Terms of Service

Welcome to LogBooks Hub. These Terms of Service ("Terms") form a legally binding agreement between you (the "Subscriber") and ReflowAI Ltd ("we", "us", or "our"), a company incorporated in England and Wales, regarding your access to and use of the LogBooks Hub software-as-a-service platform (the "Service").

By registering for, accessing, or using LogBooks Hub, you agree to be bound by these Terms and our Privacy Policy. If you are accepting these Terms on behalf of a company or organisation, you represent that you have authority to bind that entity to these Terms.

If you do not agree to these Terms, you may not use the Service.

• "Service"The LogBooks Hub web application, mobile applications (Android and iOS), and related software provided by ReflowAI Ltd.
• "Subscriber"The individual or organisation that has registered for a subscription to the Service.
• "User"Any individual authorised by the Subscriber to access and use the Service under the Subscriber's account.
• "Subscription"The paid or trial access plan that entitles the Subscriber and their Users to use the Service.
• "Content"All data, records, logs, photographs, documents, and information entered into or generated by use of the Service.
• "Compliance Records"Logbook entries, temperature logs, cleaning schedules, audit packs, and other regulatory documentation created within the Service.

To use the Service you must create an account by providing accurate, complete, and current information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

You must promptly notify us at service@logbookshub.com of any unauthorised access to or use of your account. We will not be liable for any loss or damage arising from your failure to protect your login credentials.

You must be at least 18 years of age and have legal capacity to enter into a binding contract to register for the Service. Accounts registered on behalf of organisations may only be created by an authorised representative.

LogBooks Hub is offered on a subscription basis. By subscribing you receive a non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business compliance purposes during the subscription period.

Subscriptions are available on monthly or annual billing cycles. Annual subscriptions are paid in full at the start of each billing period. The specific features, user limits, and site limits included in your subscription are those described at the time of your purchase at logbookshub.com/pricing.

We may modify the features included in a subscription plan by giving you at least 30 days' written notice. If a modification materially diminishes the functionality of your plan, you may terminate your subscription and receive a pro-rata refund of any prepaid fees.

Subscription fees are charged in British pounds sterling (GBP) and are exclusive of VAT unless otherwise stated. You authorise us to charge your nominated payment method on each renewal date.

If a payment fails, we will notify you and provide a 7-day grace period to update your payment details. If payment is not received within that grace period, we may suspend access to the Service until payment is made.

Monthly subscriptions may be cancelled at any time; cancellation takes effect at the end of the current billing month and no refund is issued for the remainder of that period. Annual subscriptions may be cancelled within 14 days of the initial purchase for a full refund ("cooling-off period"). After this period, annual subscriptions are non-refundable except where required by law.

We reserve the right to adjust pricing with 30 days' notice. Any price changes will not affect your current subscription period; they will apply from your next renewal date.

You agree to use the Service only for lawful business purposes and in accordance with these Terms. You must not:

• Use the Service to store, process, or transmit any illegal, harmful, or fraudulent information;
• Attempt to gain unauthorised access to any part of the Service or to other users' accounts;
• Interfere with or disrupt the integrity or performance of the Service;
• Reverse engineer, decompile, or disassemble any part of the Service;
• Use the Service to send unsolicited communications;
• Resell, sublicence, or otherwise make the Service available to third parties outside your organisation;
• Remove or alter any copyright, trademark, or proprietary notices within the Service;
• Use the Service in a manner that violates any applicable laws or regulations, including food safety or health and safety legislation.

We reserve the right to suspend or terminate your account immediately if we have reasonable grounds to believe you have breached this clause.

All intellectual property rights in the Service — including the software, algorithms, user interface, templates, and documentation — are owned by or licensed to ReflowAI Ltd. Nothing in these Terms transfers any intellectual property rights to you.

You retain ownership of all Content you submit to the Service. By submitting Content, you grant ReflowAI Ltd a limited, non-exclusive licence to host, process, and transmit that Content solely to provide and improve the Service.

We may use aggregated, anonymised usage data (which cannot identify you or your organisation) to improve the Service, develop new features, and for research purposes.

Your use of the Service involves the processing of personal data. Our Privacy Policy explains how we collect, use, and protect your personal data and forms part of these Terms.

Where the Service processes personal data on your behalf (for example, records of your staff members' compliance activities), you act as the data controller and ReflowAI Ltd acts as the data processor. We process such data only on your documented instructions and in accordance with UK GDPR and the Data Protection Act 2018.

We maintain appropriate technical and organisational measures to protect personal data. See our Security page for details.

Each party agrees to keep confidential the other's non-public business information disclosed in connection with these Terms ("Confidential Information"). This obligation does not apply to information that: (a) is or becomes publicly available through no breach of this clause; (b) was known to the receiving party before disclosure; or (c) is required to be disclosed by law or regulatory authority.

We will not disclose your Compliance Records to any third party other than as set out in these Terms or your instructions, except where required by law.

We aim to provide the Service with at least 99.5% uptime measured monthly, excluding scheduled maintenance. We will provide reasonable advance notice of planned maintenance.

The Service is provided over the internet and via mobile networks. Availability may be affected by factors outside our control, including your internet connection, device performance, and third-party infrastructure. We are not liable for downtime caused by such factors.

Important: LogBooks Hub is a compliance management tool designed to assist your record-keeping. It does not replace your legal obligation to understand and comply with applicable food safety, health and safety, and other regulatory requirements. You remain solely responsible for ensuring your business meets all applicable legal standards.

We warrant that: (a) the Service will perform materially as described in our documentation; and (b) we will use commercially reasonable efforts to maintain the security and integrity of the Service.

To the fullest extent permitted by law, the Service is provided "as is." We do not warrant that the Service will be uninterrupted, error-free, or that it will meet your specific compliance or regulatory requirements. We make no warranty that use of the Service will guarantee a favourable outcome in any regulatory inspection or legal proceeding.

To the fullest extent permitted by applicable law, ReflowAI Ltd shall not be liable for any indirect, incidental, special, consequential, or exemplary damages, including loss of profits, loss of data, loss of business, or reputational damage, arising from your use of or inability to use the Service.

Our total aggregate liability to you under or in connection with these Terms, whether arising in contract, tort (including negligence), or otherwise, shall not exceed the greater of: (a) the total fees paid by you to ReflowAI Ltd in the 12 months immediately preceding the event giving rise to the claim; or (b) £500.

Nothing in these Terms shall exclude or limit either party's liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; or (c) any liability that cannot be excluded by law.

You agree to indemnify, defend, and hold harmless ReflowAI Ltd, its officers, employees, and agents from and against any claims, damages, losses, costs (including legal fees), and expenses arising from: (a) your breach of these Terms; (b) your use of the Service in a manner not permitted by these Terms; or (c) your violation of any applicable law or third-party rights.

These Terms remain in effect for the duration of your subscription and for any trial period. Either party may terminate the agreement by cancelling the subscription in accordance with clause 5.

We may terminate or suspend your account immediately, without notice or liability, if: (a) you materially breach these Terms and, where the breach is remediable, fail to remedy it within 14 days of written notice; (b) you become insolvent or enter insolvency proceedings; or (c) we are required to do so by law.

On termination, your right to access the Service ceases immediately. You may request an export of your Compliance Records within 30 days of termination; after that period we may permanently delete your data. The following clauses survive termination: Intellectual Property, Confidentiality, Limitation of Liability, Indemnification, and Governing Law.

We may update these Terms from time to time. If we make material changes, we will provide at least 30 days' notice by email or by a prominent notice within the Service. Your continued use of the Service after the effective date of the updated Terms constitutes acceptance of the changes.

If you do not agree with the updated Terms, you may cancel your subscription before the effective date of the changes.

These Terms and any dispute arising from them are governed by the laws of England and Wales. Both parties submit to the exclusive jurisdiction of the courts of England and Wales for the resolution of any disputes, except that either party may seek injunctive or interim relief in any court of competent jurisdiction.

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

If you have questions about these Terms, please contact us: