Picnic Terms of Service

Last Updated: 13 June 2026

1. Introduction

These Terms of Service ("Terms") govern the use of the Picnic platform ("Picnic", "the Service"), including all associated websites, applications, APIs, mobile applications, local server software, integrations, and related services.

By accessing or using Picnic, you agree to be bound by these Terms.

If you are accepting these Terms on behalf of a business or organisation, you represent that you have authority to bind that organisation.

2. Definitions

Picnic means the software platform and services provided by the Provider.

Provider means the legal entity operating Picnic.

Customer means the business organisation purchasing or using Picnic.

Authorised Users means employees, contractors, managers, or agents authorised by the Customer.

Local Server means software installed on hardware controlled by the Customer to facilitate offline operation of certain Picnic services.

Customer Data means all data submitted, uploaded, imported, generated, or stored by the Customer or its users.

3. Service Description

Picnic is a hospitality and business management platform which may include:

  • Point of Sale (POS)
  • Staff Scheduling
  • Time & Attendance
  • HR Management
  • Payroll Tools
  • Learning Management
  • Loyalty & Customer Management
  • Reporting & Analytics
  • Mobile Applications
  • Local Server Software
  • Third-Party Integrations
  • API Access

Features may change over time.

The Provider reserves the right to modify, improve, add, or remove functionality.

4. Customer Responsibilities

The Customer agrees to:

  • Provide accurate information.
  • Maintain the security of user accounts.
  • Ensure users are authorised to access the Service.
  • Maintain appropriate backups of critical business information.
  • Comply with applicable laws and regulations.
  • Ensure employment, payroll, and HR information entered into the system is accurate.

The Customer remains solely responsible for decisions made based on information produced by Picnic.

5. Account Security

Customers are responsible for:

  • Password management.
  • User permissions.
  • Device security.
  • Protecting API credentials.
  • Protecting Local Server installations.

Any activity performed under a Customer account shall be deemed authorised by the Customer unless reported as unauthorised.

6. Local Server Installations

Certain Picnic functionality may be deployed to Local Servers.

The Customer acknowledges that:

  • Local Servers operate on hardware owned or controlled by the Customer.
  • The Provider does not guarantee uninterrupted operation of Local Servers.
  • Internet connectivity may be required periodically for updates, synchronisation, licensing, diagnostics, and support.
  • Hardware maintenance remains the Customer's responsibility unless otherwise agreed.

The Provider may remotely deploy software updates, security patches, and database migrations where technically possible.

7. Subscription and Fees

Use of Picnic may require payment of subscription fees.

Unless otherwise agreed:

  • Fees are payable in advance.
  • Fees are non-refundable.
  • Failure to pay may result in suspension of services.
  • Prices may be amended with reasonable notice.

Taxes are payable in addition to subscription fees where applicable.

8. Data Ownership

The Customer retains ownership of all Customer Data.

The Provider acquires no ownership rights in Customer Data.

The Customer grants the Provider a limited licence to:

  • Host Customer Data.
  • Process Customer Data.
  • Backup Customer Data.
  • Synchronise Customer Data.
  • Provide support services.

Such rights exist solely for the operation of the Service.

9. Acceptable Use

Customers must not:

  • Use Picnic for unlawful purposes.
  • Attempt unauthorised access.
  • Interfere with system security.
  • Reverse engineer the Service except where permitted by law.
  • Upload malicious software.
  • Use the Service to infringe intellectual property rights.

The Provider may suspend access for violations of this section.

10. Integrations

Picnic may integrate with third-party services including:

  • Payment providers
  • Accounting platforms
  • HR systems
  • Scheduling platforms
  • Loyalty providers
  • Email services
  • SMS providers
  • Cloud hosting providers

The Provider is not responsible for the availability, performance, or policies of third-party services.

11. Intellectual Property

All rights, title, and interest in Picnic remain the exclusive property of the Provider.

This includes:

  • Software
  • Source code
  • Designs
  • Branding
  • Documentation
  • APIs
  • Databases
  • Mobile applications

No ownership rights are transferred to Customers.

12. Availability

The Provider aims to maintain high availability but does not guarantee uninterrupted operation.

Services may be unavailable due to:

  • Maintenance
  • Updates
  • Network failures
  • Infrastructure failures
  • Third-party outages
  • Security incidents

Scheduled maintenance may be performed without prior notice where necessary.

13. Backups

The Provider may perform backups but does not guarantee recovery of all data.

Customers should maintain copies of business-critical information.

14. Limitation of Liability

To the maximum extent permitted by law:

The Provider shall not be liable for:

  • Loss of profits
  • Loss of revenue
  • Loss of business
  • Loss of goodwill
  • Loss of anticipated savings
  • Indirect or consequential losses

The Provider's total aggregate liability shall not exceed the fees paid by the Customer during the twelve months preceding the event giving rise to the claim.

Nothing in these Terms limits liability for:

  • Death or personal injury caused by negligence
  • Fraud or fraudulent misrepresentation
  • Any liability that cannot legally be excluded

15. Indemnity

The Customer agrees to indemnify the Provider against claims arising from:

  • Customer misuse of the Service
  • Breach of these Terms
  • Violation of applicable laws
  • Employment or payroll disputes resulting from Customer-entered data

16. Termination

Either party may terminate the Service in accordance with any agreed subscription agreement.

Upon termination:

  • Access may be disabled.
  • Customer Data may be retained temporarily for export purposes.
  • Data may subsequently be deleted in accordance with the Privacy Policy.

17. Changes to These Terms

The Provider may update these Terms periodically.

Material changes will be communicated through the Service or by email.

Continued use constitutes acceptance of revised Terms.

18. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction over disputes arising from these Terms.

19. Contact

Questions regarding these Terms should be directed to the Provider using the contact details published on the Picnic website.