Terms of Service

SmartFlo Systems ("we", "us") operates the software platform available at www.smartflosystems.com. By creating an account, subscribing, or embedding any of our widgets on your website, you agree to these terms. If you are agreeing on behalf of a company, you confirm you are authorised to bind that company.

You must provide accurate details, keep your sign-in credentials secure, and are responsible for all activity carried out under your workspace, including by team members, field agents and drivers you invite.

Workspace administrators control who has access and at what level. You must remove access promptly when a team member leaves your business.

Subject to payment of your subscription, we grant you a non-exclusive, non-transferable right to use the tools and widgets included in your plan for your own business purposes for the duration of your subscription. You may not resell, sublicense, reverse engineer, or copy the platform, and you may not remove or obscure any branding we require on embedded widgets.

You agree not to use the platform to:

• break any law, or infringe anyone else's rights;
• send unsolicited bulk messages, spam or misleading marketing;
• upload malware, or attempt to gain unauthorised access to our systems or another workspace;
• scrape, overload or place unreasonable automated load on the platform or our third-party providers;
• publish fake or incentivised reviews through our review tools.

We may suspend a workspace immediately where we reasonably believe these rules are being broken.

Most tools allow one free trial run before a subscription is required, and widgets can be configured for free but only publish live once you subscribe. Trial allowances, stop limits and fair-use caps are shown in the product and may be adjusted from time to time. Website Health Audit is free of charge.

Subscriptions are billed monthly in advance through Stripe and renew automatically until cancelled. Prices are shown in pounds sterling and exclude applicable tax, which is calculated at checkout based on your billing location.

We may change prices with at least 30 days' notice by email. If you don't accept a price change you can cancel before it takes effect.

If a payment fails we may retry it and suspend access to paid features until the balance is cleared.

You keep ownership of everything you and your customers put into the platform. We process it on your instructions to provide the service, as described in our Privacy Policy. Where our widgets collect data from visitors to your website, you are the data controller and are responsible for having a lawful basis and your own privacy notice.

Several tools use artificial intelligence to draft quotes, ad copy, replies, screening notes, tax summaries and similar content. AI output can be wrong. You must review anything generated before you rely on it, send it to a customer, or submit it to a regulator or authority. We do not provide accounting, legal, tax or recruitment advice, and AI output is not a substitute for professional advice.

The platform connects to services such as Stripe, Google, Xero, QuickBooks, HMRC, Companies House, mapping and messaging providers. Your use of those services is governed by their own terms, and we are not responsible for their availability, accuracy or charges.

We aim for high availability but do not guarantee uninterrupted service. Planned maintenance is carried out with notice where practical. Support is provided by email and in-app chat during UK business hours.

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot be limited by law. Otherwise, we are not liable for loss of profit, revenue, goodwill, anticipated savings, or indirect or consequential loss, and our total liability in any 12-month period is limited to the fees you paid us in that period.

You may cancel at any time from Billing in your workspace; see our Refund & Cancellation Policy. We may terminate for material breach, non-payment, or where required by law. On termination your access ends and your data is deleted after the retention period in our Privacy Policy. Export anything you need before cancelling.

We may update these terms. Material changes will be notified by email or in-app at least 30 days before they take effect. Continuing to use the platform after that date means you accept the updated terms.

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute.