Product Specific Terms
Last updated on October 15, 2026
1. Product Specific Terms
These Product Specific Terms supplement and form part of your Agreement if you are using any of the products or features described below. If there is a conflict between the Product Specific Terms and the Agreement, the applicable Product Specific Terms prevail. Capitalised terms used but not otherwise defined in these Product Specific Terms will have the meanings set forth in the Agreement. We periodically update the Product Specific Terms by posting a revised copy at www.deputy.com/terms, so please check back here for current information.
Deputy Pay Rule Engine
2. About Deputy’s Pay Rule Engine
2.1 Deputy contains a pre-configured library of pay rules (Pay Rules) that productize Deputy’s interpretation of certain Australian modern awards, US federal and state wage and hour laws, and similar requirements for certain other jurisdictions (each a Legal Requirement).
2.2 Each Pay Rule prescribes a set of entitlements that may be due to an employee under applicable Legal Requirements, where that employee’s shift or work pattern satisfies specified criteria.
2.3 Deputy’s Pay Rules automate the application of a subset of these Legal Requirements by applying them to time and attendance data captured within Deputy.
2.4 Specifically, when you choose to apply a Pay Rule to an employee’s profile in Deputy, the hours worked by that employee are then categorised by Deputy as, for example, ordinary hours, daily overtime, weekly overtime, or penalty rate hours, based on Deputy’s interpretation of the relevant Legal Requirements. Some Pay Rules also automate other entitlements such as missed or delayed meal break penalties, spread of hours premiums, split shift premiums, and the like, as applicable.
2.5 This functionality of Deputy’s software is known as the Pay Rule Engine.
2.6 Our online Pay Rule Library sets out the Pay Rules available within the Pay Rule Engine. You may also view the specifications for each Pay Rule within the Deputy platform itself in the Pay Rule dropdown menu in your employee profiles.
2.7 The Pay Rules in the Pay Rule Engine may be modified by you (Customised Pay Rules).
3. Compliance responsibility
While the Pay Rule Engine is designed to Simplify Shift Work by reducing the time required to apply the relevant Legal Requirements through automation, it is not a substitute for payroll or legal advice, nor is it intended to relieve you of your obligation to comply with the Legal Requirements applicable to your business. It is ultimately each customer’s sole responsibility to pay its employees correctly and in compliance with all Legal Requirements.
4. It’s important that you familiarise yourself with our help documents
Our online Pay Rule Library (referred to in these terms as our help documents) plays an important role in your use of the Pay Rule Engine. Let us explain:
4.1 The Legal Requirements are inherently complex. For example, in some cases, there is in-built optionality (such as the ways that an employer may define an employee’s ordinary hours), and scope for more than one interpretation in a given situation.
4.2 Not all aspects of the Legal Requirements are automated within the Pay Rule Engine. Our help documents specify which Legal Requirements are automated within the Pay Rule Engine. Deputy’s Pay Rules reflect Deputy’s good faith interpretation of the Legal Requirements and are not a substitute for legal advice.
4.3 It is important that you familiarise yourself with the help documents (and relevant Legal Requirements) to ensure you understand what requirements Deputy’s Pay Rule Engine does and does not automate, together with the interpretations Deputy has applied to the Legal Requirements, so that you can confirm if these are suitable for your business.
4.4 Our help documents are regularly updated to reflect the latest Updates in the Pay Rule Engine. You should regularly check back for current information.
5. Important responsibilities
You acknowledge and agree that it is your sole responsibility:
5.1 to determine which Legal Requirements apply to each of your employees;
5.2 to validate if Deputy’s automated Pay Rules and any Customised Pay Rules are suitable for the particular circumstances of your business (see section 4, above);
5.3 to set the base rate of pay for each of your employees within their employee profile in Deputy in accordance with the Legal Requirements. The Pay Rule Engine will use that base rate of pay when applying the Pay Rules;
5.4 to review the outputs and calculations generated by the Pay Rule Engine for each pay period and before processing payroll, to validate that each of your employees are being paid in accordance with the applicable Legal Requirements;
5.5 if your employees are subject to Legal Requirements that are not automated in the Pay Rule Engine, to separately account for those Legal Requirements when processing your payroll; and
5.6 if you identify errors in the outputs or calculations generated by the Pay Rule Engine, to rectify them to ensure your Employees are paid correctly and to promptly notify Deputy of any such errors.
5.7 to monitor the Legal Requirements, including any changes to the Legal Requirements, and to timely update any Customised Pay Rules in accordance with the Legal Requirements.
6. Liability
6.1 While Deputy takes all reasonable care to provide a quality Pay Rule Engine, it does not warrant or guarantee the accuracy, completeness or up to date nature of the engine, that it will be error free or suitable for the particular circumstances of your business.
6.2 You are advised to consult with your legal and payroll advisers before relying on the Pay Rule Engine and to the extent permitted by law, Deputy disclaims liability for (and you release Deputy from) any and all Losses arising from or in connection with your use of or reliance on the Pay Rule Engine to calculate employee entitlements or otherwise, or from any errors, inaccuracies, incompleteness or defects in the Pay Rule Engine.
6.3 To the extent that such liability cannot lawfully be excluded, Deputy limits its liability in the manner specified in section 8.4 of the Agreement.
6.4 In this section, Losses means all claims, actions, expenses, losses or damages however arising, including but not limited to any under or over payment of employees.
7. Custom configurations
Deputy may, in a separate professional services agreement, produce one or more custom Pay Rules in Deputy based on specifications provided or approved by a particular customer (a Custom Template). Those custom configurations are deemed part of the Pay Rule Engine for the purposes of these terms. Deputy does not monitor Legal Requirements or provide automatic updates for Custom Templates if the Legal Requirements change. It is solely your responsibility to monitor the Legal Requirements and make a timely written request to Deputy (at least 30 days in advance) if updates to your Custom Template are required to meet changed Legal Requirements.
8. Updates to the Pay Rule Engine
Deputy is continuously evolving and improving its Pay Rule Engine and may modify, update, make corrections and/or enhance it from time to time (Updates). Updates will be reflected in the help documents and are not separately notified to individual customers.
Face Unlock for iPad Kiosk and Android Time Clock
9. About Deputy’s Face Unlock Feature
9.1 Deputy allows users to clock in and out of shifts, as well as start and end breaks, on Deputy’s iPad Kiosk app and Deputy’s Android Time Clock app using either a pin or a contactless face scan and voice-activated commands (Face Unlock).
9.2 For more information on Face Unlock for iPad Kiosk see here and for Android Time Clock see here.
9.3 Face Unlock is not available for iPad Kiosks or Android Time Clocks located in the following US states: Illinois, Maryland and Oregon, nor may you use it or permit your users to access it in violation of applicable laws in any region (collectively, Prohibited Regions). If your iPad Kiosk/s or Android Time Clock/s is/are located in the Prohibited Regions you will need to provide your users in these locations with the pin only option to clock in and out of shifts, as well as start and end breaks.
10. Warranty
If you provide the Face Unlock feature to your users (or permit them to use Face Unlock), you represent and warrant to Deputy that your iPad Kiosk/s or Android Time Clock/s is/are not located in any of the Prohibited Regions and that your and your users’ use of Face Unlock is not otherwise in violation of applicable laws.
11. Indemnity
You will defend Deputy against any claim, demand, suit or proceeding made or brought against Deputy by a third-party arising as a result of or in connection with the use of or access to Face Unlock in breach of the warranty in section 10 above (Claim) and you will indemnify Deputy from any damages, fines, penalties, attorney fees and costs awarded against or incurred by Deputy as a result of a Claim.
10. Deputy Payroll (UK customers)
Deputy Payroll for UK customers (“UK Payroll”) includes payroll software supplied by IRIS Software Limited (“IRIS”) and made available through Deputy. In addition to the Agreement, your access to and use of that software is subject to the IRIS End User Licence Agreement (“IRIS EULA”), which is incorporated into the Agreement by reference. You agree to comply with the IRIS EULA and to ensure that your Authorised Users comply with its applicable use requirements. You must review and accept these terms before accessing UK Payroll. Deputy remains your contracting party for your Deputy subscription, including your order, subscription fees and billing. The IRIS EULA governs use of the IRIS software. If the IRIS EULA conflicts with the Agreement concerning your purchase from Deputy, fees payable to Deputy, or Deputy’s obligations or liability to you, the Agreement governs those matters. Nothing in this section expands Deputy’s liability under the Agreement.
Deputy AI Labour Optimisation
Sections 31 to 36 (inclusive) of these Product Specific Terms apply to your use of Deputy AI Labour Optimisation, in addition to the terms of the Agreement.
11. About Deputy AI Labour Optimisation
Deputy AI Labour Optimisation uses artificial intelligence to provide predictive labour forecasting and analysis. By using Deputy AI Labour Optimisation, you acknowledge and agree that you are bound by the Predelo Pty Ltd (“Partner”) End User Licence Agreement (“EULA”), which applies to your use of Deputy AI Labour Optimisation.
12. Licence and Processing
a. You grant Deputy a licence to use, host, copy, store, backup, transmit, and display your Customer Data so that we can provide Deputy AI Labour Optimisation to you.
b. This licence includes the right for Deputy to sub-license these rights to Partner for the sole purpose of enabling Partner to provide the underlying services that power Deputy AI Labour Optimisation.
c. You acknowledge that certain features of Deputy AI Labour Optimisation use artificial intelligence technology (“AI Features”). You authorise Deputy to provide you with access to these AI Features to process Customer Data.
13. Your Responsibilities
You are solely responsible for:
a. obtaining all necessary rights, permissions, and consents from Authorized Users that are required for the lawful use of Customer Data and the operation of Deputy AI Labour Optimisation. This includes consent for the collection and transmission of Personal Data from Deputy to Partner;
b. ensuring that the transfer and processing of Customer Data as contemplated by these Product Specific Terms is lawful;
c. using Deputy AI Labour Optimisation in accordance with all applicable laws;
d. independently reviewing and verifying any outputs generated by Deputy AI Labour Optimisation for accuracy, fairness, legal compliance and suitability for your needs before taking any action based on them;
e. responding to and resolving any dispute with Authorized Users relating to Customer Data or Deputy AI Labour Optimisation; and
f. the security of all passwords and account information required to access Deputy AI Labour Optimisation.
14. Acceptable Use
You may not, and may not allow any Authorized User or third party to, use Deputy AI Labour Optimisation to:
a. sell, resell, license, sublicense, distribute, or lease Deputy AI Labour Optimisation;
b. use Deputy AI Labour Optimisation to store or transmit viruses or malicious code, or interfere with the integrity or performance of the service;
c. access Deputy AI Labour Optimisation to build a competitive product or to copy any of its features, functions, or user interface;
d. reverse engineer, decompile, or create derivative works of Deputy AI Labour Optimisation;
e. use Deputy AI Labour Optimisation in a way that would violate laws prohibiting discrimination or to determine adverse terms and conditions for employment, credit, health care, or insurance;
f. store or transmit any Prohibited Content, which includes, but is not limited to, material that infringes third party intellectual property rights, promotes hate or violence, is obscene or defamatory, or violates any applicable laws;
g. engage in usage that is not reasonable or that may overwhelm the services for other users (for instance, usage that is more than ten times the customer average).
15. Suspension and Termination
Deputy may suspend or terminate your access to Deputy AI Labour Optimisation, without a right to a credit or refund, if you fail to comply with these Product Specific Terms or the EULA.
16. Disclaimers and Liability
a. You acknowledge that Deputy AI Labour Optimisation uses models based on statistical analysis and probability. Predictions are based on past data and are not a guarantee of future demand or outcomes.
b. Accordingly, Deputy AI Labour Optimisation is not intended to be the sole basis for your business decisions, and you are responsible for any actions you take in reliance on it.
c. While Deputy uses all reasonable care, to the fullest extent permitted by law, Deputy provides Deputy AI Labour Optimisation without warranties of accuracy, completeness, or suitability for your business and does not guarantee that it will be error-free or achieve any particular result.
d. As such, Deputy disclaims liability for any losses or damages arising from your use of Deputy AI Labour Optimisation. Where liability cannot be lawfully excluded, it is limited as specified in section 8.4 of the Agreement.
AI Features
Sections 37 to 42 (inclusive) of these Product Specific Terms apply to your use of AI Features, in addition to the terms of the Agreement.
17. Definitions
a) “AI Features” means any products, features or functionality made available by Deputy as part of the Services that use artificial intelligence or machine learning, and include Deputy AI.
b) “Deputy AI” means Deputy’s conversational AI assistant.
c) “Input” means any information, including Customer Data, submitted to, retrieved by, or otherwise processed by an AI Feature.
d) “Output” means responses, summaries, recommendations, or other content generated by an AI Feature and presented to you through the Services.
18. About AI Features
a) AI Features may summarise Customer Data, recommend supported actions, and assist Authorised Users with initiating workflows in the Deputy platform based on user Inputs. Where an AI Feature supports an action, it is designed based on the principle of “human-in-the loop” and requires confirmation by an Authorised User before execution.
b) AI Features, where applicable, use enterprise-grade third-party large language models to process Inputs and generate Outputs. Customer Data processed by AI Features is not used to train the large language models that power them.
c) AI Features are designed to respect applicable role-based permissions and access controls configured within your Deputy account and to access Customer Data based on the relevant Authorised User’s permissions.
19. Customer Responsibilities
AI Features are intended to assist, not replace, human decision-making.
As such, you are solely responsible for:
a) reviewing and verifying Inputs, Outputs, any actions recommended or performed through AI Features, before relying on or implementing that Output or action;
b) complying with all applicable laws in connection with your use of AI Features, including any consultation, notification, or other workplace obligations;
c) configuring and maintaining appropriate permissions, access controls, and role assignments within your Deputy account; and
d) ensuring that Outputs are not used as the sole or substantial basis for decisions relating to hiring, rostering, discipline, performance management, termination, pay, or other employment-related outcomes.
You must not:
a) attempt to extract underlying models, prompts, system instructions or training data; or
b) use AI Features to develop competing models, offerings or services.
20. Disclaimers and Liability
a) Outputs and confirmed supported actions are not legal, payroll, tax, employment, compliance, financial, or any other professional advice, nor are they a substitute for human decision-making, and must not be relied upon as such.
b) Outputs may be inaccurate, incomplete or imbalanced, may omit content (including sensitive, protected, inappropriate or unsupported content), and may reflect inaccuracies, bias, imbalance or missing context in the Input.
c) To the fullest extent permitted by law, Deputy does not warrant that AI Features or Outputs will be uninterrupted, error free, accurate, complete, or suitable for your particular circumstances or intended use.
d) To the fullest extent permitted by law, Deputy is not liable for any Losses arising from or relating to your use of or reliance on Outputs, recommendations, or confirmed actions.
e) To the extent liability cannot lawfully be excluded, Deputy limits its liability in the manner specified in sections 8.4 and 10 of the Agreement.
f) “Losses” has the meaning given by section 6.4 of these Product Specific Terms.
21. WhatsApp Integration
a) An AI Feature may be accessible through WhatsApp (“WhatsApp Integration”). The WhatsApp Integration allows Authorised Users to interact with the relevant AI Feature using text or voice messages through a phone number linked to their Deputy account.
b) The WhatsApp Integration is a Non-Deputy Application for the purposes of the Agreement and is provided using third-party services and infrastructure, including services provided by Meta, WhatsApp, Twilio, and telecommunications providers.
c) You are solely responsible for:
i) determining whether the WhatsApp Integration is appropriate for your business;
ii) complying with any applicable terms, policies and platform requirements imposed by Meta and WhatsApp, as updated from time to time;
iii) reviewing and verifying any voice transcripts before relying on or confirming actions based on them;
iv) assigning, managing, reviewing, and revoking access to phone numbers connected to the WhatsApp Integration; and
v) assessing whether your expense reimbursement, bring-your-own-device, or similar workplace policies cover Authorised Users’ use of the WhatsApp Integration for work-related Deputy activity, and complying with any related reimbursement or expense obligations.
22. Updates
Deputy may change, suspend, impose limits on, or discontinue AI Features, including any specific functionality or integrations, from time to time. Deputy may do so without notice where required by law, a third-party provider, or for security, technical or operational reasons, or to prevent harm to Deputy or our customers, users or third parties.
Superannuation Onboarding via SuperAPI (Australian customers only)
43. About the Superannuation Onboarding Feature
Deputy offers a feature to streamline the superannuation choice process for your employees during onboarding. This feature provides factual information only. This service is enabled through an integration with our partner, SuperAPI Pty Ltd (“SuperAPI”).
44. Commercial Arrangement Disclosure
When you and your employees use this superannuation onboarding feature, Deputy may receive a fee or commission from SuperAPI. You acknowledge that SuperAPI’s revenue, from which our fee is derived, may be generated from payments made by superannuation funds that participate in the SuperAPI platform. By enabling and using this feature, you consent to this arrangement.
45. No Financial Advice or Recommendation
You acknowledge and agree that:
Deputy is not a financial services provider and is not licensed to provide financial product advice.
All information provided through this feature is factual information only and does not take into account your or your employees' personal objectives, circumstances, or needs.
Nothing in the feature constitutes financial product advice, an opinion, or a recommendation (actual or implied) from Deputy to select any particular superannuation fund.
The feature is not a superannuation comparison service.
Any placement, ordering, or labelling of superannuation funds within the feature (including any "sponsored," "partner," or "default" tag) is for informational purposes only and does not constitute an endorsement or recommendation by Deputy.
You and your employees are solely responsible for all superannuation choices. You should consider obtaining independent financial, legal, and taxation advice before making any decision.
46. Third-Party Information & Documents
The feature may display information, data, or documents provided directly by SuperAPI or the superannuation funds (e.g., Product Disclosure Statements (PDS), fee information, or investment performance data). Deputy does not prepare this content and is not responsible for the accuracy, completeness, or currency of this third-party information.
47. Consent to Electronic Documents
By using this feature, you consent (and will ensure your employees consent) to receiving documents, including PDSs and other statutory disclosures, electronically, such as via an in-app hyperlink. You acknowledge the importance of reading these documents before making a decision.
48. Your Compliance Obligations
It remains your sole responsibility to ensure compliance with all applicable superannuation and employment laws, including your obligations under the Superannuation Guarantee (Administration) Act 1992 (Cth).