These Terms of Service ("Terms") govern access to and use of helloswap, a workforce-scheduling platform for shift-based teams (the "Service"), provided by helloswap, CVR no. DK29075794, Halmtorvet 28, 4th, 1700 København V, Denmark ("helloswap," "we," "us"). By creating an account, clicking "Create company," or otherwise using the Service, you agree to these Terms on behalf of yourself and the company or organization you represent ("you," "your," the "Customer"). If you don't agree, don't use the Service.
The person creating an account represents that they have the authority to bind their company or organization to these Terms. These Terms apply to the Customer account, every Person added to it (owners, managers, and employees you invite), and anyone else who accesses the Service through that account.
helloswap provides a schedule builder, employee shift swaps, time-off requests, an open-shift board, multi-department support, an audit log, and related features for organizing shift-based work. We may add, change, or remove features at any time; we'll give reasonable notice before removing a feature you materially rely on where practical.
You must provide accurate registration information and keep it up to date. You're responsible for everything that happens under your account, including actions taken by people you invite, and for keeping login credentials confidential. Tell us immediately if you suspect unauthorized access.
You must be at least 18 and have the authority to accept these Terms on behalf of the company you represent. The Service is intended for business use by companies scheduling their own workforce, not for personal or consumer use.
You retain ownership of the data you and your employees put into the Service — schedules, shift patterns, swap and time-off requests, names, contact details, and similar records ("Customer Data"). You grant us a license to host, process, and display Customer Data solely to provide and improve the Service. You're responsible for the accuracy of Customer Data and for having the legal right to input it, including any personal data belonging to your employees (see Section 9).
You can export or delete your Customer Data at any time while your account is active, and it is deleted according to Section 12 after account closure.
By creating an account, you grant helloswap a non-exclusive, royalty-free license to use your company's name, wordmark, and logo ("Company Marks"), and to reference general, non-sensitive information about your use of the Service (for example, your industry, company size, or the fact that you use helloswap), to identify you as a helloswap customer in our marketing and promotional materials — including our website, customer lists, case studies, sales presentations, and social media.
We won't use your Company Marks in a way that is false, misleading, or implies an endorsement beyond identifying you as a customer, and we won't disclose your specific Customer Data (your actual schedules, employee records, or other confidential business information) in these materials without your separate written consent. If you'd rather we not reference your company this way, email hello@helloswap.dk and we'll stop new uses within a reasonable time.
We collect the following categories of information in the course of operating the Service:
We use the information above to:
We do not sell personal data, and we do not use Customer Data (your employees' schedules, contact details, or other workforce records) to train AI models or share it with third parties for their own marketing purposes.
For the personal data of your own employees that you input into the Service (names, contact details, schedules, and similar), you are the data controller and helloswap is the data processor, acting only on your instructions as expressed through your use of the Service's features. You are responsible for having a lawful basis to collect and share your employees' personal data with us (for example, under GDPR, informing your employees that their schedule data is processed through helloswap). For account-holder and billing information you provide directly about yourself and your company, helloswap is the data controller.
A separate Data Processing Agreement is available on request for customers that require one under GDPR or similar frameworks — contact hello@helloswap.dk.
We use the following categories of sub-processors to provide the Service. We may update this list as our infrastructure evolves.
Some of these providers are located outside the European Economic Area. Where that's the case, we rely on appropriate safeguards (such as Standard Contractual Clauses) as required by applicable data protection law.
We use:
We don't use third-party advertising cookies to track you across other websites.
We use industry-standard measures to protect Customer Data, including encryption in transit, access controls scoped per company, and an audit log of account activity. No method of transmission or storage is completely secure, and we can't guarantee absolute security.
We retain Customer Data for as long as your account is active. If you close your account, we delete or anonymize Customer Data within a reasonable period thereafter, except where we're required to retain it longer for legal, tax, or accounting purposes (for example, billing records).
You agree not to:
helloswap and its licensors own all right, title, and interest in the Service, including its software, design, and branding. Nothing in these Terms transfers any of that to you, other than the limited right to use the Service as intended. You retain ownership of your Customer Data and Company Marks, subject to the license you grant us in Sections 5 and 6.
Each party will protect the other's confidential information with the same care it uses for its own similar information (and no less than reasonable care), and use it only to perform its obligations under these Terms. This doesn't apply to information that's public, already known without restriction, or independently developed.
The Service is provided "as is" and "as available." To the extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We don't warrant that the Service will be uninterrupted or error-free.
To the extent permitted by law, helloswap won't be liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits or revenue, arising from your use of the Service. Our total liability for any claim relating to the Service is limited to the amount you paid us in the 12 months before the claim arose. Nothing in these Terms limits liability that can't be limited under applicable law.
You'll defend and indemnify helloswap against claims arising from your Customer Data, your use of the Service in violation of these Terms, or your violation of any law or a third party's rights (including your employees' rights in connection with data you input about them).
These Terms apply for as long as you have an account. You may close your account at any time. We may suspend or terminate your account for a material breach of these Terms (including non-payment) that you don't fix within a reasonable time after we notify you, or immediately for serious violations (for example, unlawful use or a security threat to other customers). Sections that by their nature should survive termination (including Sections 6, 12, 14, 15, 17, and 18) continue to apply.
We may update these Terms from time to time. For material changes, we'll give you reasonable notice (for example, by email or an in-app notice) before they take effect. Continuing to use the Service after that means you accept the updated Terms.
These Terms are governed by the laws of Denmark, without regard to conflict-of-law principles, and disputes will be resolved in the courts of Copenhagen, Denmark, except where applicable consumer or employment protection law requires otherwise.
Questions about these Terms, or a request under Section 6 or 9?
helloswap, CVR no. DK29075794
Halmtorvet 28, 4th, 1700 København V, Denmark
hello@helloswap.dk