Terms of Service

1. Acceptance of Terms

1.1 These Terms of Service ("Terms") constitute a legally binding agreement between you ("User", "you", "your") and CySo Solutions Ltd, a company incorporated and registered in the Republic of Cyprus ("CySo Solutions", "we", "us", "our").

1.2 By creating an account, accessing, or using CySo Flow available at https://flow.cysosolutions.com (the "Service"), you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy, which is incorporated herein by reference.

1.3 If you are using the Service on behalf of a business or other legal entity, you represent that you have the authority to bind that entity to these Terms. In that case, "you" and "your" refer to that entity.

1.4 If you do not agree to these Terms, you must not access or use the Service.

1.5 We reserve the right to modify these Terms at any time. We will notify you of material changes by email at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.

2. Description of the Service

2.1 CySo Flow is a cloud-based field-service management Progressive Web Application ("PWA") designed for businesses operating with field technicians. The Service includes scheduling, customer management, job tracking, invoicing, GPS-based time-logging, team dispatching, and optional integrations with Google Workspace services.

2.2 The Service is made available on a subscription basis. Features available to you depend on the subscription tier you have selected, as detailed in Section 4.

2.3 We may update, modify, or discontinue features of the Service at any time with reasonable notice. We will not materially reduce the core functionality of a paid tier during a paid subscription period without offering you a pro-rated refund or an equivalent alternative.

2.4 The Service is designed for business-to-business use. It is not intended for personal, family, or household purposes.

3. User Accounts and Roles

3.1 To access the Service you must sign in with an email address and password, a one-time sign-in link sent to your email address, or a Google or Microsoft account. Authentication is provided by Firebase Authentication. You are responsible for maintaining the security of whichever credential you use.

3.2 The Service operates with three user roles: (a) Solo User — an individual who uses the Service for their own business without a team; (b) Admin — a business owner or manager who manages a team of Technicians, accesses all business data, and holds the subscription; (c) Technician — a field operative invited to the Service by an Admin, with access limited to their assigned jobs and GPS time-logging functions only.

3.3 You are responsible for all activity that occurs under your account. You must notify us immediately at [email protected] if you suspect any unauthorised use of your account.

3.4 You must not share your account credentials, impersonate another user, or create accounts for fraudulent purposes.

3.5 Admins are responsible for the conduct of Technicians they invite to the Service and must ensure their Technicians comply with these Terms.

4. Subscription Plans and Billing

4.1 The Service is offered under the subscription tiers below. Prices are those published in the Service at the time of purchase; the figures here are reproduced from the same source and are exclusive of any applicable VAT, which is shown separately at checkout. VAT is charged according to where you are and whether you buy as a business: customers in Cyprus pay Cyprus VAT; a business in another EU member state that gives a valid VAT number is invoiced without VAT under the reverse-charge mechanism (Article 196 of Council Directive 2006/112/EC) and accounts for the VAT itself; a business in the EU without a valid VAT number pays VAT at the rate the law requires for its supply; customers outside the EU pay any VAT, GST or sales tax that applies where they are, where we are registered to collect it. If a VAT number you give turns out not to be valid, we may charge the VAT that should have applied, including on invoices already issued, by a corrected invoice.

4.1.1 Basic: free.

4.1.2 Starter: €250 per year, or €25 per month.

4.1.3 Pro: €550 per year, or €55 per month.

4.1.4 Teams: €1,190 per year, or €119 per month.

4.1.5 Enterprise: by arrangement (from €NaN per month) — contact us for a quotation.

4.2 Optional modules may be added to a paid tier at the following prices, charged in addition to the tier. Some modules are included at a higher tier at no extra cost, as shown in the Service.

— Workshop — €590 per year (€59 per month).

— Academy / School — €390 per year (€39 per month).

— Warehouse — €590 per year (€59 per month).

— Employees — €90 per year (€9 per month).

— Payroll — €250 per year (€25 per month); includes 3 employees, then €40 per additional employee per year (€4 per month).

— POS — €590 per year (€59 per month).

— Delivery — €390 per year (€39 per month).

— Customer portal — €290 per year (€29 per month).

— Loyalty — €250 per year (€25 per month).

— Tickets — €190 per year (€19 per month).

— Time & Attendance — €190 per year (€19 per month).

— People (Payroll + Time) — €370 per year (€37 per month).

— Equipment — €290 per year (€29 per month).

— Accounting — €450 per year (€45 per month).

— AI Accountant — €690 per year (€69 per month).

— AI Assistant — €290 per year (€29 per month).

— Extra storage — €50 per year (€5 per month).

4.3 User seats. Every plan includes three user seats. Additional seats on the Teams plan cost €180 per seat per year.

4.4 Billing is available annually or monthly, at your choice. Annual billing is charged at ten times the monthly price, so two months are free. Subscriptions renew automatically for the same period unless cancelled before the renewal date. You will receive a reminder email before an annual renewal.

4.5 All billing is processed by Stripe (Stripe Payments Europe Ltd). By subscribing to a paid plan, you agree to Stripe’s terms of service and authorise Stripe to charge the applicable fees to your payment method. You may manage or cancel your subscription at any time through the billing portal in the Service.

4.6 Refunds. Payments are non-refundable except as required by applicable law, as expressly provided in a promotional offer, or under clause 15.2. If you cancel during a subscription period, you retain access until the end of the paid period, and in any case for at least 7 days after you cancel.

4.7 Discounts and promotional prices, where offered, are applied at checkout. The price you are shown at checkout is the price that will be charged.

4.8 Failed payments. If a payment fails, the Service keeps working while the payment is retried, and we email you once a week for up to 30 days. If it is still unpaid after 30 days, the subscription is cancelled and the account moves to the free Basic plan; your data is kept. The same applies if a payment is reversed by a chargeback, from the date of the reversal. If the account then has no paid plan and nobody on it (the owner or any invited user) signs in for six months, we close it as described in clause 6.5, including the 30-day window to export Your Data or reverse the closure, after warning the account email 30 days and 7 days before the closure date. Signing in or subscribing again before the closure date keeps the account.

5. Acceptable Use

5.1 You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not: (a) use the Service to store, transmit, or process data that is unlawful, harmful, defamatory, obscene, or that infringes any third-party intellectual property right; (b) attempt to gain unauthorised access to any part of the Service, its servers, or any systems connected to it; (c) reverse-engineer, decompile, disassemble, or otherwise attempt to derive source code from the Service; (d) use automated scripts, bots, or scrapers to access the Service; (e) introduce viruses, trojans, ransomware, or other malicious code; (f) use the Service in any manner that could overburden or impair its infrastructure; (g) resell, sublicense, or otherwise commercialise access to the Service without our prior written consent.

5.2 We reserve the right to suspend or terminate your account without notice if we reasonably believe you are in breach of this Section 5.

6. Data Ownership and Licence

6.1 You retain full ownership of all data you input into the Service ("Your Data"), including customer records, job records, photographs, notes, and signatures.

6.2 You grant CySo Solutions Ltd a limited, non-exclusive, royalty-free licence to store, process, and display Your Data solely for the purpose of providing and improving the Service to you.

6.3 We do not claim any ownership interest in Your Data. We will not sell, rent, or share Your Data with third parties except as set out in our Privacy Policy or as required by law.

6.4 You are responsible for ensuring that Your Data does not infringe the rights of third parties and that you have a lawful basis for entering and processing any personal data of your customers or employees within the Service.

6.5 You may close your account at any time from Settings → Data & Backup. Closure is scheduled rather than immediate: your subscription stops billing on the day you ask, your data remains available to you for 30 days so that you can export it, and you may cancel the closure at any point during those 30 days. At the end of that period every record, uploaded file, shared link and stored credential belonging to the account is permanently destroyed, together with your sign-in. This is irreversible and we retain no copy, save for the exceptions in clause 6.7.

6.6 You may export Your Data at any time using the export functionality provided within the Service, and we recommend doing so before closing your account.

6.7 Three categories survive account closure, and only these: (a) our own invoices to you and the associated accounting records, which Cypriot tax law requires us to retain; (b) the sign-in accounts of colleagues you invited, which belong to those individuals and not to you; and (c) off-site backups, which are overwritten on their own rolling schedule and in any event within 90 days of closure.

7. GPS Monitoring — Admin Responsibilities

7.1 The Teams tier includes GPS location logging. When a Technician activates the "Start Work" or "Stop Work" function, the geographic coordinates of the Technician's device are captured at that moment.

7.2 GPS data is not collected continuously or in the background. It is captured at precisely two points: commencement and completion of each job session.

7.3 Admins who use the GPS features are solely responsible for: (a) informing their Technicians that GPS location data will be captured when they use "Start Work" and "Stop Work"; (b) obtaining any consent required under applicable employment, labour, or data protection law in the jurisdiction(s) where the Technicians work; (c) complying with all applicable laws governing employee monitoring and surveillance.

7.4 CySo Solutions Ltd provides the GPS feature as a technical tool only and assumes no liability for an Admin's failure to comply with applicable employment or data protection law.

7.5 GPS location data is kept as part of the job or attendance record it belongs to, for as long as that record is kept, and is deleted with it and, in every case, when the account is closed.

8. Google Workspace Integrations

8.1 The Service offers optional integrations with Google Drive and Google Calendar (collectively "Google Integrations"). These integrations require you to authorise access to your Google account via the OAuth 2.0 protocol.

8.2 By authorising a Google Integration, you grant the Service permission to perform specific actions in your Google account on your behalf (e.g., creating calendar events, or saving files the Service creates to Drive). The exact permissions requested are disclosed on the Google OAuth consent screen.

8.3 You may revoke Google Integration authorisation at any time through your Google Account security settings or within the Service settings. Revocation will disable the relevant integration features.

8.4 Your use of Google Integrations is subject to Google's Terms of Service and Privacy Policy. CySo Solutions Ltd is not responsible for Google's handling of your data under its own policies.

8.5 The access token Google issues is held only in your browser for the current session; we do not store Google tokens on our servers.

8A. Connecting an AI App

8A.1 If you connect an AI app (for example ChatGPT or Claude) with an AI connector key, you instruct us to make the data that key allows available to that app, at your request. You choose the AI provider, and you remain the controller of your clients’ personal data.

8A.2 Before connecting one, you are responsible for: (a) having a lawful basis to share your clients’ data with that provider; (b) telling your clients, in your own privacy notice, that you use such tools; and (c) having an appropriate agreement with the AI provider — we recommend a business plan with a data processing agreement (for example ChatGPT Business or Enterprise, or Claude Team or Enterprise), or at least switching off the use of your chats for model training on personal plans.

8A.3 Depending on the permissions you give a key, the data it shares can include your clients’ names, email addresses, phone numbers and postal addresses; the Service asks you to confirm before a key or setting starts sharing them. You can hide client names from an AI app per key, in which case it sees codes instead of names and receives no client contact details or VAT numbers. Free text you have typed into records (for example a description or a note) is shared as written, except that a hidden client’s name or contact details inside it are replaced as well.

8A.4 Actions an AI app takes run with your account’s data and within the permissions you set for the key, including any approval you require. You are responsible for what you approve. You can switch the connector off, change a key’s permissions or revoke it at any time.

8A.5 The AI provider’s processing is governed by its own terms and privacy policy, and we are not responsible for it.

9. Intellectual Property

9.1 The Service, including its software, design, user interface, trademarks, logos, and all related documentation, is the exclusive property of CySo Solutions Ltd or its licensors and is protected by copyright, trademark, and other intellectual property laws.

9.2 These Terms grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes during your subscription period. No other rights are granted.

9.3 "CySo Flow", "CySo Solutions", and related logos are trademarks of CySo Solutions Ltd. You may not use these marks without our prior written consent.

9.4 If you provide feedback, suggestions, or ideas about the Service ("Feedback"), you grant us an irrevocable, royalty-free licence to use that Feedback for any purpose without obligation to you.

10. Warranties and Disclaimers

10.1 We warrant that: (a) we have the right to enter into these Terms and to provide the Service; (b) we will use reasonable skill and care in providing the Service; (c) the Service will substantially conform to its published description during the subscription period.

10.2 Except as expressly stated in clause 10.1, the Service is provided "AS IS" and "AS AVAILABLE". To the fullest extent permitted by applicable law, we disclaim all implied warranties, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

10.3 We do not warrant that: (a) the Service will be uninterrupted, error-free, or secure at all times; (b) any errors in the Service will be corrected; (c) the results obtained from using the Service will be accurate or reliable.

10.4 Nothing in these Terms shall limit or exclude our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by applicable law.

11. Limitation of Liability

11.1 Subject to clause 10.4, our total aggregate liability to you arising out of or in connection with these Terms or the Service, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the greater of: (a) the total fees paid by you for the Service in the 12 months immediately preceding the event giving rise to the claim; or (b) €100.

11.2 Subject to clause 10.4, we shall not be liable to you for: (a) any loss of profits, revenue, or business; (b) loss of anticipated savings; (c) loss or corruption of data; (d) loss of goodwill or reputation; (e) any indirect, special, incidental, or consequential loss or damage; whether or not such losses were foreseeable or we had been advised of the possibility of them.

11.3 We shall not be liable for any failure or delay in performing our obligations under these Terms where such failure or delay is caused by circumstances beyond our reasonable control, including but not limited to acts of God, internet outages, third-party service failures, or government action.

12. Indemnification

12.1 You agree to indemnify, defend, and hold harmless CySo Solutions Ltd and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with: (a) your access to or use of the Service in violation of these Terms; (b) your Data or any content you submit through the Service; (c) your violation of any applicable law or regulation, including data protection and employment law; (d) your failure to obtain required consents from your Technicians for GPS monitoring.

13. Term and Termination

13.1 These Terms commence on the date you first access the Service and continue until terminated.

13.2 You may terminate your account at any time, either from within the Service (Settings → Data & Backup → Close this account) or by contacting us at [email protected]. Termination does not entitle you to a refund except as provided in clause 4.6.

13.3 We may suspend or terminate your access to the Service with immediate effect if: (a) you materially breach these Terms and fail to remedy the breach within 14 days of notice; (b) you breach a provision of these Terms that is not capable of remedy; (c) you become insolvent or enter into a formal insolvency process; (d) we are required to do so by law or a competent authority; (e) the account has remained inactive after a cancellation for non-payment, as set out in clause 4.8 (in that case the account is closed with the 30-day window in clause 6.5 rather than with immediate effect).

13.4 On termination: (a) your licence to use the Service ceases immediately; (b) Your Data is deleted in accordance with clauses 6.5 to 6.7; (c) all accrued rights and liabilities of the parties remain unaffected.

13.5 Sections 6, 9, 10, 11, 12, 14, 15, and 16 survive termination of these Terms.

14. Data Protection

14.1 Each party shall comply with its respective obligations under the General Data Protection Regulation (EU) 2016/679 ("GDPR") and applicable Cypriot data protection legislation.

14.2 Roles. In respect of all personal data you enter into or generate within the Service — your customers, your employees, your suppliers and their records — YOU are the data controller and CySo Solutions Ltd is your processor within the meaning of Article 4(8) and Article 28 GDPR. We process that data only on your documented instructions, which for these purposes are these Terms, the Data Processing Agreement and your use of the Service’s features.

14.3 In respect of the personal data we need in order to run our own business — your name and contact details as our customer, your billing records, your support correspondence and the security logs of your use of the Service — CySo Solutions Ltd is the data controller. Our processing of that data is described in our Privacy Policy at https://flow.cysosolutions.com/privacy.

14.4 As controller of the data described in clause 14.2, you are responsible for having a lawful basis for that processing, for providing the required information to the individuals concerned, and for handling their requests — with our assistance as set out in the Data Processing Agreement.

14.5 Data Processing Agreement. The Data Processing Agreement at https://flow.cysosolutions.com/dpa is incorporated into these Terms by reference and forms part of them. It applies automatically from the moment you begin using the Service; no signature or request is required. Where you have your own data processing agreement, we will consider entering into it, but the incorporated agreement governs in the meantime so that no processing ever takes place without one.

15. Changes to the Service and Pricing

15.1 We reserve the right to change subscription pricing, features, or these Terms at any time. We will provide at least 30 days' written notice by email before any material change takes effect for existing subscribers.

15.2 If you do not accept a material change, you may terminate your subscription before the effective date of the change and receive a pro-rated refund for the unused portion of your subscription period.

15.3 Continued use of the Service after the effective date of any change constitutes your acceptance of the change.

16. Governing Law and Dispute Resolution

16.1 These Terms and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of the Republic of Cyprus.

16.2 The courts of Nicosia, Cyprus shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.

16.3 Notwithstanding clause 16.2, we reserve the right to seek injunctive or other equitable relief in any jurisdiction to protect our intellectual property rights.

16.4 If you are a consumer (not a business user), you may also have rights under mandatory local consumer protection laws in your country of residence. Nothing in these Terms affects those rights.

17. General Provisions

17.1 Entire agreement. These Terms and the Privacy Policy constitute the entire agreement between you and CySo Solutions Ltd with respect to the Service and supersede all prior agreements, representations, and understandings.

17.2 Severability. If any provision of these Terms is held to be invalid, illegal, or unenforceable, that provision shall be modified to the minimum extent necessary to make it valid, and the remaining provisions shall continue in full force and effect.

17.3 Waiver. No failure or delay by us in exercising any right or remedy shall constitute a waiver of that right or remedy.

17.4 Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations to a successor entity in connection with a merger, acquisition, or sale of substantially all of our assets, provided we notify you.

17.5 Force majeure. Neither party shall be in breach of these Terms or liable for delay or failure to perform obligations resulting from circumstances beyond their reasonable control.

17.6 No partnership. Nothing in these Terms creates any partnership, joint venture, agency, or employment relationship between you and CySo Solutions Ltd.

17.7 Language. These Terms are written in English. Any translation is provided for convenience only; the English version shall prevail in the event of any inconsistency.

18. Contact Us

CySo Solutions Ltd — [email protected] — https://flow.cysosolutions.com

For all legal notices, please send written correspondence to: CySo Solutions Ltd, Republic of Cyprus.