Terms of service

LeaveCalc is a one-person software business, a sole proprietorship based in Manitoba, Canada. It operates the website at leavecalc.com, the browser tools on it, and the hosted service at leavecalc.com/app/. On this page "we" and "us" mean that business, and "you" means whoever is using the site or the service. If you use LeaveCalc for Employers on behalf of a company, "you" also means that company, and you confirm you're allowed to accept these terms for it. Reach us at contact@leavecalc.com.

Using the site means you accept these terms. They're written to be read, not to be survived.

LeaveCalc is a set of calculators and a record-keeping aid. It does arithmetic on dates and hours, keeps leave records, and reminds you about deadlines.

It is not legal advice, and we are not your lawyer, your HR consultant, or your compliance vendor. Nothing on this site creates a professional relationship of any kind.

The Family and Medical Leave Act is United States federal law (29 U.S.C. § 2601 et seq., implemented by 29 CFR Part 825). Our tools model the standard federal rules, such as the rolling 12-month window, the 12-week entitlement and the eligibility thresholds, along with state paid-leave and sick-leave programmes. Real cases have wrinkles that software cannot see: intermittent leave, military caregiver leave, collective agreements, multi-state employees, employer policies that are more generous than the statute, and state rules that change mid-year.

The employer remains responsible for FMLA and state-law compliance. Eligibility determinations, required notices, certification handling, designation letters, record-keeping obligations and everything else the law puts on the employer stay with the employer. Deadline flags and reminders in the app are a help, not a guarantee that a deadline has been met. If a number from LeaveCalc is going to affect someone's job, pay or leave entitlement, check it against the Department of Labor, the relevant state agency, or your own counsel before you act on it.

Free calculators

Every calculator on this site is free, runs in your browser, and always will be.

The browser tracker

The team tracker at /fmla-tracker/ keeps its records only in your browser and in files you save. It is free for up to three employees, and Pro licence keys already issued keep working until the expiry date they carry. Please don't share, publish or tamper with licence keys. Because we never hold tracker data, you are responsible for its backups: clearing site data or losing the computer takes the records with it unless you saved a file.

LeaveCalc for Employers

A hosted service at leavecalc.com/app/. Your company's data is stored on our server, so managers can log in from anywhere, employees can send requests through a link, and reminders can be generated. It is free for up to 3 people. Larger teams need a paid plan.

Paid plans are billed monthly or yearly through Stripe and renew automatically until you cancel. The Business and Enterprise plans can also be paid for a year by invoice, due within 30 days; the plan starts when the invoice is paid. Current prices are shown in the app and at Stripe checkout before you pay. Prices are set in US dollars; Stripe checkout can show and charge them in your local currency at its exchange rate, and taxes, if any apply to you, are calculated by Stripe at checkout. We can change prices for the future, but never for a period you have already paid for, and we email you before a change reaches your renewal.

You can cancel at any time, through the Stripe billing portal or by emailing contact@leavecalc.com. Cancelling stops the next charge. Your access continues to the end of the period you paid for, and then the account moves to the free plan. Nothing is deleted when that happens.

Payments come with the 30-day money-back guarantee described in the refund policy.

One account covers one company. You are responsible for who you invite into it, for keeping login details private, and for what happens under your account.

Your company's request link lets anyone who has it send a leave request to you. Share it only with your staff and keep it private. If it leaks, rotate it in Settings, and the old link stops working.

• Enter data only about your own workforce.
• Record a leave reason category only. No diagnoses or other medical details.
• No scraping, and no automated load that degrades the service for other people.
• No reselling access, and no republishing the tools as your own product.
• No attempts to get into other companies' accounts or to get around seat limits or licence checks.

Ordinary use, including printing, exporting and sharing results inside your organisation, is entirely fine and needs no permission.

You own the data you put into LeaveCalc. We process it only to run the service for you, as the privacy policy describes in detail.

You can export everything at any time from Reports > Exports > Download backup.

If a paid plan lapses, we keep your data frozen rather than deleting it, because US record-keeping rules require employers to keep FMLA records for three years. If you want it gone, email us and we delete the whole account within 30 days and confirm in writing.

We run the hosted service on a best-effort basis. There is no uptime guarantee. When maintenance needs downtime, we announce it in advance when we can. We back up the data every day. Keeping your own export from time to time is still a good habit.

State and federal leave rules change, sometimes mid-year. We update them in LeaveCalc as we learn of changes, and where a rule is new, the app shows a confidence note next to it. You must verify a number before acting on it if it affects someone's job or pay.

Apart from what these terms promise, the site and the service are provided "as is" and "as available", without warranties of any kind, express or implied, including any implied warranty of merchantability, fitness for a particular purpose, or non-infringement. We test the arithmetic and fix errors quickly when they're reported, but we do not warrant that every result is correct for your situation, or that the service will be free of interruptions or defects.

To the extent the law allows, our total liability for any claim is capped at the amount you paid us in the 12 months before the claim. For the free tools and the free plan, that is zero.

We are not liable for indirect or consequential losses, such as penalties or fines, claims for lost wages or benefits brought by employees, or lost profits.

Some places don't allow certain exclusions of warranty or liability, so parts of the sections above may not apply to you. Nothing here limits liability that cannot lawfully be limited.

You decide what goes into LeaveCalc about your employees and what you do with it. So if someone brings a claim against us that arises from how you use that data, you handle the claim and its reasonable costs. We stand behind our own part in the same way: this does not cover claims caused by our breaking these terms or the privacy policy.

Either of us can end this at any time. You can stop using LeaveCalc whenever you like, and ask us to delete your account as described above. We may suspend or close an account for non-payment or abuse, after a warning by email, except in an emergency such as an attack on the service or a risk to other customers' data.

These terms are governed by the laws of the Province of Manitoba and the federal laws of Canada that apply there, and the courts of Manitoba have jurisdiction over any dispute. That's simply where the business is. It doesn't change the fact that the FMLA itself is US law, that the tools model US federal and state rules, or that your obligations as a US employer are governed by US law. Consumer-protection rules of the place where you live still apply where they cannot be waived.