SF Resolve Flow
Legal page

Terms & Conditions

These terms govern access to and use of the SF Resolve Flow website, workspace, client portal, document area, request tools, messaging features, calendars and related services.

1. Acceptance of these terms

By accessing or using the SF Resolve Flow website, workspace, client portal or any related service, you agree to be bound by these Terms & Conditions. If you are using the service on behalf of a company, partnership, sole trader, charity or other organisation, you confirm that you have authority to bind that organisation, and references to "you" include that organisation and its authorised users.

If you do not agree to these terms, you must not access or use the service.

2. About the service

"SF Resolve Flow", "we", "our", and "us" refer to the operator of this website and platform.

This service is provided as a digital workspace for managing client requests, meetings, documents, and related workflows.

Further business details may be provided upon request or within formal agreements where applicable.

3. The service

SF Resolve Flow provides a digital workspace that may include request handling, document sharing, client communication tools, meeting request tools, record keeping, task flow support, status tracking, workspace access and other related features we make available from time to time.

Unless we expressly agree otherwise in writing, the service is a software and workflow platform only. It is not a law firm, regulated adviser, accountant, insurer, escrow provider, archiving provider, or emergency-critical system.

We may improve, modify, suspend, remove or add features at any time where reasonably necessary to develop, secure, maintain or improve the service.

4. Eligibility and business use

The service is intended primarily for business and professional use. You must be at least 18 years old and legally capable of entering into a binding contract.

If you make the service available to your own clients, staff, contractors or contacts, you are responsible for ensuring they use it in accordance with these terms.

5. Accounts and security

  • You must provide accurate, complete and up-to-date information when creating an account or workspace.
  • You are responsible for all activity carried out through your account, organisation workspace and invited user access.
  • You must keep login details confidential and use reasonable security measures, including strong passwords.
  • You must tell us promptly at hello@sfresolveflow.co.uk if you suspect unauthorised access or a security incident.
  • We may suspend access where we reasonably believe an account, workspace or document area is being misused or is no longer secure.

6. Customer responsibilities

You agree that you are solely responsible for:

  • the legality, accuracy, quality and integrity of all information, files, communications and documents you upload, submit, store or share;
  • obtaining all permissions, notices, lawful bases, consents and internal approvals needed for your use of the service and for any personal data you input;
  • checking all outputs, statuses, notes, reminders and records before relying on them;
  • maintaining your own backup copies of any important records or documents;
  • deciding whether the service is suitable for your workflow, sector, compliance needs and risk level; and
  • your own relationship, contract, advice, service delivery and dispute handling with your clients, customers or counterparties.

Unless expressly agreed in writing, you must not use the service as your sole or fail-safe archive, legal record repository, emergency communications channel or business continuity system.

7. Acceptable use

You must not, and must not allow others to:

  • use the service unlawfully or fraudulently;
  • upload or share defamatory, infringing, abusive, obscene, discriminatory or harmful material;
  • upload malware, ransomware, malicious code or anything designed to impair or disrupt the service;
  • probe, scan, reverse engineer, decompile, scrape, mirror or attempt to access non-public parts of the service except where the law cannot restrict that right;
  • use the service to spam, harass, phish, impersonate, or send unauthorised marketing communications;
  • upload personal data, confidential material or regulated information where you do not have authority to do so;
  • use the service in a way that could damage our reputation, systems, users or legal position; or
  • resell, sublicense, white-label or commercially exploit the service without our prior written permission.

We may remove content or suspend access where we reasonably consider it necessary to protect the service, comply with law, investigate misuse or reduce risk.

8. Data protection and privacy

We will handle personal data in accordance with our Privacy Policy and, where relevant, our Cookie Policy. Those documents form part of how the service operates and should be read alongside these terms.

Where you upload or otherwise provide personal data through the service, you confirm that you have a lawful basis and all necessary rights and notices in place. You remain responsible for the lawfulness of the personal data you input.

Unless we expressly agree otherwise in writing, you must not upload special category data, criminal offence data, patient records, banking credentials, card data, government ID scans or other highly sensitive material beyond what is reasonably necessary for the service.

If a separate data processing agreement applies between us, that agreement will take precedence to the extent of any conflict on data protection matters.

9. Customer content, documents and portal storage

You retain ownership of your original content, documents, files, notes and data. You grant us a non-exclusive, worldwide, royalty-free licence to host, copy, store, transmit, reformat, back up and otherwise process that content only as reasonably necessary to provide, secure, maintain and improve the service and to comply with law.

You warrant that your content does not infringe the rights of any third party and does not breach any law, duty of confidence, data protection obligation or contractual restriction.

The service is provided as an operational workspace for the sharing, review, coordination and management of documents connected with live requests, meetings, workflows, communications and ongoing service activity. Unless we expressly agree otherwise in writing, the service is not intended to function as a permanent, indefinite or fail-safe archive or long-term record repository.

You are responsible for downloading, exporting and retaining your own important records, final documents and official business files within your own internal systems, folders or record-keeping processes.

To keep the workspace organised, secure and suitable for active operational use, we may remove, restrict access to, or make unavailable from the live workspace any temporary, duplicate, draft, replaced, superseded, inactive or older files, records or content, particularly where they are no longer reasonably required for current service activity, platform performance, storage management, security, legal compliance or plan limits.

Where storage usage, document volume, download activity or overall platform usage becomes unusually high, excessive or materially above standard operational use for the relevant plan, we may apply reasonable technical limits, require content housekeeping, move the customer to a higher plan, require an additional storage or usage arrangement, or take other reasonable steps to protect the service and its users.

We are not responsible for reviewing all content uploaded by users, and we do not guarantee that any content, category, status label or stored record is complete, correct, enforceable or suitable for your legal or commercial purposes.

10. Intellectual property

We and our licensors own all intellectual property rights in the service, including the website, interface design, software, source code, structure, functionality, branding, graphics, databases and underlying materials, excluding your own content.

Subject to your compliance with these terms and payment of any applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the service for your internal business purposes.

You must not remove branding, copyright notices or proprietary notices from the service unless we expressly permit it.

11. Fees and payment

If any paid plan, subscription, setup fee, project fee or other charge applies, you agree to pay the fees stated on the website, proposal, invoice, onboarding page or other written pricing document we issue.

  • Fees are due in the currency and on the dates stated by us.
  • Unless stated otherwise, fees are exclusive of VAT and any other applicable taxes.
  • Late payment may result in suspension, restricted access, cancellation of future onboarding or interest where lawful.
  • Unless we state otherwise in writing, fees are non-refundable once the relevant access period or setup work has begun.
  • We may change future pricing by giving reasonable notice. Price changes do not affect periods already paid for.
  • If you dispute an invoice, you must notify us promptly and in good faith with reasonable detail.
  • Where relevant, plan allowances, fair use expectations, storage handling and usage limits may be described on the website, pricing page, onboarding materials, proposal or other written service documentation issued by us.

12. Availability, maintenance and changes

We aim to provide the service with reasonable skill and care, but we do not guarantee uninterrupted, error-free or fully secure operation at all times.

The service may be unavailable from time to time due to maintenance, updates, internet failures, hosting issues, third-party outages, security events or causes outside our reasonable control.

We may carry out maintenance, release updates, patch vulnerabilities, change features and alter technical requirements where reasonably necessary. You are responsible for maintaining compatible devices, browsers, internet access and internal systems.

Any feature marked beta, preview, pilot, trial or similar is provided on an "as available" basis and may be changed, suspended or removed at any time.

13. Third-party services

The service may integrate with or rely on third-party tools, hosting providers, analytics, document viewers, payment processors, communication services or calendar systems. We are not responsible for third-party products, websites or services, or for their availability, content, security or terms.

Your use of third-party services may be subject to separate third-party terms and privacy policies.

14. Confidentiality

Each party may receive confidential information from the other. The receiving party must use the other party's confidential information only as needed for the permitted purpose and must not disclose it to any third party except to staff, contractors, professional advisers or subprocessors who genuinely need to know it and are bound by appropriate confidentiality obligations.

This clause does not apply to information that is already public through no fault of the receiving party, was lawfully known to the receiving party before disclosure, is independently developed, or must be disclosed by law, court order or regulatory requirement.

15. No legal, tax or professional advice

SF Resolve Flow provides software, workflow support and administrative tooling only. Nothing in the service, website, portal, templates, categories, status labels, notifications or communications constitutes legal, tax, accounting, regulatory, insurance, HR or other professional advice.

16. Disclaimers

To the fullest extent permitted by law, the service is provided "as is" and "as available". We do not warrant that the service will meet all of your requirements, deliver any specific business result, be suitable for a particular purpose, or operate without delay, interruption or minor defects.

You acknowledge that software and online services cannot be guaranteed to be completely secure or error-free, and that you should maintain proportionate internal checks and backups.

17. Limitation of liability

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be excluded or limited.

Subject to the paragraph above, we will not be liable for any:

  • loss of profit, revenue, business, contracts, goodwill, reputation, data, anticipated savings or opportunity;
  • business interruption, wasted management time or cost of procurement of substitute services;
  • indirect, consequential or special loss; or
  • loss arising from your failure to keep backups, use the service lawfully, configure access correctly or verify information before acting on it.

Subject to the first paragraph of this clause, our total aggregate liability arising out of or in connection with the service, whether in contract, tort (including negligence), breach of statutory duty or otherwise, will not exceed:

  • the total fees actually paid by you to us in the 3 months before the event giving rise to the claim; or
  • where no fees have been paid, a maximum of £100.

You agree that these limitations are reasonable in light of the nature and pricing of the service.

18. Indemnity

You will indemnify and keep us indemnified against all losses, liabilities, damages, costs and expenses (including reasonable legal and professional costs) arising from or in connection with:

  • your content, documents, data or communications;
  • your breach of these terms;
  • your unlawful use of the service;
  • your infringement of any third-party rights; or
  • any claim by your users, clients, customers, staff or counterparties relating to your use of the service.

19. Suspension and termination

We may suspend or terminate your access immediately, with or without notice, if:

  • you breach these terms;
  • we reasonably suspect unlawful activity, fraud, abuse, security risk or misuse;
  • payment is overdue;
  • we are required to do so by law, regulation, court order or a competent authority; or
  • continuing to provide the service would expose us or others to material risk.

You may stop using the service at any time. Where a paid plan applies, any minimum term or notice period we have agreed will continue to apply.

20. Effect of termination

On termination or expiry, your right to use the service ends immediately. We may delete, restrict access to, or permanently anonymise content and account data after a reasonable post-termination period, unless we are required to keep it by law or agreed otherwise in writing.

It is your responsibility to export, download or retrieve any content you need before termination or during any access period we may offer.

Clauses which by their nature should continue after termination will continue, including clauses relating to fees owed, confidentiality, intellectual property, liability, indemnity, governing law and dispute resolution.

21. Force majeure

We will not be liable for delay or failure to perform caused by events outside our reasonable control, including internet outages, denial-of-service attacks, pandemics, industrial disputes, government action, utility failures, fire, flood, severe weather, civil unrest or failure of third-party infrastructure.

22. General terms

  • Entire agreement: These terms, together with any pricing document, service description, privacy policy, cookie policy and data processing agreement that applies, form the entire agreement between us in relation to the service.
  • No waiver: A delay or failure to enforce any right does not waive that right.
  • Severability: If any provision is found unenforceable, the remaining provisions will continue in full force.
  • Assignment: You may not assign or transfer your rights or obligations without our prior written consent. We may assign, transfer or subcontract our rights and obligations as part of a reorganisation, sale, outsourcing or business transfer.
  • Variation: We may update these terms from time to time. The latest version published on the website will apply from the date stated on it. For material adverse changes to paid services, we will aim to give reasonable notice.
  • No partnership: Nothing in these terms creates a partnership, agency, employment or fiduciary relationship between the parties.
  • Third-party rights: A person who is not a party to these terms has no right to enforce them except where the law provides otherwise.

23. Governing law and jurisdiction

The courts of England and Wales will have exclusive jurisdiction, unless applicable law requires otherwise.

24. Contact

For legal notices, questions or complaints about these terms, contact:

Email - hello@sfresolveflow.co.uk