KleanFlo Terms and Conditions

Last updated: 7 June 2026

These Terms and Conditions govern access to and use of KleanFlo. They are intended for business customers and should be read together with any applicable order form, subscription agreement, privacy policy, data processing terms, and written support terms agreed with KleanFlo.

1. Agreement to These Terms

   KleanFlo is a software-as-a-service platform for cleaning operations, including customer and site management, scheduling, quotations, documents, incidents, audits, timesheets, holiday records, payroll support, invoices, reporting, and connected mobile workflows. The Service is operated by KleanFlo Ltd ("we", "us", "our").

   By creating an account, accessing KleanFlo, accepting an order form, or using the Service, you agree to these Terms on behalf of yourself and, where applicable, the business or organisation you represent. If you do not agree, you must not use KleanFlo.

2. Definitions

   • "KleanFlo", "Service", or "Platform" means the KleanFlo web application, mobile applications, APIs, documentation, integrations, and related services.
   • "Customer", "you", or "your" means the business, organisation, administrator, staff user, contractor, or other authorised user using KleanFlo.
   • "Authorised User" means any administrator, employee, supervisor, contractor, customer portal user, mobile app user, or other person you invite, permit, or enable to access KleanFlo or Customer Data.
   • "Customer Data" means information uploaded, entered, imported, generated, or processed by or for you in KleanFlo.
   • "Output" means records, reports, calculations, documents, quotations, payroll exports, holiday balances, invoices, schedules, alerts, or other materials produced or displayed by KleanFlo.

3. Business Use and Authority

   KleanFlo is provided for business and professional use. You represent that you are at least 18 years old and have authority to bind the relevant business or organisation to these Terms.

   You are responsible for deciding who may access your account, what permissions they receive, and whether their use of KleanFlo is appropriate for their role.

   You are responsible for all Authorised Users and for all activity carried out through your account, including activity by staff, supervisors, contractors, customer portal users, mobile app users, and anyone else you allow to access the Service.

4. Account Security and Administration

   You are responsible for keeping account credentials secure, managing user permissions, disabling access when staff leave or change role, managing portal access, and ensuring only authorised users access Customer Data.

   You must notify KleanFlo promptly if you suspect unauthorised access, credential compromise, data loss, or misuse of the Service.

5. Subscriptions, Fees, and Payment

   Subscription fees, billing periods, usage limits, modules, support arrangements, and renewal terms are as stated in the applicable order form, invoice, pricing page, or written agreement.

   Unless agreed otherwise in writing, subscriptions renew for successive billing periods until cancelled. You must give notice of cancellation before the next billing period starts if you do not want the subscription to renew.

   Unless agreed otherwise in writing, fees are payable in advance, exclusive of VAT and other taxes, and non-refundable except where required by law or expressly stated in the applicable order terms.

   Prices, modules, usage limits, per-user charges, per-employee charges, mobile supervisor charges, and subscription plans may be changed with reasonable notice. Any price change will not affect a billing period already paid for unless agreed with you or required by law.

   KleanFlo may suspend access for overdue amounts after reasonable notice. You remain responsible for all fees incurred before suspension or termination.

6. Customer Data and Responsibilities

   You retain ownership of Customer Data. You grant KleanFlo a limited licence to host, copy, process, transmit, display, back up, and use Customer Data as necessary to provide, secure, support, and improve the Service.

   You are responsible for the accuracy, completeness, lawfulness, and suitability of Customer Data, including customer records, site records, staff records, pay grades, working hours, holiday rules, bank holiday settings, quotation assumptions, prices, tax rates, payroll periods, timesheets, integrations, and imported data.

   You must not upload Customer Data unless you have the right to use it in KleanFlo and to permit KleanFlo to process it for the purposes of providing the Service.

   You are responsible for keeping your own copies of business-critical records where required for your operations, contracts, legal obligations, accounting, payroll, employment records, insurance, or regulatory purposes. KleanFlo may take reasonable backup and recovery measures, but we do not guarantee that Customer Data can always be recovered or that no data loss will occur.

7. Calculations, Quotations, Holiday, and Payroll Outputs

   KleanFlo may calculate or assist with quotations, labour costs, management fees, holiday accrual, bank holiday treatment, pay rates, payroll period summaries, timesheet totals, invoice values, and other operational or financial information.

   All such calculations and Outputs are tools to assist your business administration. They are not legal, tax, accounting, payroll, employment, HR, or financial advice. You remain solely responsible for checking Outputs before relying on them, issuing quotations, paying staff, submitting payroll, raising invoices, making employment decisions, or communicating figures to customers, staff, accountants, payroll providers, HMRC, regulators, or any third party.

   You acknowledge that Outputs may be affected by incorrect or incomplete Customer Data, user configuration, local working rules, holiday policies, employment contracts, pay arrangements, bank holiday treatment, statutory changes, third-party integration data, rounding rules, imported spreadsheets, or manual overrides.

   To the fullest extent permitted by law, KleanFlo is not responsible for losses, underpayments, overpayments, invalid quotations, pricing errors, holiday entitlement errors, payroll errors, missed statutory obligations, customer disputes, employment disputes, penalties, interest, professional fees, or other consequences arising from your use of or reliance on unchecked, inaccurate, incomplete, outdated, or misconfigured Outputs.

8. No Professional Advice

   KleanFlo does not provide legal, regulatory, employment, tax, accounting, payroll bureau, financial, health and safety, or professional advisory services. You should obtain advice from an appropriately qualified professional where your use of KleanFlo affects legal compliance, employment rights, tax, payroll, accounting, regulated reporting, or contractual commitments.

9. Acceptable Use

   You must not, and must not allow any user to:

   • use KleanFlo unlawfully, fraudulently, or deceptively;
   • use KleanFlo to harass, discriminate, exploit, or harm others;
   • enter false, misleading, unlawful, or unauthorised data;
   • misrepresent Outputs as independently verified by KleanFlo;
   • attempt to bypass security, permissions, billing, or usage limits;
   • reverse engineer, scrape, copy, resell, or commercially exploit the Service except as expressly permitted;
   • introduce malware, harmful code, excessive load, or disruptive traffic;
   • interfere with the integrity, availability, or performance of KleanFlo;
   • use KleanFlo to process special category, criminal offence, or high-risk data unless you have lawful grounds and appropriate safeguards; or
   • use KleanFlo in any way that could expose KleanFlo, its customers, or users to legal, security, operational, or reputational risk.

10. Third-Party Services and Integrations

    KleanFlo may connect with third-party services such as calendar providers, email providers, accounting platforms, document storage, electronic signature tools, payment providers, mapping services, hosting services, mobile app platforms, or analytics tools.

    Third-party services are not controlled by KleanFlo. Their own terms, availability, permissions, security practices, rate limits, and data handling rules may apply. KleanFlo is not responsible for third-party outages, errors, data loss, delays, changes, unauthorised access, or service discontinuation.

    You are responsible for reviewing and maintaining any connected third-party accounts, permissions, tokens, sync settings, exported data, and downstream use of data sent from KleanFlo.

11. Availability, Maintenance, and Changes

    KleanFlo aims to provide a reliable Service, but we do not guarantee that it will be uninterrupted, error-free, secure, compatible with every device or browser, or available at all times.

    We may update, maintain, suspend, restrict, replace, remove, or modify any part of the Service where reasonably necessary for security, reliability, compliance, product development, or business reasons.

12. Support

    Support is provided according to the support arrangements included in your subscription or agreed in writing. We may need access to account configuration, logs, examples, screenshots, or Customer Data to investigate support issues.

    You should make reasonable efforts to identify and describe support issues before contacting us, and provide enough information for us to investigate, such as affected users, affected records, screenshots, timestamps, examples, browser or device details, and steps to reproduce the issue where available.

    Support does not include professional advice, payroll bureau services, legal compliance checks, data cleansing, or responsibility for decisions made by your users unless expressly agreed in writing.

13. Data Protection and Privacy

    Personal data is handled according to the applicable privacy policy and any data processing agreement agreed with you. You are responsible for providing required privacy notices to your own customers, staff, contractors, and other data subjects whose personal data is processed in KleanFlo.

    You are responsible for ensuring that your use of KleanFlo complies with applicable data protection laws, employment laws, monitoring rules, workplace policies, and internal governance requirements.

14. Confidentiality

    Each party must keep the other party's confidential information confidential and use it only for purposes connected with providing or using KleanFlo. This does not prevent disclosure where required by law, regulation, court order, or a competent authority.

15. Intellectual Property

    KleanFlo and its software, design, workflows, templates, documentation, trade marks, branding, databases, and other materials are owned by KleanFlo or its licensors. Except for the limited right to use the Service during your subscription, no rights are transferred to you.

    You must not remove branding, copyright notices, proprietary notices, or security controls from KleanFlo materials.

16. Customer Content, Templates, and Documents

    Where KleanFlo provides example documents, proposal templates, quotation templates, cleaning specification wording, checklists, forms, policies, or workflow templates, they are provided as general operational starting points only. You are responsible for reviewing, adapting, approving, and maintaining them for your own business, contracts, workforce, customers, and legal obligations.

17. Beta, Trial, and Preview Features

    Beta, trial, preview, experimental, or early access features may be incomplete, changed, withdrawn, or provided with limited support. They are provided for evaluation and should not be used for critical business decisions unless you independently verify all results.

18. Suspension and Termination

    We may suspend or terminate access if you breach these Terms, fail to pay fees, create security or legal risk, misuse the Service, or use KleanFlo in a way that may harm KleanFlo, other customers, users, or third parties.

    You may stop using KleanFlo at any time, but you remain responsible for fees and obligations incurred before termination. After termination, your access to the Service and Customer Data may end. You should export any required Customer Data before termination where export functionality is available.

    Cancellation, suspension, or termination does not affect rights and obligations that have already accrued, including unpaid fees, confidentiality obligations, intellectual property rights, limitations of liability, indemnities, and any other clauses intended to continue after termination.

19. Disclaimers

    KleanFlo is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, all warranties, conditions, and representations not expressly set out in these Terms are excluded, including implied warranties of accuracy, fitness for a particular purpose, merchantability, non-infringement, uninterrupted operation, compatibility, and error-free performance.

20. Limitation of Liability

    Nothing in these Terms limits or excludes liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot be excluded under applicable law.

    Subject to the previous paragraph and to the fullest extent permitted by law, KleanFlo is not liable for loss of profit, loss of revenue, loss of business, loss of contracts, loss of goodwill, business interruption, loss or corruption of data, wasted management time, indirect loss, consequential loss, special loss, punitive damages, or loss arising from inaccurate, incomplete, unchecked, or misused Outputs.

    Subject to the above, KleanFlo's total aggregate liability arising out of or in connection with the Service and these Terms is limited to the fees paid by you for the Service in the 12 months immediately before the event giving rise to the claim.

21. Indemnity

    You agree to indemnify and hold KleanFlo harmless from claims, losses, liabilities, damages, penalties, costs, and expenses arising from your Customer Data, your breach of these Terms, your misuse of KleanFlo, your breach of law or third-party rights, or your reliance on Outputs without appropriate review.

22. Changes to These Terms

    We may update these Terms from time to time. Where changes are material, we will take reasonable steps to notify customers, such as by email, in-app notice, invoice note, or website update. Continued use of KleanFlo after the effective date of updated Terms means you accept the updated Terms.

23. Governing Law and Disputes

    Unless a separate written agreement states otherwise, these Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over disputes arising from or connected with these Terms or the Service.

24. General Legal Terms

    These Terms, together with any applicable order form, subscription agreement, invoice terms, data processing terms, privacy policy, and written support terms, form the agreement between you and KleanFlo for the Service and replace prior discussions or understandings about the same subject matter.

    If either party does not enforce a right immediately, that does not mean the right has been waived. Any waiver must be clear and in writing. If any part of these Terms is found invalid or unenforceable, the remaining parts continue to apply.

    You may not assign, transfer, resell, sublicense, or otherwise pass your rights or obligations under these Terms to another person or organisation without KleanFlo's prior written consent.

    Neither party is responsible for delay or failure to perform caused by events outside its reasonable control, except that this does not remove your obligation to pay fees that are due.

    Notices may be sent by email, in-app message, account notification, website notice, invoice note, or other reasonable written method. Notices to you may be sent to the email address or account contact details you provide. Notices to KleanFlo should be sent to support@kleanflo.com.

    A person who is not a party to these Terms has no right to enforce them under the Contracts (Rights of Third Parties) Act 1999 or otherwise, unless expressly stated in writing.

25. Contact

    Questions about these Terms should be sent to support@kleanflo.com.