Terms of Service

1. Introduction

These Terms of Service (“Terms”) govern your use of the PlantFlow platform (“PlantFlow”, “the Service”, “we”, “us”), provided by PlantFlow, a company based in the United Kingdom. By creating an account, subscribing to a plan or otherwise using the Service, you agree to these Terms.

PlantFlow has two main user categories. Different sections of these Terms apply to each:

• Hire Companies (Tenants) – plant and machinery hire businesses that subscribe to PlantFlow to manage their fleet, customers, inspections and invoicing.
• End Customers – individuals or businesses that hire equipment from a Hire Company through the PlantFlow customer portal or a tenant’s public storefront.

2. Accounts and eligibility

• You must be at least 18 years old and able to enter into a binding contract.
• You agree to provide accurate registration details and to keep them up to date.
• You are responsible for keeping your password confidential and for all activity that occurs under your account.
• You must notify us immediately at [email protected] if you suspect unauthorised access.

3. SaaS subscription terms (Hire Companies)

3.1 Subscription and billing

• PlantFlow is offered on a monthly subscription. The active subscription tier, equipment quantity and unit price are shown in your billing settings.
• Subscription quantity is calculated from the number of active (non-archived) equipment items in your fleet and is synchronised to Stripe automatically.
• Payments are processed by Stripe. By subscribing you agree to Stripe’s services agreement.
• Subscriptions renew automatically each billing period until you cancel via the Stripe Customer Portal.

3.2 Free trials and pricing changes

Where a free trial is offered, you may be required to provide payment details before access is granted. Pricing for paid plans may change on at least 30 days’ notice.

3.3 Cancellation and downgrades

• You may cancel at any time. Cancellation takes effect at the end of the current billing period.
• Fees already paid are non-refundable except where required by law or expressly stated in your order form.
• On cancellation, your workspace becomes read-only for 30 days, after which tenant data is permanently deleted in line with our Privacy Policy.

3.4 Tenant responsibilities

As a Hire Company using PlantFlow, you agree that you:

• act as the data controller for personal data you upload (including your customers’ details) and have a lawful basis to process it;
• will publish your own privacy notice to your end customers explaining how you use their data within PlantFlow;
• will keep equipment listings, prices, availability and service records accurate;
• will respond promptly to hire requests and to any subject access or deletion requests from your end customers;
• remain solely responsible for the legal compliance of the hire contracts you enter into with your customers, including PUWER / LOLER, insurance and any terms specific to your industry.

4. Customer portal terms (End Customers)

• When you create a customer account on the portal of a Hire Company that runs on PlantFlow, your contract for the hire of equipment is with that Hire Company, not with PlantFlow.
• PlantFlow only provides the software through which the Hire Company manages requests, invoices and inspections. Disputes about pricing, condition, delivery, damage and refunds must be raised with the Hire Company directly.
• You must provide accurate site addresses, contact details and any required operator credentials when submitting a hire request.

5. Acceptable use

You must not, and must not allow others to:

• use PlantFlow for any unlawful purpose or in breach of any applicable laws or regulations;
• upload viruses, malware, scraping bots or any other malicious code;
• attempt to gain unauthorised access to any part of the Service, another tenant’s workspace, or its underlying systems;
• reverse engineer, decompile or attempt to extract the source code of PlantFlow;
• resell, sublicense or make the Service available to any third party except as expressly permitted in writing by PlantFlow;
• upload personal data of any individual without a valid lawful basis under UK GDPR.

We may suspend or terminate accounts that breach these rules. Where the breach is serious, we may do so without prior notice.

6. Intellectual property

PlantFlow, its branding, software, documentation and design are owned by PlantFlow and protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable licence to use the Service for the duration of your subscription, subject to these Terms.

You retain ownership of the content you upload (equipment data, photos, customer records). You grant PlantFlow a licence to host, copy, process and display that content as required to provide the Service.

7. Service availability and support

We aim to provide the Service with reasonable skill and care and to maintain high availability. We do not guarantee that the Service will be uninterrupted or error-free. Scheduled maintenance and emergency patches may occur from time to time.

Support is provided by email at [email protected].

8. Limitation of liability

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud, or for any other liability that cannot lawfully be excluded.

Subject to the paragraph above:

• PlantFlow is not liable for the hire contracts between Hire Companies and their End Customers, the condition of any equipment, on-site safety, damage to property or any direct relationship between Hire Companies and their customers.
• We will not be liable for any loss of profit, loss of business, loss of goodwill, loss of anticipated savings, or any indirect or consequential loss.
• Our total aggregate liability to a Hire Company in any 12-month period will not exceed the fees paid by that Hire Company to PlantFlow in the 12 months immediately before the event giving rise to the claim.
• For End Customers, where no fees are paid directly to PlantFlow, our total aggregate liability is limited to £100.

9. Indemnity

If you are a Hire Company, you agree to indemnify PlantFlow against any losses, damages, costs and claims arising from (a) your breach of these Terms, (b) the content you upload to PlantFlow, or (c) the hire arrangements you enter into with your End Customers.

10. Suspension and termination

• Either party may terminate this agreement on 30 days’ written notice. Hire Companies can self-serve cancellation through the Stripe Customer Portal.
• We may suspend the Service immediately if we reasonably believe you have breached Section 5 (Acceptable use) or have unpaid invoices that are more than 14 days overdue.

11. Changes to these Terms

We may update these Terms from time to time. We will notify Hire Companies by email at least 30 days before any material change takes effect. Continued use of the Service after the effective date is acceptance of the new Terms.

12. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these Terms or the Service.

13. Contact

Questions about these Terms can be sent to [email protected].