Terms of Service

These Terms of Service ("Terms") govern your access to and use of the CaseFlo platform and related services provided by CaseFlo Limited ("CaseFlo", "we", "us"). By creating an account or using the Service, you agree to be bound by these Terms.

CaseFlo Limited is a company registered in England and Wales (Company No. 17181579). Our registered office is 16 Kirchen Road, London W13 0TY. You can contact us at cheyenne@caseflo.co.uk or by writing to our registered address. References to "CaseFlo", "we", "us" and "our" in these Terms mean CaseFlo Limited.

These Terms apply to all users of the CaseFlo platform, including individual social workers, agency administrators, and any organisation that has purchased a subscription ("you", "your", "Organisation"). If you are using CaseFlo on behalf of an organisation, you confirm that you have authority to bind that organisation to these Terms.

CaseFlo is a software-as-a-service (SaaS) platform designed to assist UK fostering agencies and independent social workers in preparing fostering assessments, case notes, visit reports, supervision records and other professional documents. The platform uses AI language models to assist with drafting. All AI-generated content is a drafting aid only and must be reviewed, edited, and approved by a qualified professional before use.

You must create an account to use CaseFlo. You are responsible for keeping your login credentials confidential and for all activity under your account. You must notify us immediately at cheyenne@caseflo.co.uk if you suspect unauthorised access. You must not share your account with others or create accounts for unauthorised users.

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

• Use the platform to process data in a manner that violates UK GDPR or any other applicable law
• Upload content that is unlawful, harmful, defamatory, or infringes third-party rights
• Attempt to gain unauthorised access to any part of the platform or its infrastructure
• Use the platform to generate content unrelated to professional fostering or social work practice
• Reverse engineer, decompile, or attempt to extract the source code of the platform
• Resell or sublicense access to the platform without our prior written consent

You retain ownership of all content and data you upload to or create using CaseFlo ("Your Content"). By using the platform, you grant CaseFlo a limited, non-exclusive licence to process Your Content solely to provide the service. We do not use Your Content to train AI models. You are responsible for ensuring you have the right to upload any personal data about third parties (e.g. foster carer applicants) and for complying with your obligations as a Data Controller under UK GDPR.

CaseFlo uses large language models (LLMs) to assist in drafting fostering documents. You acknowledge that:

• AI-generated content may contain errors, omissions, or inaccuracies
• All AI-generated content must be reviewed and approved by a qualified professional before it is relied upon or submitted
• CaseFlo does not warrant that AI-generated content meets any regulatory standard or is suitable for any particular purpose
• The responsibility for the accuracy and appropriateness of all final documents rests with you

Subscriptions are billed as agreed at the point of purchase. All fees are exclusive of VAT unless stated otherwise.

Founding Agency Offer

Agencies that joined CaseFlo during our founding period are entitled to the Founding Agency pricing as agreed at sign-up. This pricing is guaranteed for the duration of the initial contract term. After the initial term, pricing may be reviewed with 90 days' written notice.

Payment is due in advance of each billing period. If payment is not received within 14 days of the due date, CaseFlo reserves the right to suspend access until payment is made. All payments are non-refundable except as required by law or as expressly stated in your order.

We aim to provide a reliable service but do not guarantee uninterrupted or error-free access. We will endeavour to notify you in advance of planned maintenance. We are not liable for any loss caused by interruptions beyond our reasonable control.

We may update, modify, or discontinue features of CaseFlo at any time. Where a change materially reduces functionality you rely on, we will provide at least 30 days' notice. Continued use of the platform after notice of a material change constitutes acceptance.

Either party may terminate these Terms on written notice. We may also terminate or suspend your access immediately if you breach these Terms, fail to pay fees, or if we are required to do so by law. On termination, your right to access the platform ceases. You may request an export of Your Content within 30 days of termination; after that period we may delete it.

To the maximum extent permitted by law:

• CaseFlo's total liability to you arising from or in connection with these Terms shall not exceed the fees paid by you in the 12 months preceding the event giving rise to the claim
• CaseFlo shall not be liable for any indirect, consequential, special, or punitive damages, or for loss of profit, revenue, data, or business opportunity
• Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law

CaseFlo and its licensors own all intellectual property rights in the platform, including software, design, trademarks, and documentation. You are granted a limited, non-exclusive, non-transferable licence to use the platform during your subscription. No other rights are granted.

Each party agrees to keep the other's confidential information confidential and not to disclose it to third parties without prior written consent, except as required by law. This obligation survives termination of these Terms.

Each party shall comply with its obligations under UK GDPR and the Data Protection Act 2018. Where CaseFlo processes personal data on your behalf, this is governed by our Data Processing Agreement (DPA), which forms part of these Terms and is available on request at cheyenne@caseflo.co.uk.

Neither party shall be liable for any failure to perform its obligations where that failure results from circumstances beyond its reasonable control, including but not limited to acts of God, war, pandemic, government action, or failure of third-party infrastructure.

We may update these Terms from time to time. Material changes will be notified by email or in-platform notice with at least 30 days' notice. Continued use of CaseFlo after the effective date constitutes acceptance of the revised Terms.

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full force. Our failure to enforce any right does not constitute a waiver. These Terms, together with the DPA and any order confirmation, constitute the entire agreement between us relating to the platform and supersede all prior agreements on the same subject matter.

For all queries relating to these Terms, contact us at:

Email: cheyenne@caseflo.co.uk
Address: CaseFlo Limited, 16 Kirchen Road, London W13 0TY
Company No.: 17181579 (registered in England and Wales)