Portal terms of use

The portal provides account access, shift requests, bookings, timesheets, compliance records, pay information and billing. Separate worker, agency, employer or assignment terms supplied and agreed for the relevant service continue to apply. These website terms do not create or replace those agreements, decide employment status, guarantee work, set new cancellation charges or change agreed pay and payment terms.

Any required Key Information Document and terms of engagement for an agency worker must be provided separately at the appropriate stage. These portal terms are not a substitute for those documents.

Your statutory employment, worker, consumer, data protection and other rights remain in place. Nothing here removes a right or remedy that cannot lawfully be excluded. Reading a privacy notice or receiving an invitation does not mean agreeing to unrelated commercial terms.

• Use your own authorised account and only the permissions given to you. An organisation should identify the people authorised to act for it.
• Keep passwords, set-password invitations and approval links private. Report an unexpected invitation, shared link or suspected misuse promptly.
• Keep contact, availability and work details accurate, and tell the team about an error affecting a booking, check, timesheet or pay record.
• Upload or share another person's information only when you have authority and a proper reason. Share the minimum information needed and provide the applicable privacy information.

Do not submit false attendance or compliance evidence, impersonate another person, misuse contact details, send harassment or discriminatory content, introduce harmful files, bypass access controls, or extract information that you are not authorised to use. Do not use portal information for unrelated advertising or contact-list building.

Portal content and uploaded materials remain subject to the rights of their owners. Use the information and documents available to you for the staffing or account purpose for which access was given.

Read the actual shift and assignment details before acting. A profile entry or portal status does not replace the checks, workplace instructions, safeguarding or health and safety duties that apply to the people and organisations involved.

Record hours and approvals honestly. Raise disputed hours, attendance, pay or invoice information with the team so the relevant records and evidence can be reviewed. You retain the right to challenge an error and any rights under the applicable staffing arrangement or law.

Automated eligibility or reliability checks can restrict a booking. You can explain the circumstances, correct information and request meaningful human review. The privacy notice explains the main information used.

The service may be interrupted for maintenance, faults or security work. If a portal issue prevents an urgent work, hours or pay action, contact the team through your usual operational contact or admin@rubiesagency.co.uk so that an alternative can be arranged.

Access may be limited where needed to protect accounts, investigate misuse, meet a legal requirement or review a disputed record. A restriction does not by itself settle a pay dispute or remove statutory rights. Contact the team to challenge a restriction or ask what is required to resolve it.

The privacy notice explains personal information, the cookie notice explains browser storage, and optional emails have a separate choice and unsubscribe route.

If you have difficulty accessing a page or making a request, contact us for assistance or an alternative way to provide the information. Privacy requests and complaints can be made without signing in through the data rights form.

Changes to these portal terms will be dated here. Material changes affecting users should be communicated before they are applied; they do not retrospectively rewrite a separate staffing agreement.