Terms & Conditions

1. Terms of Service

Effective Date: 2025-12-08

Service: CertFlow

These Terms of Service explain how CertFlow can be used. By creating an account or accessing the platform, you agree to these terms.

1. Access to the Service

• You must be at least 18 years old to use CertFlow.

• You must provide accurate registration information.

• CertFlow grants you a non exclusive, revocable right to use the platform during your subscription.

• You are responsible for keeping login credentials secure.

• You must ensure users within your organisation follow these terms.

2. Acceptable Use

You must not

• Use CertFlow for unlawful activities

• Attempt to gain unauthorised access to any part of the system

• Upload harmful, offensive or illegal material

• Interfere with the performance of the platform

• Reverse engineer or attempt to copy source code

CertFlow may suspend or terminate accounts that violate these terms.

3. Subscription and Billing

• Access requires an active subscription unless you are on an approved free plan.

• Fees are charged according to your selected package.

• Pricing may be updated with reasonable notice.

• Subscriptions auto renew unless cancelled.

• Failure to pay may result in suspended access.

4. Data Ownership

• You retain ownership of all data entered into CertFlow.

• CertFlow stores and processes your data only for service delivery, support and legal compliance.

• CertFlow will never sell your data.

5. Availability and Service Level

CertFlow aims to provide a stable, secure and reliable service.

Although every effort is made to minimise disruption, uninterrupted access cannot be guaranteed.

Planned maintenance may occur from time to time with reasonable notice.

6. Support

Support is available by email at support@certflow.co.uk and through in app messaging where provided.

Support is offered during business hours, excluding weekends and public holidays.

7. Termination

You may cancel your subscription at any time.

When cancelled

• Access continues until the end of your current billing period

• You may request a complete data export

• Data is deleted after the retention period unless required for legal purposes

CertFlow may terminate service for non payment or breach of these terms.

8. Limitation of Liability

CertFlow is provided on an as is basis.

To the fullest extent permitted by law

• CertFlow is not liable for indirect losses, lost profits, loss of data, or business interruption

• CertFlow’s total liability will not exceed the amount paid for the service in the previous 12 months

9. Changes to These Terms

CertFlow may update these terms when required.

The latest version will always be available on the website.

10. Governing Law

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

Any disputes will be handled by the courts in that jurisdiction.

2. Cookie Policy

Effective Date: 2025-12-08

CertFlow uses cookies to operate the platform, improve performance and maintain secure access. This policy explains how we use cookies and how you can control them.

1. What Cookies Are

Cookies are small text files stored on your device. They help websites function correctly and securely.

2. Types of Cookies Used

2.1 Essential Cookies

Required for

• Secure login

• Session management

• Basic platform functionality

These cookies are necessary for CertFlow to operate.

2.2 Performance and Analytics Cookies

Used to

• Monitor usage

• Identify technical issues

• Improve speed and reliability

These cookies help us understand how the platform is used.

2.3 Preference Cookies

Store user settings and interface preferences.

CertFlow does not use cookies for advertising.

3. Third Party Cookies

Some cookies are set by trusted third party services that support

• Authentication

• Payment processing

• Analytics

These providers maintain strict security and data protection standards.

4. Managing Cookies

You can manage or delete cookies through your browser settings.

Blocking essential cookies may prevent CertFlow from working correctly.

5. Policy Updates

CertFlow may update this Cookie Policy if practices change. The latest version will be available on the website.

3. Customer Contract Wording for Onboarding

This wording can be included in onboarding packs, welcome emails or customer agreements. It sets clear expectations with new users subscribing to CertFlow.

CertFlow Customer Agreement Summary

This agreement is between CertFlow and the subscribing organisation.

By creating an account and accessing the platform, your organisation agrees to the Terms of Service, Privacy Policy and Cookie Policy available at www.certflow.co.uk.

1. Service Provided

CertFlow provides a cloud based inspection and asset management platform that supports

• LOLER inspections

• PUWER inspections

• Breakdown reporting

• Maintenance reporting

• Scheduling and due date tracking

• Asset registry management

• Client portal access

• Secure data hosting

• Standard support during business hours

2. Customer Responsibilities

Your organisation agrees to

• Ensure users comply with the Terms of Service

• Provide accurate account and billing information

• Maintain control of login details

• Use the platform legally and responsibly

• Pay subscription fees on time

All data entered into CertFlow remains the responsibility of the customer.

3. Fees and Billing

Subscription fees are charged according to the selected plan.

Billing terms are set out in the subscription portal or proposal.

Late or non payment may result in suspended access.

4. Data Ownership and Access

Customers retain full ownership of all data they upload.

CertFlow accesses customer data only for support, troubleshooting, platform maintenance or legal compliance.

Customers may request a complete data export at any time.

5. Termination

Customers may cancel their subscription at any time.

Access remains active until the end of the billing cycle.

Data will be deleted after the retention period unless requested otherwise.

CertFlow may suspend or terminate access for misuse or breach of terms.

6. Liability and Warranty

CertFlow provides the service with reasonable skill and care.

CertFlow is not responsible for indirect loss, lost profits, lost data or business interruption.

Liability is limited to the subscription fees paid during the previous 12 months.

7. Governing Law

This agreement is governed by the laws of England and Wales.

Any disputes will be handled by the courts in that jurisdiction.