Terms of Service

1. Who we are and these terms

RenewFlow is a product of MINDSRIVE LTD, a company registered in England and Wales (company number 17241969), registered office 128 City Road, London, EC1V 2NX, United Kingdom. In these terms, "RenewFlow", "we" and "us" mean MINDSRIVE LTD. We provide cloud-based fire-safety compliance management software. These Terms of Service form a binding agreement between RenewFlow and the organisation that opens an account ("Customer", "you"). If you accept these terms on behalf of an organisation, you confirm you are authorised to do so.

2. Definitions

• Service — the RenewFlow application, website and related features.
• Account — your organisation's RenewFlow workspace and its user logins.
• Customer Data — the data you and your users submit to the Service (customers, sites, equipment, certificates, etc.).
• Subscription — your chosen plan and billing term.

3. The Service

RenewFlow helps fire-safety servicing businesses manage assets, certificates, compliance status, reminders, and related records. Features available to you depend on your subscription plan. We may improve, change or add features over time; we will not materially reduce the core functionality of a paid plan during a paid term without notice.

4. Accounts and eligibility

• You must provide accurate registration details and keep them up to date.
• You are responsible for your users' activity and for keeping login credentials secure.
• You must notify us promptly of any unauthorised access to your Account.
• The Service is intended for business use by organisations, not consumers.

5. Acceptable use

You agree not to:

• use the Service unlawfully, or to store or transmit unlawful or infringing content;
• attempt to gain unauthorised access to the Service, other accounts, or our systems;
• probe, scan, or test the vulnerability of the Service without our prior written consent;
• interfere with or disrupt the integrity or performance of the Service;
• resell, sublicense or provide the Service to third parties except as expressly permitted;
• reverse engineer or copy the Service except to the extent permitted by law.

6. Customer Data and ownership

You own your Customer Data. You grant us a limited licence to host, process and use it solely to provide and support the Service. You are responsible for the accuracy of your Customer Data and for ensuring you have the right to provide it to us (including a lawful basis to process any personal data it contains, for which you act as controller and we act as processor — see our Privacy Policy). You can export your data while your Account is active.

7. Subscriptions, billing and payment

• Plans & terms. Subscriptions are offered on monthly or annual terms at the prices shown at sign-up (annual plans are billed for the year). Prices exclude VAT unless stated.
• Payment. Payments are processed securely by Stripe. By subscribing you authorise us (via Stripe) to charge your payment method for the recurring fee.
• Auto-renewal. Subscriptions renew automatically at the end of each term unless cancelled before renewal.
• Cancellation. You may cancel at any time from your billing settings; cancellation takes effect at the end of the current paid term, and you keep access until then.
• Refunds. Fees already paid are non-refundable except where required by law or expressly agreed in writing.
• Price changes. We may change prices; changes apply from your next renewal and we will give reasonable advance notice.
• Non-payment. If payment fails, we may, after reasonable attempts to collect, place the Account into a read-only state or suspend it. Your compliance records remain viewable and exportable during a read-only state.

8. Plan limits and fair use

Each plan includes limits (for example on assets and users) and a set of features. We may apply these limits to new activity; existing data is never deleted because of a limit. Excessive use that threatens the stability or security of the Service may be subject to reasonable controls.

9. Intellectual property

The Service, including its software, design, and content (excluding Customer Data), is owned by RenewFlow and protected by intellectual property laws. We grant you a non-exclusive, non-transferable right to use the Service during your subscription. All rights not expressly granted are reserved.

10. Confidentiality

Each party may receive confidential information from the other. Both parties agree to protect such information and use it only to perform under these terms, except where disclosure is required by law.

11. Availability and support

We use reasonable efforts to keep the Service available and to provide support by email. We may carry out maintenance, ideally with notice for planned work. Specific service-level commitments apply only where agreed in a separate Enterprise agreement.

12. Warranties and disclaimers

We provide the Service with reasonable skill and care. Otherwise, to the extent permitted by law, the Service is provided "as is" and we disclaim all other warranties, whether express or implied. RenewFlow is a tool to help you manage compliance; it does not replace your own legal, regulatory and professional responsibilities, and you remain responsible for the decisions you make using it.

13. Limitation of liability

Nothing in these terms excludes or limits liability that cannot be excluded by law (including for death or personal injury caused by negligence, or for fraud). Subject to that, neither party is liable for indirect or consequential loss, loss of profit, revenue, goodwill or data; and our total aggregate liability arising out of or in connection with these terms is limited to the fees you paid to us in the 12 months before the event giving rise to the claim.

14. Indemnity

You will indemnify RenewFlow against claims, losses and costs arising from your Customer Data, your use of the Service in breach of these terms, or your breach of applicable law.

15. Term, suspension and termination

These terms apply while you have an Account. Either party may terminate for material breach not remedied within a reasonable period. We may suspend access where necessary to protect the Service or comply with law. On termination, your right to use the Service ends; you may export your data beforehand, and we will delete or retain data in line with our Privacy Policy.

16. Changes to these terms

We may update these terms from time to time. We will update the "last updated" date and, for material changes, take reasonable steps to notify account administrators. Continued use after changes take effect constitutes acceptance.

17. Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except that either party may seek injunctive relief in any competent court.

18. Contact

Questions about these terms: hello@therenewflow.co.uk. For billing queries: billing@therenewflow.co.uk.

RenewFlow is a product of MINDSRIVE LTD, registered in England and Wales (Company No. 17241969). Registered office: 128 City Road, London, EC1V 2NX, United Kingdom.