Terms of Service

1. Acceptance of Terms

By accessing and using PrepFlow ("the Service"), you accept and agree to be bound by the terms and provision of this agreement. If you don't agree to abide by the above, please don't use this service.

These Terms of Service ("Terms") govern your use of PrepFlow, a restaurant profitability optimization tool provided by PrepFlow ("we", "our", or "us").

2. Service Description

PrepFlow is a web-based Software-as-a-Service (SaaS) platform that provides comprehensive restaurant profitability optimization tools, including:

• Ingredients management and inventory tracking
• Recipe creation and cost calculation
• COGS (Cost of Goods Sold) calculator with advanced pricing strategies
• Menu profitability analysis and performance insights
• Temperature monitoring and compliance logging
• Cleaning task management and scheduling
• Compliance record keeping and audit trails
• Supplier management and price tracking
• Menu builder and dish management
• Order lists and prep list generation
• AI-powered specials suggestions
• Recipe sharing and collaboration features

The Service is designed to assist restaurant owners, managers, and chefs in making informed business decisions. However, we don't guarantee specific financial outcomes. Feature availability may vary based on your subscription tier.

3. User Accounts and Registration

To access PrepFlow, you must create an account using our authentication provider (Auth0). You agree to:

• Provide accurate, current, and complete information during registration
• Verify your email address as required by our authentication system
• Maintain and update your information as necessary
• Maintain the security of your account credentials and authentication tokens
• Notify us immediately of any unauthorized access or security breaches
• Accept responsibility for all activities that occur under your account

Account Security: You are responsible for maintaining the confidentiality of your account credentials. We use Auth0 for authentication, which provides industry-standard security measures. However, you must not share your credentials with others or allow unauthorized access to your account.

Account Termination: We reserve the right to suspend or terminate accounts that violate these Terms or engage in fraudulent, abusive, or illegal activities.

4. Payment and Subscription Terms

Subscription Model: PrepFlow is offered as a monthly subscription service. All prices are in AUD unless otherwise stated and are subject to change without notice. We will notify you of any price changes at least 30 days in advance.

Subscription Tiers: PrepFlow offers three subscription tiers:

• Starter: $69 AUD per month - Includes core features with limitations on recipes and ingredients
• Pro: $129 AUD per month - Includes all Starter features plus unlimited recipes and ingredients, advanced analytics, and export capabilities
• Business: $199 AUD per month - Includes all Pro features plus multi-user collaboration and API access

Payment Processing: Payments are processed securely through Stripe, our payment processor. By subscribing to PrepFlow, you agree to Stripe's Services Agreement and authorize us to charge your payment method on a recurring monthly basis.

Automatic Renewal: Your subscription automatically renews each month unless you cancel before the end of your current billing period. You'll be charged the then-current monthly subscription fee on each renewal date.

Subscription Cancellation: You may cancel your subscription at any time through your account settings or by contacting us. Your subscription will remain active until the end of your current billing period, after which your access will be terminated. Cancellation doesn't entitle you to a refund for any unused portion of your current billing period.

EU Data Act Compliance: For customers located in the European Union, the EU Data Act (effective September 12, 2025) provides additional rights. EU customers may cancel their cloud subscription at any time, regardless of contract length, without penalty. This right is in addition to the cancellation rights described above.

Failed Payments: If a payment fails, we will attempt to process the payment again. If payment continues to fail, we may suspend or terminate your subscription and access to the Service.

No Refunds: All subscription fees are non-refundable. We don't provide refunds or credits for partial months of service, unused subscription periods, or if you cancel your subscription before the end of your billing period.

Price Changes: We reserve the right to modify subscription prices at any time. Price changes won't affect your current billing period but will apply to subsequent renewals. We will notify you of any price changes at least 30 days in advance.

5. License and Usage Rights

License Grant: Subject to these Terms and your active subscription, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use PrepFlow for your personal or business use during your subscription period. This license is conditional upon your continued compliance with these Terms and payment of all applicable subscription fees.

Feature Access: Your access to specific features and functionality is determined by your subscription tier. Features may be limited or unavailable based on your tier level. Upgrading or downgrading your subscription may change your feature access.

Accessibility: PrepFlow is committed to providing an accessible platform that complies with the Americans with Disabilities Act (ADA) and Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standards. We regularly audit and improve accessibility features. If you encounter accessibility issues, please contact us at hello@prepflow.org.

Restrictions: You may not:

• Copy, modify, or create derivative works of PrepFlow
• Reverse engineer, decompile, or disassemble the Service
• Remove or alter any copyright, trademark, or proprietary notices
• Use PrepFlow for any illegal or unauthorized purpose
• Share your account credentials with others
• Attempt to gain unauthorized access to PrepFlow or related systems
• Use automated systems to access PrepFlow without authorization
• Interfere with or disrupt the Service or servers

6. Intellectual Property Rights

Ownership: PrepFlow and all related content, features, and functionality are owned by PrepFlow and are protected by Australian and international copyright, trademark, patent, trade secret, and other intellectual property laws.

Your Content: You retain ownership of all data, recipes, ingredients, and other content you upload or create in PrepFlow ("Your Content"). By using PrepFlow, you grant us a limited, worldwide, non-exclusive, royalty-free license to use, store, and process Your Content solely for the purpose of providing and improving the Service.

Feedback: If you provide feedback, suggestions, or ideas about PrepFlow, you agree that we may use such feedback without compensation or obligation to you. We may incorporate your feedback into PrepFlow without attribution.

Trademarks: "PrepFlow" and related logos are trademarks of PrepFlow. You may not use our trademarks without our prior written consent.

7. User Conduct and Responsibilities

You agree to use PrepFlow responsibly and in accordance with these Terms. You are responsible for:

• Ensuring the accuracy of data you input
• Making informed business decisions based on PrepFlow insights
• Complying with applicable laws and regulations
• Maintaining the security of your account
• Not interfering with the Service or other users

8. Disclaimers and Limitations

Service Availability: We strive to provide reliable service but can't guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or technical issues.

Data Accuracy: While PrepFlow provides tools for analysis, the accuracy of results depends on the data you input. We are not responsible for decisions made based on PrepFlow insights.

Business Outcomes: PrepFlow is a tool to assist decision-making, but we don't guarantee specific financial results, increased profits, or business success.

Third-Party Services: PrepFlow integrates with third-party services including Stripe (payment processing), Auth0 (authentication), and Supabase (database hosting). We are not responsible for their availability, functionality, or terms of service. Your use of these third-party services is subject to their respective terms and privacy policies.

Data Storage: Your data is stored securely using Supabase, our database hosting provider. While we implement industry-standard security measures, we can't guarantee absolute security of data transmitted over the internet or stored in cloud databases. Your use of Supabase is subject to their terms of service and privacy policy.

Limitation of Liability: To the maximum extent permitted by law, PrepFlow shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, data loss, or business interruption, arising from your use of or inability to use PrepFlow.

9. Limitation of Liability

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

• Loss of profits, revenue, or business opportunities
• Data loss or corruption
• Business interruption
• Any damages resulting from your use of PrepFlow

Our total liability to you for any claims arising from these Terms or your use of PrepFlow shall not exceed the amount you paid for the Service.

10. Indemnification

You agree to indemnify and hold harmless PrepFlow, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from your use of the Service or violation of these Terms.

11. Termination

Termination by You: You may cancel your subscription and stop using PrepFlow at any time through your account settings or by contacting us. Your access to the Service will continue until the end of your current billing period. After the billing period ends, your subscription won't renew and your access will be terminated.

Termination by Us: We may terminate or suspend your access to PrepFlow immediately if you violate these Terms, engage in fraudulent or illegal activities, fail to pay subscription fees, or if we discontinue the Service. We will provide reasonable notice when possible, except in cases of serious violations or illegal activity.

Effect of Termination: Upon termination of your subscription:

• Your right to access and use PrepFlow will cease at the end of your billing period
• You'll lose access to all features and data stored in your account
• You may export your data before termination using available export features
• We may delete your account and associated data after a reasonable retention period
• You won't be entitled to any refund for unused subscription time

Data Retention: After termination, we may retain your data for a period of up to 90 days for backup and recovery purposes. After this period, we will delete your data unless we are required to retain it for legal or regulatory purposes. You are responsible for exporting any data you wish to retain before termination.

12. Governing Law and Disputes

Governing Law: These Terms are governed by and construed in accordance with the laws of the State of Queensland, Australia, without regard to its conflict of law provisions. Any disputes arising from these Terms or your use of PrepFlow shall be resolved through good faith negotiations.

Jurisdiction and Venue: If a dispute can't be resolved amicably, it shall be subject to the exclusive jurisdiction of the courts of Queensland, Australia. You agree to submit to the personal jurisdiction of such courts and waive any objection to venue in such courts.

Class Action Waiver: You agree that any disputes will be resolved individually and not as part of a class action. You waive your right to participate in a class action lawsuit or class-wide arbitration.

EU Consumer Rights: If you are a consumer located in the European Union, you may have additional rights under EU consumer protection laws. Nothing in these Terms limits your rights as a consumer under mandatory EU law. If any provision of these Terms conflicts with mandatory EU consumer law, that provision won't apply to you.

13. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of any material changes by posting the updated Terms on our website and updating the "Last updated" date. Your continued use of PrepFlow after such changes constitutes acceptance of the updated Terms.

14. Contact Information

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