Last updated: 11 November 2026
These terms are an agreement between the business that signs up (the "shop", "you") and [company name] Ltd, company number [number], registered office [registered office address] ("we", "us"), who provide ShopFlow. By creating an account you confirm you are signing up for a business, not as a consumer, and that you can accept these terms for that business.
ShopFlow is online software that helps you manage stock, expiry dates, orders, suppliers, bills, waste, checks, staff rotas, expenses and reports. It is a management aid: you remain responsible for food safety, health and safety, employment and tax law, payroll, VAT returns and your business decisions. Figures such as profit and VAT are estimates from the information you enter – check them with your accountant.
Each new shop gets a 14-day free trial with no card needed. After that the subscription is £29 / month per shop, paid monthly in advance by card through Stripe, and renews each month until cancelled. If you add more than one shop, each shop has its own subscription. Optional extras (such as the AI assistant add-on) are charged as shown when you buy them. If we are registered for VAT, VAT is added where it applies and shown on your invoice.
You can cancel at any time from Settings → Manage billing. You keep full access until the end of the month you have paid for, and we don't refund part months. If a payment fails or the trial ends without a subscription, your shop becomes read-only: you can still see and export everything, but not make changes, until you subscribe.
We will give you at least 30 days' notice by email before changing your price. You can cancel before the new price starts.
Keep passwords safe and give each person their own login. You are responsible for what people you add to your shop do in it, and for removing people who leave.
You own the information you put into ShopFlow. You give us permission to store and process it only to provide and support the service. You can export it at any time, and when you delete your shop it is deleted as described in our Privacy policy. We may use anonymous, combined statistics (that cannot identify you or your shop) to improve the service.
Where your shop's information includes personal data (for example staff details or supplier contacts), you are the controller and we are your processor. We will: only process it on your instructions as set out in these terms; keep it confidential and make sure our staff are bound by confidentiality; keep it secure; only use the sub-processors listed in our Privacy policy, and tell you before adding new ones so you can object; help you respond to requests from individuals and meet your security obligations; tell you without undue delay if we become aware of a breach affecting your data; delete it when the service ends (unless the law requires us to keep it); and give you the information you reasonably need to show these terms are being met.
Don't misuse the service, try to get into other shops' data, overload our systems, resell the service, or use it for anything unlawful. We may suspend an account that does, and will tell you why.
We aim to keep ShopFlow available at all times and to back it up daily, but we can't guarantee it will never be interrupted, for example during maintenance or a problem at our hosting provider. Support is by email at [contact email]; we aim to reply within one working day.
Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot legally be limited. Otherwise, our total liability to you in any 12 months is limited to the fees you paid us in those 12 months, and we are not liable for indirect or consequential loss, or for loss of profit, sales, stock or business. Third-party services (for example your till, suppliers, Stripe, map, email or text-message providers) are outside our control.
You can end it at any time by cancelling and deleting your shop. We can end it with 30 days' notice by email, or straight away if you seriously break these terms. When it ends, you can export your data before deleting your shop.
We may update these terms and will email you at least 30 days before important changes. These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.