as that date approaches, records the follow-up checks you carry out, and produces evidence of all of it.

It does not carry out the initial right to work check when someone starts, and it does not transfer your duty as an employer to us. The statutory excuse against a civil penalty depends on checks you make and records you keep, and it stays yours. Nothing in the product or on our website is legal or immigration advice.

We do not decide anyone’s right to work, and we do not tell you to dismiss, suspend or refuse work to anyone. Those decisions are yours, and you are responsible for taking your own advice on them.

You are responsible for the accuracy of what you put in, for having a lawful basis to hold the staff data you upload, and for telling your staff that their details are held here. Keep access to work email accounts secure, because that is how sign-in codes arrive. Tell us promptly if you think an account has been used by someone who should not have it.

You decide who in your organisation gets an account and what they can see. Owners, managers and deputies have different access, and you are responsible for setting it correctly.

Do not use the service to monitor people who are not your workers, to make decisions about someone based on their nationality rather than the expiry date on their record, to get around a legal obligation, or to try to break, overload or reverse engineer the product. We may suspend an account that is doing any of these, and we will tell you why.

£1 per monitored worker per month, with a £25 monthly minimum, excluding VAT. A worker counts as monitored when their record has a permission that expires. Staff with a permanent right to work are not counted.

The first 14 days are free. We take card details when you start, we do not charge during those days, and you can cancel inside the product before they end without paying anything. After that we bill monthly in advance and the count is taken at the start of each period.

There is no minimum term. Cancel whenever you like and the account stays open until the end of the period you have paid for. We do not refund part months. If a payment fails we will pause sending and recording until it is sorted, and your existing records stay readable.

We will give you 30 days’ notice by email before any price change, and it will not apply until your next period after that.

The records you put in are yours. We do not use them to market to your staff, we do not sell them, and we do not use them to train anyone’s models. How we handle them as your processor is set out in the data processing agreement.

We aim to keep the service available at all times and to do planned maintenance outside working hours, but we do not promise a specific uptime figure. If we ever offer one it will be written into these terms, not implied by this clause. Follow-up requests are sent on a daily schedule, so a short outage does not mean a missed date.

Some features depend on the gov.uk employer checking service. If gov.uk is down or changes how it works, those features may pause. Your records and evidence stay available throughout.

You can close your account at any time. When a subscription ends you can export your full record for 30 days, after which we delete it. If you set up an organisation and never subscribe, we delete its data 14 days later. We may end the agreement on 30 days’ notice, or immediately if clause 4 is broken or an invoice goes unpaid for 30 days.

Neither of us limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.

Subject to that, our total liability in any twelve month period is limited to the fees you paid us in that period, and we are not liable for lost profits, lost business, lost goodwill, or for a civil penalty or enforcement action arising from a check you did not carry out. The service supports your compliance; it does not guarantee it.

We may change these terms. If a change materially affects you we will email account owners at least 30 days before it takes effect, and you can close the account before then if you do not accept it.

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If a clause turns out to be unenforceable, the rest stays in force.