Terms of Service

Who we are

TradeFlow is operated by AIPOS Limited ("AIPOS", "we", "our", "us"), a company registered in England & Wales. Contact for any matter relating to these Terms: admin@aiposuk.com.

Agreement to Terms

By accessing or using TradeFlow ("the Service"), you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use the Service.

Description of Service

TradeFlow is a UK business-management platform for tradespeople and service businesses. The Service includes the following features (some may be enabled, disabled, or billed separately depending on your plan):

• Enquiry capture (manual entry, web form, embedded form, Meta Lead Ads, voice agent, WhatsApp)
• Quotes with templates, line items, drawings, attachments, e-signature, customer accept/decline, paused/waiting status, and automated follow-ups
• Jobs with scheduling, calendar drag & drop, recurring jobs, job templates, attached workflows, before/during/after job photos, time entries, materials, and supplier links
• Invoices (one-off and recurring), public invoice view, and customer payments
• Purchase orders linked to jobs, with supplier emailing and PDF generation
• Customer portal for viewing quotes, invoices, documents, and paying online
• Team management: invites, custom roles, permissions, hourly and salary pay types, timesheets, timesheet approvals, and payroll
• Live team view with map and location of team members, next job, and on-site / en-route / in-office time tracking
• Customers / CRM with contacts, site addresses, communication history, and Do-Not-Contact controls
• AI voice agent / receptionist for inbound calls (recording, transcription, summaries, booking and enquiry capture)
• WhatsApp AI assistant with dual personas (sales and tradesperson), role-aware access, and action execution
• Email and SMS notifications (operational and marketing) with opt-out handling
• Calendar integrations (Google Calendar, Outlook)
• Email integrations (Gmail, Outlook, with Resend fallback)
• Google Business Profile integration
• Accounting integrations: two-way sync with QuickBooks and FreeAgent
• Optional Professional Website product (separately billed)
• Reviews and feedback capture
• Reports and analytics
• AI Copilot chatbot for in-app, role-aware assistance
• Credit-based SMS and AI features (four credit pools plus a separate Account Credit wallet)
• Setup wizard ("Get Started" checklist) with a free Voice Agent reward on completion (see below)

User Accounts

To use the Service you must create an account. You agree to:

• Provide accurate and complete information during registration
• Maintain the security of your account credentials
• Notify us immediately of any unauthorised access
• Accept responsibility for all activities under your account

We reserve the right to suspend or terminate accounts that violate these terms.

Payment Terms

• Pricing. TradeFlow CRM is £36 per month. New accounts get a 14-day free trial with no card required to start.
• Trial behaviour. You may add a payment card at any point during the trial. If a card is on file when the trial ends on day 14, the £36 monthly fee is automatically charged on that day and then on the same day each month after that until you cancel. If no card is on file at the end of the trial, the account is deactivated and locked for 90 days, then automatically deleted.
• Card on file = authority to charge. By adding a payment card you authorise AIPOS Limited (via Revolut Merchant Services) to take recurring £36/month subscription payments, plus any add-on charges you have enabled. This is a stored merchant-initiated transaction (MIT) mandate.
• Add-on services. SMS messaging, Voice Agent plans, and the Professional Website product are billed separately at their own monthly fees and renewal dates. All current products, renewal dates, and the option to cancel or deactivate any product are shown in Settings → Account.
• Credit top-ups & wallet. Optional credit top-ups (Daily, Top-up, Rollover, and Monthly pools, plus the separate Account Credit wallet) are charged when you request them. Account Credit balances expire 12 months after purchase and are applied automatically before any card charge on a first-in, first-out basis.
• Failed payments. If a charge fails we will retry per the schedule shown in-app. Continued failure may result in feature lockout or account deactivation.
• Grandfathered accounts. A limited number of accounts created before our paid-plan launch on 4 June 2026 remain on legacy terms — either free-forever or a different monthly price. Those legacy terms continue to apply to those accounts only. All accounts created on or after that date are on the £36/month plan described above.
• Price changes. We will give at least 30 days' notice before changing the headline subscription price. Continued use after the change date constitutes acceptance.

Cancellation, deactivation, and refunds

• How to cancel. You can cancel, deactivate, or delete TradeFlow CRM and any add-on product at any time from Settings → Account. No phone call or email is required.
• What happens after cancellation. Cancelling stops the next billing cycle. You retain full access to TradeFlow CRM (and any cancelled add-on) until the end of your current paid month or trial. After that point, access is removed.
• Refunds. All payments are non-refundable. We do not pro-rate part-months. We may offer goodwill credits in exceptional circumstances entirely at our sole discretion.
• Account suspension for non-payment. If your subscription payment fails repeatedly, your account will be deactivated and locked for 90 days. If you do not reactivate within that window, the account and its data are permanently deleted in line with our Privacy Policy.

Free Voice Agent reward

• Businesses that complete every step of the in-app Get Started checklist are awarded a free Voice Agent setup as a one-off reward.
• The free Voice Agent must be put into active use within 3 months of being awarded.
• If the free Voice Agent has not been used within that 3-month period, AIPOS Limited reserves the right, at its sole discretion, to revoke the free allocation without notice or refund.
• This revocation right applies only to Voice Agents granted as part of the free reward. Any Voice Agent that has been paid for by the business — whether through PAYG top-ups or a monthly Voice Agent plan — remains the business's regardless of usage.

AI features and limitations

• Content generated by AI features (call summaries, copilot answers, blog drafts, transcripts, suggested replies) may contain errors. You remain responsible for verifying it before sending it to a customer or relying on it commercially.
• Inbound calls handled by the AI voice agent are recorded and transcribed. This is also covered in our Privacy Policy.
• The AI Copilot operates with the permissions of the signed-in user — it cannot see or change data that the user is not already allowed to see or change.

Communications and customer consent

By adding a customer's phone number or email address to TradeFlow you confirm you have a lawful basis to contact them. The platform provides Do-Not-Contact (DNC) controls and SMS opt-out keyword handling. You are responsible for honouring those settings and for being the data controller of your own customer list.

Google API integrations

The Service offers integrations with Google services (Google Calendar, Gmail, Google Business Profile, Google Maps / Places). By connecting your Google account:

• You authorise TradeFlow to access the scopes shown on the Google consent screen
• You acknowledge that we may read and write data on your behalf within those scopes
• You can revoke access at any time from Settings → Integrations or your Google account
• We are not responsible for outages or sync issues caused by Google services

TradeFlow's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Acceptable Use

You agree not to:

• Use the Service for any illegal or unauthorised purpose
• Interfere with or disrupt the Service or its servers
• Attempt to gain unauthorised access to any part of the Service
• Upload malicious code or content
• Impersonate others or provide false information
• Use the Service to send spam or unsolicited communications
• Violate any applicable laws or regulations

Intellectual Property

The Service and its original content, features, and functionality are owned by AIPOS Limited and are protected by copyright, trademark, and other intellectual property laws.

You retain ownership of any content you upload to the Service. By uploading content, you grant us a licence to use, display, and distribute that content as necessary to provide the Service.

Limitation of Liability

To the fullest extent permitted by law, AIPOS Limited shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

• Loss of profits, data, or business opportunities
• Service interruptions or downtime
• Errors or inaccuracies in content, including AI-generated content
• Any issues arising from third-party integrations

Disclaimer of Warranties

The Service is provided "as is" and "as available" without any warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

Termination

We may terminate or suspend your account and access to the Service immediately, without prior notice or liability, for any reason, including breach of these Terms.

Upon termination, your right to use the Service will immediately cease. You may request deletion of your data in accordance with our Privacy Policy.

Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of any changes by posting the new Terms on this page and updating the "Last updated" date. Continued use of the Service after changes constitutes acceptance of the new Terms.

Governing Law

These Terms shall be governed by and construed in accordance with the laws of England & Wales, without regard to its conflict-of-law provisions.

Contact Us

Questions about these Terms of Service? Contact AIPOS Limited at:

Email: admin@aiposuk.com