Legal
Terms and Conditions
Effective 11 August 2026 · Business customers
1. About these terms
These Terms and Conditions govern business use of the Staff1st platform by pharmacies, pharmacy organisations and their authorised users. Staff1st Ltd is referred to as “Staff1st”, “we”, “us” or “our”. By accepting a personalised quote, creating an organisation account or using the platform, you confirm that you act for a business, have authority to bind that business, and agree to these terms.
2. The Staff1st service
Staff1st provides pharmacy workforce software and a marketplace through which pharmacy businesses can advertise shifts and connect with locum professionals. Unless expressly stated otherwise, Staff1st is not the employer, worker, agent or principal of either party to a shift. The pharmacy and locum are responsible for agreeing the engagement, hourly rate, duties, payment timeframe and any other shift-specific terms.
3. Accounts and authority
You must provide accurate information, keep login credentials secure, restrict administrative access to authorised people, and promptly update branch and billing details. You are responsible for activity carried out through your organisation account. Tell us immediately if you suspect unauthorised access.
4. Pharmacy and regulatory responsibilities
You remain responsible for operating each pharmacy lawfully, maintaining appropriate registrations and insurance, providing a safe working environment, completing right-to-work and suitability checks that remain your responsibility, and ensuring an appropriate responsible pharmacist and staffing arrangements. Platform verification indicators support decision-making but do not replace your own legal, professional or clinical checks.
5. Shift adverts and locum pay
Shift adverts must be complete, accurate and not misleading. Every locum pharmacist shift must offer at least £25 per hour. You must state the location, hours, role, rate, payment timeframe and material working requirements. Once a locum is approved, the pharmacy and locum are responsible for performing the agreed engagement.
6. Staff1st fees and personalised pricing
Staff1st fees are charged at the flat rates stated in your accepted personalised quote, plus VAT where applicable. Unless the quote states otherwise, pricing consists of a platform fee per branch and a fee for each chargeable shift. Your accepted quote forms part of these terms. We will not retrospectively change an accepted personalised rate, but may propose new pricing for renewal, additional services or future use on reasonable notice.
7. Staff1st invoices
We issue a Staff1st service-fee invoice on the 1st day of each month for chargeable activity in the previous calendar month. Invoices are due within 28 days. You must raise a genuine invoice dispute promptly and pay any undisputed amount on time. If an undisputed invoice remains overdue, we may suspend shift posting until arrears are cleared. Statutory interest and recovery costs may apply to late commercial payments where permitted by law.
8. Paying locums
Locums invoice the pharmacy directly. You must pay each valid locum invoice within the timeframe advertised on the relevant shift advert or otherwise agreed with that locum. If payment is overdue without the locum’s consent, Staff1st may suspend your ability to post shifts until arrears are cleared. Staff1st does not hold or transmit locum wages and is not responsible for one party’s failure to pay another.
9. Cancellations
If you cancel a shift within 48 hours after a locum has been approved, we may issue a warning unless exceptional circumstances reasonably justify the cancellation. Two warnings may be issued. A third short-notice cancellation will normally result in suspension of shift-posting access for four weeks. A further short-notice cancellation after reinstatement may result in a longer suspension. We may consider the circumstances, notice given, impact on the locum and your previous conduct before acting.
10. Conduct, complaints and safeguarding
Users must communicate professionally and must not discriminate, harass, threaten, defraud or misuse personal information. Report concerns about locums or pharmacies promptly and provide relevant evidence. We may investigate, request information, restrict access, suspend or remove an account, preserve evidence, or report a matter to an employer, regulator, professional body, insurer or law-enforcement authority where appropriate and lawful.
11. Suspension and termination
We may restrict or suspend features where invoices are overdue, locum payments are overdue, cancellation thresholds are reached, information appears false, safety or legal compliance may be at risk, or these terms are materially breached. We will act proportionately where reasonably practicable. Either party may terminate the service on notice, but termination does not affect accrued payment obligations, accepted shifts, investigations or terms intended to survive termination.
12. Availability and changes
We aim to provide a reliable service but do not guarantee uninterrupted or error-free availability. We may maintain, secure, improve or change the platform and may withdraw a feature where reasonably necessary. We are not responsible for failures caused by third-party networks, authentication, payment, mapping, email or other services outside our reasonable control.
13. Data protection
Each party must comply with applicable UK data-protection law. You must only enter personal information that you are entitled to use and must give staff and locums appropriate privacy information. We process account and platform data to provide, secure and administer Staff1st. Where we act as a processor on your behalf, the parties will comply with applicable controller and processor obligations. Do not place unnecessary special-category or patient-identifiable information in free-text fields.
14. Intellectual property
Staff1st and its licensors retain all intellectual-property rights in the platform, branding, software and documentation. We grant your organisation a limited, non-exclusive, non-transferable right to use the service during your subscription for internal business purposes. You retain rights in information you submit and grant us the rights reasonably required to host, process and display it to provide the service.
15. Liability
Nothing in these terms excludes liability that cannot lawfully be excluded, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation. Subject to that, Staff1st is not liable for indirect or consequential loss, loss of profit, revenue, goodwill or anticipated savings, or the acts, omissions, clinical decisions, performance or payment failures of pharmacies or locums. Any limitation is intended to apply only so far as it is fair and reasonable under applicable law.
16. General
You may not assign these terms without our written consent, except as part of a genuine business reorganisation or sale. If a provision is unenforceable, the remainder continues. A delay in enforcing a right is not a waiver. These terms, the accepted quote and any documents expressly incorporated form the agreement between the parties and replace earlier discussions about the same subject.
17. Governing law and contact
These terms are governed by the laws of England and Wales and the courts of England and Wales have exclusive jurisdiction, unless mandatory law requires otherwise. Questions, notices or complaints should be sent through the Staff1st contact channels shown on our website.