Terms of Service

These Terms of Service govern the supply and use of ServiceFlowOS and any related implementation, hosting, website, domain, email, maintenance or support services supplied by Michael Wood Web & Automation.

A separate quotation, order form, proposal or signed ServiceFlowOS Software Licence & Service Agreement may contain client-specific scope, pricing, dates and included services. Where there is a direct conflict, the signed client-specific agreement will take priority for that client.

1. About ServiceFlowOS

ServiceFlowOS is a hosted business-management platform intended to help trade and service businesses manage customers, contacts, quotations, jobs, invoices, documents, schedules and operational records.

2. Business use

ServiceFlowOS is supplied primarily for business use. The person accepting these terms confirms that they have authority to act for the relevant business or organisation.

3. Implementation and setup

The one-off implementation and setup fee covers the configuration, branding and agreed preparation of the client's ServiceFlowOS installation. The exact work included will be described in the quotation, proposal, order form or contract.

4. Subscription and billing

• The monthly subscription provides continued access to the hosted ServiceFlowOS installation and the services expressly included.
• Subscription fees are billed on the agreed recurring date.
• Any introductory free period will be stated in the applicable offer or agreement.
• Fees must be paid in full without deduction or set-off unless required by law.
• We may review ongoing prices and will provide reasonable advance notice.

5. Cancellation

Unless a client-specific agreement states otherwise, there is no fixed minimum subscription term. Either party may cancel the ongoing subscription by giving at least 30 days' written notice.

6. Software licence

While the subscription is active and all due fees are paid, the client receives a limited, non-exclusive, non-transferable and revocable licence for its authorised staff to use its hosted ServiceFlowOS installation for internal business operations.

The client must not:

• Resell, sublicense, rent or commercially distribute the platform.
• Copy or attempt to extract ServiceFlowOS source code.
• Reverse engineer, decompile or recreate protected parts of the platform.
• Remove ownership notices or misrepresent ownership.
• Allow unauthorised third parties to use its account.

7. Intellectual property

ServiceFlowOS, including its source code, framework, database structure, reusable modules, design system, workflows, branding, documentation and future developments, remains the intellectual property of Michael Wood Web & Automation or the relevant licensor.

The client retains ownership of its business data, logos, content and other materials supplied by it.

8. User accounts and security

• The client controls which staff are authorised to use its account.
• Passwords and authentication details must be kept confidential.
• Accounts must not be shared with unauthorised people.
• The client must promptly remove access for staff who leave.
• Suspected unauthorised access must be reported promptly.

9. Acceptable use

The client must not use the service:

• For unlawful, fraudulent, abusive or misleading activity.
• To infringe privacy, intellectual-property or other rights.
• To upload malicious code or attempt unauthorised access.
• To interfere with performance, security or other clients.
• To send unlawful spam or harmful communications.

10. Client data

The client owns the business information it enters into ServiceFlowOS and remains responsible for its accuracy, lawfulness, quality and use.

The client is the data controller for personal data relating to its customers, staff, suppliers and contacts.

Our processing of client-controlled personal data is further described in the Data Processing Agreement.

11. Data exports and account closure

Before the account closes, the client may request a reasonable export of available business data in a format we can reasonably provide. Custom reports, migrations, data cleaning or transfers may be chargeable.

12. Hosting, SSL and infrastructure

Where hosting is included, the platform or website may be hosted using third-party infrastructure selected by us. We may change infrastructure, configuration or supplier where reasonably necessary for security, performance, continuity or compliance.

13. Existing and new websites

Where website work is separately agreed, its scope will be stated in the relevant quotation or contract. Existing websites may contain legacy code, third-party plugins, licences, errors or security issues that were not created by us.

14. Domains and DNS

Domain registration and renewal fees are separate unless expressly included. The client must provide accurate registration details and cooperate with verification requests.

15. Business email and SMTP

Where email hosting or SMTP delivery is included, mailbox count, storage, addresses and any included period will be stated in the applicable agreement. Additional storage, mailboxes, migration, device setup or support may be chargeable.

Email delivery depends on third-party networks, sender reputation, DNS, recipient systems, spam filtering and user configuration. We cannot guarantee that every message will be delivered.

16. Backups and recovery

We use reasonable backup and recovery arrangements where included. Backups are a risk-reduction measure and are not guaranteed to be complete, current or capable of restoring every item.

17. Support and fair use

Routine support concerning normal use, faults and account administration is included where stated. Support does not include unlimited training, on-site visits, major data work, new modules, bespoke integrations or substantial feature development.

18. Maintenance and changes

We may apply fixes, security updates, maintenance and platform improvements. Features, layouts and workflows may change over time as ServiceFlowOS develops.

19. Availability

We aim to provide a reliable service but do not promise 100% uninterrupted availability.

20. Third-party services

ServiceFlowOS may connect to or rely upon third-party providers, including hosting, email, payment, mapping, analytics, messaging, API and document services.

21. Additional work

Work outside the agreed scope may be separately quoted. General platform improvements do not mean that every client-requested feature or bespoke workflow is included in the subscription.

22. Late and failed payments

Where an invoice or recurring payment is overdue, we may send reminders, pause new work, restrict non-essential support or suspend platform access after reasonable notice.

23. Suspension and termination

We may suspend or terminate access where reasonably necessary because of serious misuse, security risk, unlawful activity, material breach or repeated non-payment.

24. Confidentiality

Each party must take reasonable care to protect confidential business, technical and commercial information received from the other.

25. Liability

We will provide the services with reasonable care and skill. Nothing in these terms excludes liability where exclusion would be unlawful.

To the fullest extent permitted by law, we are not liable for indirect or consequential loss, loss of profit, loss of opportunity, loss caused by inaccurate client data, third-party failure or events outside our reasonable control.

Unless a client-specific signed agreement states a different lawful cap, our total aggregate liability will not exceed the fees paid by the client for the affected service during the 12 months immediately preceding the event giving rise to the claim.

26. Force majeure

Neither party is liable for delay or failure caused by events beyond its reasonable control.

27. Changes to these terms

We may update these terms to reflect legal, security, operational or service changes.

28. Governing law

These terms are governed by the laws of England and Wales.

Contact

Questions about these terms can be sent to hello@serviceflowos.co.uk .