FlowRota Terms & Conditions
Welcome to FlowRota (“we”, “us”, “our”). These Terms & Conditions (“Terms”) govern your use of our platform, including the FlowRota web app, iOS and Android mobile apps, and our website https://www.flowrota.com .
By using or accessing FlowRota, you agree to these Terms. If you do not agree, please discontinue use of our Service.
1. Business Information
FlowRota is a trading name of James Wheldon
- Email: contact@flowrota.com
2. Eligibility
You must be at least 16 years old to use FlowRota. By creating an account, you confirm that you are authorised to act on behalf of your organisation (if applicable).
3. Use of the Service
- Use FlowRota only for lawful business purposes.
- Do not attempt to copy, reverse engineer, or modify the software.
- Do not upload viruses, spam, or malicious content.
- Comply with all local employment, privacy, and data protection laws.
4. Accounts and Security
You are responsible for maintaining the confidentiality of your login credentials and account activity. Notify us immediately if you suspect unauthorised access.
5. Subscriptions and Billing
FlowRota operates on a subscription basis. All payments, billing, and invoicing are handled by Paddle — our Merchant of Record.
- Paddle manages payments, issues invoices, and collects applicable taxes (VAT/GST).
- Subscriptions renew automatically unless cancelled before the next billing date.
- You can cancel via the Paddle receipt link or through your FlowRota account billing settings.
- Refunds are handled by Paddle in line with UK and EU consumer laws. See our Refund Policy .
6. Free Trials
We may offer free trials for limited durations. At the end of a trial, paid subscriptions begin automatically unless cancelled beforehand.
7. Data Protection and Privacy
We comply with the UK GDPR, EU GDPR, and the Data Protection Act 2018. See our Privacy Policy for full details on how we collect, process, and store data.
8. Third-Party Providers
- Paddle — payment processing and invoicing.
- Wasabi — file storage for uploaded documents.
- ImageKit — secure image optimisation and delivery.
9. App Store and Play Store Compliance
When using FlowRota on Apple or Android devices:
- These Terms are between you and FlowRota — not Apple or Google.
- Apple and Google are not responsible for maintenance, support, or refunds.
- You agree to follow the respective Apple App Store Terms and Google Play Developer Distribution Agreement .
- Refunds for in-app purchases follow the App Store or Google Play refund rules.
10. Intellectual Property
FlowRota and its logo, software, and design elements are the property of FlowRota. You may not copy, modify, or redistribute without written consent.
11. Availability and Maintenance
We aim for 99.9% uptime but do not guarantee uninterrupted access. Scheduled maintenance or outages may occur without prior notice.
12. Calculations, Estimates, and User Responsibility
FlowRota provides scheduling, time-tracking, leave management, and working-time calculations based on data entered by users and configurable business rules.
All calculations, reports, and outputs generated by FlowRota are provided for informational and administrative purposes only and do not constitute payroll, legal, tax, or employment advice.
While we take reasonable care to ensure the platform functions as described, we do not guarantee that calculations will be accurate, complete, or suitable for any specific purpose, including but not limited to payroll processing, statutory compliance, holiday entitlement, wage calculations, or working time compliance.
You acknowledge and agree that:
- You are solely responsible for reviewing, verifying, and approving all data, calculations, and outputs before relying on them
- You remain fully responsible for compliance with employment law, payroll obligations, tax reporting, and contractual obligations
- FlowRota is a decision-support and administrative tool and is not a substitute for professional advice or independent verification
13. Limitation of Liability
FlowRota is provided on an “as is” and “as available” basis. To the fullest extent permitted by law, we exclude all warranties, representations, and conditions, whether express or implied.
We shall not be liable for any loss or damage arising from inaccuracies, bugs, configuration errors, system behaviour, or reliance on calculations produced by the Service , including but not limited to:
- Payroll errors
- Underpayment or overpayment of staff
- Breach of employment, working-time, or tax regulations
- Loss of profits, revenue, business, goodwill, or anticipated savings
- Indirect, incidental, or consequential losses
Our total liability to you, whether in contract, tort (including negligence), or otherwise, shall not exceed the total fees paid by you to FlowRota in the twelve (12) months preceding the event giving rise to the claim.
Nothing in these Terms excludes or limits liability for:
- Death or personal injury caused by negligence
- Fraud or fraudulent misrepresentation
- Any liability that cannot be excluded under applicable law
14. Termination
We may suspend or terminate accounts that violate these Terms or cause harm to the platform. You may request data export before closure.
15. Changes to These Terms
We may update these Terms periodically. Continued use of FlowRota after changes take effect constitutes acceptance of the updated Terms.
16. Governing Law
These Terms are governed by the laws of England and Wales. Any disputes shall be resolved exclusively in English courts.
17. Contact
For questions, please contact: contact@flowrota.com