Terms of Service

1. About RosterMate

RosterMate is an independent web service that helps Brussels Airlines crew members find and arrange shift swaps. It is not affiliated with, endorsed by, or operated by Brussels Airlines SA/NV or the Lufthansa Group. Using RosterMate does not replace or modify any obligation arising from your employment contract, your collective labour agreement (CLA), or your employer's official swap-approval process.

The service is operated by:

2. Eligibility

RosterMate is intended exclusively for active Brussels Airlines crew members aged 16 or over (the GDPR digital-consent age in Belgium). By registering, you confirm that:

• you are an active Brussels Airlines crew member;
• the A-number and iCal roster feed you link belong to your own employee account;
• you will not share your login credentials or operate the account on behalf of another crew member.

3. What the service does

RosterMate provides:

• Syncing your roster from your Brussels Airlines iCal feed.
• Posting date ranges you wish to swap ("swap offers").
• Browsing and responding to swap offers from other crew members ("swap requests").
• Filtering on mutual qualifications and compatible roster windows.
• An informational roster legality check and a roster counter (see §7).
• Email notifications for swap activity you are directly involved in.

RosterMate is a facilitation tool only. We do not submit swap requests to Brussels Airlines on your behalf, and we do not guarantee that any swap proposed or confirmed on the platform will be approved by your employer. You remain fully responsible for following the official swap-approval process.

4. Account responsibilities

You are responsible for:

• Keeping your login credentials confidential.
• Ensuring the iCal feed and qualifications you link are your own and accurate.
• Honouring swap agreements you confirm through the platform, subject to your airline's official approval.
• Notifying us at [email protected] if you suspect unauthorised access to your account.

5. Acceptable use

You agree not to:

• Use the service for any purpose other than legitimate crew swap coordination.
• Attempt to access other users' data, accounts, or non-public endpoints.
• Submit false qualifications, false roster information, or impersonate another crew member.
• Abuse the notification, contact-form, or invitation system (e.g. sending bulk unsolicited requests).
• Reverse-engineer, scrape, automate, overload, or otherwise interfere with the operation of the service.
• Circumvent rate limits or bot-protection measures (Cloudflare Turnstile, honeypot fields, time-trap tokens).

6. Roster history retention

By default, your past roster assignments and pairings are kept for as long as your account is active so that you can view previous months in the app.

You can opt out of extended history in Profile → Privacy & Notifications by unticking "keep history". With history off, RosterMate's daily retention job automatically deletes assignments and pairings older than 30 days. Data that has already been purged cannot be recovered if you re-enable history later.

Confirmed swap records, swap offers, and proposals are retained separately as audit data — see §6 of the Privacy Policy.

7. Roster legality check & roster counter — informational only

The roster legality check and roster counter evaluate a snapshot of your planned roster (the times we receive from your iCal feed) against a configurable set of rules derived from EASA Flight Time Limitations and the applicable Belgian crew collective labour agreement (CLA). These features are provided for personal planning purposes only. In particular:

• They use planned times only. Operational deviations on the day (delays, diversions, sickness, last-minute roster changes pushed outside the iCal feed) are not reflected.
• They do not constitute legal, regulatory, employment, or medical advice.
• They do not guarantee that a swap, a duty period, or a roster window is compliant with EASA FTL, the Belgian CLA, your employment contract, or any other applicable rule.
• The rule set may be incomplete, contain bugs, or lag behind regulatory or CLA updates. We do not warrant its correctness.

You remain solely responsible for verifying the legality and operational viability of your roster and any swap through the airline's official channels. Brussels Airlines and the BCAA (Belgian Civil Aviation Authority) remain the sole authorities on the legality and approval of your roster and swaps.

8. Donations

RosterMate is free to use. If you would like to support the project, you can make an optional donation via our page on Buy Me a Coffee, which uses Stripe as its payment processor. Donations are entirely voluntary, are not a precondition for using the service, and do not grant any additional contractual rights. The donation transaction takes place on Buy Me a Coffee's platform; we never see or store your payment card details. Their own terms and privacy notice apply to the donation flow.

9. Intellectual property

RosterMate's source code, design, brand, and content are owned by the operators listed in §1 and are protected by applicable intellectual property law. You receive a limited, non-exclusive, non-transferable, revocable licence to use the service for its intended purpose. You retain ownership of the roster data you upload; by using the service you grant us a limited licence to store and process it as described in the Privacy Policy.

10. Disclaimer of warranties

The service is provided "as is" and "as available" without any warranty of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, accuracy, non-infringement, uninterrupted availability, or error-free operation. We do not warrant that swap matches displayed, legality assessments produced, or rosters synced will be free of errors or omissions, or that they will be accepted by your employer.

11. Limitation of liability

To the maximum extent permitted by applicable law, the operators of RosterMate shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of data, loss of profits, loss of revenue, loss of goodwill, missed flights, roster conflicts, disciplinary or employment consequences, or claims by your employer, arising out of or in connection with your use of (or inability to use) the service. Our aggregate liability for direct damages, where liability cannot be excluded by law, is limited to fifty euros (EUR 50) per claim.

Nothing in these terms limits or excludes liability that cannot be limited or excluded under applicable Belgian law, including liability for fraud, intent, or gross negligence.

12. Suspension and account termination

By you: you may request account deletion at any time by emailing [email protected] from your registered address. Your account is deactivated immediately and all your personal data is permanently deleted within 30 days, except where retention is required for audit continuity of swaps involving other crew members (see §9 of the Privacy Policy).

By us: we may suspend or terminate accounts that violate these terms, abuse the service, or pose a security or integrity risk. Where reasonably possible we will notify you of the suspension and its reason.

13. Changes to these terms

We may update these terms from time to time. Material changes will be announced by email to registered users and the "Last updated" date at the top of the page will be revised. Continued use of the service after the effective date of a change constitutes acceptance of the revised terms. If you do not agree to the revised terms, you may stop using the service and request account deletion under §12.

14. Governing law and jurisdiction

These terms are governed by Belgian law, excluding its conflict-of-laws rules. Any dispute arising from or in connection with these terms or the service shall be brought before the competent courts of Antwerp, division Mechelen, Belgium, without prejudice to your mandatory rights as a consumer to bring proceedings in the courts of your country of residence.

Consumers may also use the European Commission's Online Dispute Resolution platform to attempt to settle a dispute out of court.

15. Contact

General enquiries and account deletion: [email protected]
Privacy matters: [email protected]
Postal address: see §1.