Datopia Flow Terms of Service

These Terms are supplemented by the Datopia Flow Privacy Notice, Datopia Flow Data Processing Agreement, Service Provider and Sub-processor List, and any applicable Partner Sharing Data Sharing Agreement. If there is a conflict, the Data Processing Agreement takes priority for Datopia's processing of customer-controlled personal data on behalf of a Flow customer.

Datopia Flow is designed for jewellery, watch, repair, workshop, retail, and related trade businesses that need to record, track, update, and manage repair jobs and associated customer or partner information.

You must only use Flow for lawful business purposes and in a way that is compatible with these Terms, the related legal documents, and any reasonable instructions we provide.

The person or business creating the account is responsible for the account, users, permissions, data entered into Flow, and activity carried out through the account.

Account owners and admins are responsible for:

• keeping login details secure;
• choosing appropriate user permissions;
• removing access when staff or contractors leave;
• checking customer, job, pricing, estimate, parcel, and partner information before relying on it;
• ensuring they have a lawful basis to store and share personal data in Flow.

Flow packages may include limits on users, sites, job volumes, images, document uploads, partner sharing, features, or other usage. Current package details are shown on the Flow pricing page or in your account.

We may update package features, limits, and names over time. If a change materially reduces the package you are already paying for, we will take reasonable steps to notify you.

Paid Flow subscriptions are billed in advance on a recurring basis unless stated otherwise. Prices are shown excluding VAT unless expressly stated.

Your subscription renews automatically until cancelled. You can cancel through the billing tools made available to you or by contacting Datopia where self-service cancellation is not available.

Cancellation stops future renewal charges. Unless required by law or agreed by Datopia in writing, payments already made are non-refundable and your access continues until the end of the current paid billing period.

If you subscribe during a Datopia Flow launch offer period, you may receive a reduced subscription fee compared with our standard package pricing.

While your subscription remains active and your account remains in good standing, Datopia intends that your launch offer subscription fee will remain lower than the standard subscription fee for the equivalent package.

The launch offer does not guarantee that your exact subscription fee will remain fixed indefinitely. We do not currently plan routine launch-offer price increases, but we may increase subscription fees where reasonably necessary, including because of inflation, changes in CPI, RPI, taxes, third-party service costs, hosting costs, payment processing costs, security requirements, support costs, expanded functionality, or other material changes in the cost or value of providing Datopia Flow.

If you cancel, fail to pay, downgrade, move package, or otherwise lose launch-offer eligibility, you may lose launch offer pricing. If you later resubscribe, our then-current standard pricing may apply.

Flow uses Stripe for secure checkout, payment details, invoices, subscription billing, and billing management. Card details are handled by Stripe and are not stored by Datopia Flow. Your use of Stripe-hosted checkout or billing tools may also be subject to Stripe's own terms and privacy notices.

We aim to provide a reliable service, but Flow is provided without any guarantee of uninterrupted or error-free availability. Flow may be unavailable or affected by maintenance, downtime, bugs, errors, internet disruption, third-party service issues, hosting issues, security work, or other operational problems.

We will use reasonable efforts to restore service and correct material issues where practical, but we do not guarantee that all data loss, interruption, or errors can be prevented or recovered.

Flow helps you organise job and customer information, but it does not replace professional judgement or operational checks. You are responsible for checking job details, customer details, pricing, estimates, due dates, parcel information, partner sharing settings, and any other data before relying on it or sending it to a customer, partner, courier, insurer, or other third party.

You must not use Flow to:

• break the law or infringe another person's rights;
• upload malicious code, attempt unauthorised access, or interfere with the service;
• store or share data you do not have the right to use;
• send unlawful, misleading, abusive, or harmful communications;
• reverse engineer, scrape, overload, resell, or misuse the service;
• attempt to bypass package limits, security controls, or billing controls.

Datopia acts as controller for its own Flow account, billing, support, security, legal, and business administration data. Datopia normally acts as processor for customer, job, and repair data entered into Flow by business customers. Flow customers are normally controllers for the data they enter into Flow.

Flow customers are responsible for lawful basis, transparency, accuracy, minimisation, retention, permissions, partner sharing decisions, and responding to data subject requests where they are controller. Flow customers must ensure their own privacy notices explain their use of Datopia Flow and partner sharing where required.

Datopia's processor obligations are set out in the Datopia Flow Data Processing Agreement.

Datopia will only access customer-controlled Flow data where reasonably necessary to provide, maintain, secure, troubleshoot, support, improve, or administer Flow; to investigate suspected misuse; to comply with law; or where requested or authorised by the customer.

Datopia will not use customer-controlled Flow data to train AI models or for unrelated advertising, direct marketing, customer list building, or wider commercial exploitation.

Datopia will maintain a reasonable incident response process and will notify affected Flow customers without undue delay where Datopia becomes aware of a personal data breach affecting personal data processed on their behalf.

Flow customers must not intentionally upload special category data, criminal offence data, payment card data, identity documents, or other unusually sensitive personal data unless strictly necessary, lawful, transparent, and agreed with Datopia where required.

We may suspend or terminate access to Flow if:

• payment is overdue;
• we reasonably believe the account is being misused;
• there is a security, legal, operational, or data protection risk;
• you materially breach these Terms;
• continued access could harm Datopia, Flow, another customer, or a third party.

Where practical, we will try to give notice before suspension or termination, but we may act immediately where needed to protect the service, data, users, or third parties.

Nothing in these Terms limits liability where it would be unlawful to do so.

To the fullest extent permitted by law, Datopia will not be liable for indirect, consequential, special, incidental, punitive, lost profit, lost revenue, loss of goodwill, loss of business opportunity, business interruption, or similar losses arising from or connected with Flow.

To the fullest extent permitted by law, Datopia's total liability connected with Flow is limited to the amount you paid for Flow in the three months before the event giving rise to the claim.

We may update these Terms from time to time. If we make material changes, we will take reasonable steps to notify users or account owners. Continued use of Flow after updated terms take effect means you accept the updated terms.

These Terms are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction over disputes arising from or connected with these Terms or your use of Datopia Flow, except where applicable law requires otherwise.