Definitions
In these Terms, the following words and expressions have the meanings set out below:
| "We" / "Us" / "Our" | SerenX Consulting Limited, owner and operator of the FlowHire platform. |
| "FlowHire" / "Platform" | The outfit hire management software and associated services accessible at www.flowhire.uk. |
| "Service" | The software-as-a-service platform, features, tools and support provided by FlowHire to Subscribers. |
| "Subscriber" / "You" | Any individual, business or organisation that has registered for a FlowHire account and agreed to these Terms. |
| "Authorised User" | Any employee, contractor or staff member permitted by the Subscriber to access the Service under the Subscriber's account. |
| "Subscriber Data" | All data, records and content uploaded to or created within the Service by the Subscriber or their Authorised Users, including customer records, measurements, bookings and inventory information. |
| "Subscription Fee" | The agreed monthly fee payable by the Subscriber for access to the Service. |
| "Subscription Period" | Each monthly billing cycle, commencing on the date of account activation and renewing automatically on the same date each calendar month. |
| "Termination Date" | The date on which a Subscriber's access to the Service is permanently ended, whether by cancellation, non-payment, or termination by either party. |
Agreement & Acceptance
These Terms apply to all use of the FlowHire platform and Service. By registering for an account, clicking 'I Agree', or by accessing or using any part of the Service, you agree to be bound by these Terms in full.
You must be at least 18 years of age and have the legal capacity and authority to enter into a binding agreement on behalf of yourself or the business you represent. By accepting these Terms, you warrant that this is the case.
Where you register on behalf of a company or other legal entity, you warrant that you have authority to bind that entity to these Terms, and references to "you" and "Subscriber" shall refer to that entity.
The Service
FlowHire provides a cloud-based outfit hire management platform designed for gents outfitters and occasion wear hire businesses. The Service enables Subscribers to manage garment inventory, customer bookings, body measurements, hire availability, garment returns, and related business operations.
Access to the Service is provided on a subscription basis. The specific features available to a Subscriber may vary depending on the subscription plan agreed at sign-up. We reserve the right to introduce, modify or discontinue specific features at any time, subject to reasonable notice where such changes materially affect the Service.
The Service is intended for business use by outfitting professionals and is not designed for consumer or personal use.
Subscription & Fees
Access to FlowHire is provided in exchange for payment of an agreed monthly Subscription Fee. The Subscription Fee applicable to your account will be confirmed at sign-up or as otherwise agreed between us in writing.
Monthly Subscription Fee
Your Subscription Fee is payable monthly in advance. Payment is due on or before the first day of each Subscription Period. You are responsible for ensuring that valid payment details are maintained on your account at all times.
All fees are stated exclusive of VAT unless otherwise specified. Where VAT is applicable, it will be added at the prevailing rate and shown clearly on your invoice.
Failure to maintain up-to-date payment details or failure to pay the Subscription Fee when due may result in suspension of access to the Service in accordance with Section 6 (Failed Payment).
Auto-Renewal
Your subscription operates on a monthly rolling basis and will renew automatically at the end of each Subscription Period unless cancelled in accordance with Section 7 (Cancellation).
On each renewal date, the Subscription Fee for the upcoming period will be charged to your nominated payment method. By subscribing, you authorise us to collect this payment automatically on a recurring monthly basis.
We will endeavour to provide reasonable advance notice of each renewal charge by email. It is your responsibility to ensure your account email address is kept up to date and that renewal notifications are not filtered as spam.
To avoid being charged for a renewal you do not wish to proceed with, you must cancel your subscription before the renewal date in accordance with Section 7.
Failed Payment
If a payment fails for any reason (including insufficient funds, expired card details, or bank refusal), we will notify you by email and the following process will apply:
Data Deletion Warning
We strongly recommend that all Subscribers export and back up their Subscriber Data regularly and independently of the Service. In the event of account suspension or closure due to non-payment, we cannot guarantee the recovery of Subscriber Data beyond the reinstatement window described above.
Cancellation
You may cancel your FlowHire subscription at any time. Cancellation must be made by one of the following methods:
- By email to info@flowhire.uk, clearly stating your account name and your request to cancel
- Through the FlowHire support ticketing system, accessible from within your account dashboard
Cancellation requests submitted by any other means — including telephone, social media or informal message — cannot be guaranteed and will not be considered valid unless confirmed in writing by us.
To avoid being charged for the next Subscription Period, your cancellation request must be received before your renewal date. Cancellations received after a renewal payment has been processed will take effect at the end of the then-current Subscription Period. No refund will be issued in respect of any remaining days in that period (see Section 8).
Upon cancellation taking effect, your access to the Service will cease and your Subscriber Data will be handled in accordance with Section 10 (Data & Termination).
We will acknowledge your cancellation request by email within 2 working days. Please retain this acknowledgement for your records.
Refunds
No Refunds Policy
All Subscription Fees paid to FlowHire are non-refundable. We do not offer refunds or partial refunds under any circumstances, including but not limited to:
- Early cancellation of a subscription before the end of a Subscription Period
- Failure to use the Service or any part of it during a paid Subscription Period
- Dissatisfaction with the Service or any of its features
- Changes made to the Service or its features
- Termination of an account due to breach of these Terms
This no-refunds policy does not affect any rights you may have under applicable legislation that cannot be excluded by contract. If you believe you have a statutory right to a refund, please contact us at info@flowhire.uk.
Price Changes
We reserve the right to change the Subscription Fee at any time. Where we intend to increase the fee applicable to your subscription, we will provide you with at least 30 days' written notice by email to the address registered on your account.
The new pricing will take effect from your next renewal date following the expiry of the 30-day notice period. If you do not wish to continue at the new price, you may cancel in accordance with Section 7 before the new pricing takes effect. Continued use of the Service after the effective date of a price change constitutes your acceptance of the revised Subscription Fee.
We will never increase your Subscription Fee without giving you the opportunity to cancel before the increase applies.
Data & Termination
Access on Termination
Upon termination of your subscription — whether by cancellation, non-payment, or termination by either party — your access to the Service and all Subscriber Data held within it will cease immediately on the Termination Date. You will not be able to log in to your account or retrieve any data from within the platform after this point.
Export Your Data Before Cancelling
We strongly recommend that you export all Subscriber Data you wish to retain before your Termination Date. FlowHire cannot guarantee access to Subscriber Data after the Termination Date.
Data Retention After Cancellation
Following termination by cancellation (not non-payment), we will retain your Subscriber Data in a secure, inaccessible state for a period of 30 calendar days from the Termination Date. During this window, you may contact us at info@flowhire.uk to request an export of your data. We will use reasonable endeavours to provide your data in a commonly used format within 10 working days of a valid request.
After the 30-day window expires, all Subscriber Data will be permanently and irreversibly deleted from our systems, including all backups. We will not be able to recover deleted data after this point under any circumstances.
Data Deletion for Non-Payment
Where termination occurs as a result of non-payment, the separate process described in Section 6 (Failed Payment) applies. Data deletion timelines are shorter in non-payment scenarios.
Our Own Records
Notwithstanding the above, we may retain certain account-level data (such as billing records, correspondence and transaction history) for as long as required by law or for legitimate business purposes, in accordance with our Privacy Statement.
User Obligations
As a Subscriber, you are responsible for your own use of the Service and the use of the Service by all Authorised Users on your account. You agree to:
- Provide accurate, current and complete information when registering and keep it updated at all times
- Keep your account login credentials confidential and not share them with any unauthorised person
- Notify us immediately at info@flowhire.uk if you suspect any unauthorised access to your account
- Ensure that all Authorised Users are made aware of and comply with these Terms
- Take responsibility for all activity that occurs under your account, whether or not carried out by you personally
- Ensure that your use of the Service, and your collection and entry of customer data into the Service, complies with all applicable laws including UK GDPR and the Data Protection Act 2018
- Obtain all necessary consents and have a lawful basis for any personal data you enter into the Service relating to your own customers
- Maintain adequate backups of your Subscriber Data independently of the Service
Acceptable Use
You agree to use the Service only for lawful purposes in connection with the legitimate operation of your garment hire business. You must not use the Service:
- In any way that violates any applicable local, national or international law or regulation
- To store, transmit or process any data that is unlawful, harmful, defamatory, obscene or otherwise objectionable
- To impersonate any person or misrepresent your identity or affiliation
- To attempt to gain unauthorised access to any part of the Service, its systems or infrastructure
- To reverse engineer, decompile, disassemble or otherwise attempt to derive the source code of the Platform
- To copy, reproduce, redistribute or resell any part of the Service without our prior written consent
- To use automated tools, bots or scripts to access, scrape or extract data from the Service
- To introduce viruses, malicious code or other harmful material into the Service
- To take any action that places an unreasonable or disproportionate load on our infrastructure
- For any purpose other than the management of a legitimate garment hire business
We reserve the right to suspend or terminate your account immediately if we reasonably believe you are in breach of this section.
Intellectual Property
All intellectual property rights in the FlowHire platform, software, design, source code, trademarks, logos, documentation and content (excluding Subscriber Data) are owned by or licensed to SerenX Consulting Limited. Nothing in these Terms transfers any such rights to you.
Subject to your compliance with these Terms and payment of the applicable Subscription Fee, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service solely for the purposes of operating your garment hire business during the active Subscription Period.
This licence does not permit you to sublicense, sell, transfer, assign or otherwise exploit the Service commercially for any third-party purpose, nor to create any derivative works based on the Service.
Any feedback, suggestions or ideas you provide to us regarding the Service may be used by us freely and without obligation or compensation to you.
Data Ownership & Privacy
All Subscriber Data entered into the Service by you or your Authorised Users remains your property at all times. We do not claim any ownership rights over your Subscriber Data.
By using the Service, you grant us a limited, non-exclusive licence to process your Subscriber Data solely for the purpose of providing and operating the Service. We will not use your Subscriber Data for any other purpose, including marketing or commercial exploitation.
As the entity that determines the purposes and means of processing your customers' personal data, you are the Data Controller in respect of that data under UK GDPR. FlowHire acts as your Data Processor. Our data processing obligations are governed by our Privacy Statement, which is incorporated into these Terms by reference.
You warrant that you have all necessary rights, consents and lawful bases to input your customers' personal data into the Service, and that doing so does not infringe any third-party rights or applicable law.
Our full Privacy Statement is available at www.flowhire.uk/privacy.
Service Availability
We will use reasonable commercial endeavours to make the Service available 24 hours a day, 7 days a week. However, we do not guarantee uninterrupted or error-free operation of the Service and provide no warranty as to a specific level of uptime or availability.
We reserve the right to suspend access to the Service for the purposes of:
- Scheduled maintenance, updates or improvements to the platform
- Emergency maintenance required to address security vulnerabilities or critical defects
- Circumstances beyond our reasonable control (see Section 20 — Force Majeure)
We will not be liable for any loss or damage arising from unavailability of the Service in these circumstances. Where planned maintenance is expected to cause significant disruption, we will endeavour to provide advance notice by email or in-platform notification.
Suspension & Termination by Us
We reserve the right to suspend or terminate your access to the Service, with immediate effect and without prior notice, if:
- You are in material breach of these Terms and (where the breach is capable of remedy) have failed to remedy it within 14 days of being notified by us in writing
- You are in breach of Section 12 (Acceptable Use)
- We reasonably suspect fraudulent activity on your account
- You are subject to insolvency proceedings, liquidation, receivership or administration
- We are required to do so by applicable law, court order or regulatory authority
Where termination occurs as a result of your breach, no refund will be due in respect of any prepaid Subscription Fee.
We also reserve the right to withdraw the Service entirely on giving at least 60 days' written notice to all active Subscribers. In such circumstances, we will provide each Subscriber with a reasonable opportunity to export their Subscriber Data before the Service is withdrawn.
Limitation of Liability
To the maximum extent permitted by applicable law, 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 total Subscription Fees paid by you to us in the 3 months immediately preceding the event giving rise to the claim.
To the maximum extent permitted by law, we shall not be liable to you for any:
- Loss of profits, revenue, business or anticipated savings
- Loss of data or Subscriber Data (save as expressly provided in these Terms)
- Loss of goodwill or reputation
- Indirect, special, incidental or consequential loss or damage of any kind
- Loss arising from your failure to maintain adequate independent backups of Subscriber Data
- Loss arising from third-party acts or omissions
Nothing in these Terms shall limit or exclude our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited under applicable law.
Warranties & Disclaimer
We make no representation that the Service or content available through it is appropriate or available for use in any particular location. You are responsible for compliance with all applicable local laws.
Confidentiality
Each party agrees to keep confidential any information disclosed by the other party that is marked as confidential or that ought reasonably to be considered confidential given its nature and the circumstances of disclosure ('Confidential Information').
Neither party shall use the other's Confidential Information for any purpose other than performing its obligations under these Terms, nor disclose it to any third party without the prior written consent of the disclosing party, except:
- To employees, contractors or advisers who need to know it for the purposes of these Terms and who are bound by equivalent obligations of confidentiality
- To the extent required by applicable law, court order or regulatory authority
- To the extent that the information has become publicly available through no fault of the receiving party
For the avoidance of doubt, your Subscriber Data constitutes your Confidential Information and we agree to treat it as such in accordance with these Terms and our Privacy Statement.
Force Majeure
Neither party shall be in breach of these Terms or liable for any failure or delay in performing its obligations to the extent that such failure or delay is caused by circumstances beyond that party's reasonable control, including but not limited to acts of God, natural disasters, pandemics, war, civil unrest, government action, power failures, internet outages, cyberattacks, or third-party service failures ('Force Majeure Event').
The party affected by a Force Majeure Event shall notify the other as soon as reasonably practicable. If a Force Majeure Event affecting us continues for more than 60 consecutive days, you may terminate your subscription by written notice to us, and we will use reasonable endeavours to assist you in exporting your Subscriber Data.
Changes to These Terms
We reserve the right to modify these Terms at any time. Where changes are material, we will provide you with at least 30 days' written notice by email before the updated Terms take effect.
Non-material changes (such as corrections, clarifications or formatting updates) may be made without prior notice. The current version of these Terms will always be available at www.flowhire.uk/terms, and the 'Last Reviewed' date at the top of this page will be updated accordingly.
Your continued use of the Service after the effective date of any change constitutes your acceptance of the updated Terms. If you do not agree to the revised Terms, you must cancel your subscription before the changes take effect in accordance with Section 7.
Third-Party Links
The FlowHire platform or website may contain links to third-party websites or services. These links are provided for convenience only. We do not endorse, control or take responsibility for the content, privacy practices or terms of any third-party sites, and your use of them is entirely at your own risk.
Governing Law
These Terms and any dispute or claim arising out of or in connection with them or their subject matter (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of Scotland.
The parties irrevocably agree that the courts of Scotland shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these Terms.
Severability
If any provision of these Terms is found by a court or other competent authority to be invalid, unlawful or unenforceable in any respect, that provision shall be deemed severed from the remainder of these Terms, which shall continue in full force and effect. The parties shall use reasonable endeavours to agree a replacement provision that is valid, enforceable and achieves, to the greatest extent possible, the same commercial effect as the severed provision.
Entire Agreement
These Terms, together with our Privacy Statement at www.flowhire.uk/privacy, constitute the entire agreement between you and SerenX Consulting Limited in relation to your use of the Service. They supersede all prior discussions, representations, agreements or understandings, whether written or oral, relating to the same subject matter.
No variation to these Terms shall be effective unless agreed in writing and signed by an authorised representative of SerenX Consulting Limited.
No failure or delay by us in exercising any right or remedy under these Terms shall constitute a waiver of that right or remedy.
Reference: FH-TC-001 · Version 1.0
Contact Us
For questions about these Terms, to cancel your subscription, or to raise any other query about the FlowHire Service, please contact us using the details below: