1. Agreement to Terms
By accessing or using the TOOLFlow application ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree, do not use the Service. These Terms apply to all users, including company administrators, location administrators, and shop floor workers.
TOOLFlow is operated by TOOLFlow Solutions ("we", "us", "our"), a business registered in the Republic of South Africa.
2. Description of Service
TOOLFlow is a cloud-based tool and material tracking application that allows businesses to:
- Track tools and raw materials across multiple locations
- Manage check-in and check-out of items
- Generate barcodes, QR codes, and labels
- Produce stock reports and activity logs
- Track client and project usage
- Transfer items between locations
- Manage users and admin permissions
3. Account Registration
To use TOOLFlow, you must register a company account with a valid email address. You agree that:
- All information you provide during registration is accurate and complete
- You will maintain the security of your account credentials
- You are responsible for all activity that occurs under your account
- You will notify us immediately of any unauthorised use of your account
- You must be at least 18 years old to create an account
4. Subscription Plans & Payment
TOOLFlow offers subscription plans (Starter, Professional, Enterprise) with varying features and limits. All prices are in South African Rand (ZAR) and are inclusive of applicable taxes.
- A 14-day free trial is available on all plans. No credit card is required to start a trial.
- After the trial period, a paid subscription is required to continue using the Service.
- Payments are processed through PayFast, a third-party payment provider. Your use of PayFast is subject to their terms of service.
- Subscriptions renew automatically at the end of each billing period (monthly or yearly).
- You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period.
- We do not offer refunds for partial billing periods.
5. Acceptable Use
You agree to use TOOLFlow only for lawful purposes. You must not:
- Use the Service to store, transmit, or process illegal content
- Attempt to gain unauthorised access to our systems or other users' accounts
- Interfere with or disrupt the Service or servers
- Use automated tools to scrape data from the Service
- Share your account credentials with unauthorised persons
- Use the Service in any way that violates applicable South African law
6. Data & Your Content
You retain ownership of all data you enter into TOOLFlow ("Your Content"), including tool records, material data, history logs, and user information. We do not claim ownership of Your Content.
You grant us a limited licence to store, process, and display Your Content solely to provide the Service to you.
You are responsible for maintaining backups of your data. While we use industry-standard cloud infrastructure (Google Firebase) to store your data, we are not liable for data loss due to circumstances beyond our reasonable control.
7. Data Storage & Security
Your data is stored on Google Firebase servers. We implement reasonable security measures, including:
- Firebase Authentication for user accounts
- Firebase App Check for database access verification
- HTTPS encryption for all data in transit
- Role-based access controls (main admin, location admin, worker)
However, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your data.
8. Account Deletion
You may delete your account at any time through the Main Admin panel. Account deletion is permanent and will remove:
- All company data, including locations, tools, materials, and history
- All admin user accounts linked to your company
- Your Firebase authentication account
Once deleted, your data cannot be recovered. We recommend exporting your data (CSV exports) before deleting your account.
9. Service Availability
We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to:
- Scheduled or emergency maintenance
- Updates and improvements
- Circumstances beyond our control (internet outages, third-party service failures)
We will make reasonable efforts to notify users of planned downtime.
10. Limitation of Liability
To the maximum extent permitted by South African law:
- TOOLFlow is provided "as is" without warranties of any kind, whether express or implied
- We do not warrant that the Service will meet your specific requirements
- We are not liable for any indirect, incidental, special, or consequential damages arising from your use of the Service
- Our total liability to you shall not exceed the amount you have paid us in the 12 months preceding the claim
- We are not responsible for the loss, damage, or theft of any physical tools or materials tracked using the Service
11. Indemnification
You agree to indemnify and hold harmless TOOLFlow Solutions, its directors, employees, and agents from any claims, damages, or expenses arising from your use of the Service or your violation of these Terms.
12. Changes to Terms
We may update these Terms from time to time. We will notify registered users by email of material changes at least 14 days before they take effect. Your continued use of the Service after changes become effective constitutes acceptance of the updated Terms.
13. Termination
We may suspend or terminate your access to the Service if:
- You violate these Terms
- Your subscription payment fails and is not resolved within 7 days
- We reasonably believe your account is being used fraudulently
Upon termination by us, your right to use the Service ceases immediately. We may retain your data for up to 30 days after termination to allow you to export it via the CSV export features in the app. After this 30-day window, your data is permanently deleted.
If you delete your own account through the Main Admin panel during your active subscription, your data is permanently removed from our database immediately, without a retention window. We recommend exporting any data you wish to keep before deleting your account.
14. Governing Law
These Terms are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of South Africa.
15. Contact Us
If you have questions about these Terms, contact us at:
Email: toolflow.solutions@gmail.com
Website: www.toolflow.co.za