Effective date: 6th June 2026
Last updated: 6th June 2026
These Terms of Service ("Terms") form a legally binding agreement between you and Floxa Ltd.
Please read these Terms carefully before using Floxa. By creating an account, accessing, subscribing to, or using the Service, you agree to these Terms.
If you do not agree to these Terms, you must not use the Service.
This summary is provided for convenience only. The full Terms below are legally binding.
Floxa Ltd is a company registered in England and Wales.
Floxa Ltd
Company number: 16971343
Registered office: 5 Ystrad Close, Johnstown, Carmarthen, Wales, SA31 3PE
In these Terms, "Floxa", "we", "us" and "our" means Floxa Ltd.
Floxa provides cloud-based business management software for businesses, teams, freelancers and organisations.
The Service may include features for:
The exact features available to you may depend on your subscription plan, account type, region, configuration, device, app version, and any additional terms that apply.
These Terms should be read alongside:
If there is a conflict between these Terms and another Floxa document, the following order will apply unless expressly stated otherwise:
In these Terms:
Floxa is designed for business and professional use.
If you use Floxa as a consumer, nothing in these Terms excludes or limits any statutory rights you may have under applicable consumer law.
You must be at least 18 years old to create a Floxa account or use the Service. The Service is not directed at children or users under 18.
If you create an Account on behalf of a company, organisation or other legal entity, you confirm that:
To use the Service, you may need to create an Account or be invited as a User.
When registering or managing an Account, you must:
Users log in using email and password at launch. Passwords are securely hashed and are not stored in plain text.
You are responsible for:
Security concerns should be reported to:
The Floxa mobile app is login-only at launch. Account creation is handled through the Floxa website.
If mobile app signup is introduced later, these Terms and applicable app store disclosures may be updated.
The Floxa mobile app may request camera and photo/file access where needed to allow Users to upload receipts, photos, documents, attachments or other files into the platform. These uploads are optional.
Floxa does not request location, contacts, calendar, microphone or push notification permissions at launch.
Floxa subscriptions are managed through Stripe. Floxa does not use Apple or Google in-app purchases for subscriptions at launch.
You are responsible for all Users invited to or authorised under your Account, including their access permissions, use of the Service, and compliance with these Terms.
You must ensure that each User has appropriate authority to access Customer Data and use the features made available to them.
You are responsible for removing or updating User access when it is no longer appropriate, including where a User leaves your organisation, changes role, or no longer requires access.
You must use the Service lawfully and responsibly.
You must not use the Service to:
We may suspend, restrict or terminate access where we reasonably believe this section has been breached.
The Service is not designed or intended for use in high-risk, safety-critical, regulated or specialist environments where failure, delay, error or loss of data could lead to death, personal injury, serious financial loss, legal non-compliance, or significant harm.
You must not use the Service as a substitute for systems specifically designed for medical records, emergency services, regulated financial services, legal case management, safety-critical operations, or other high-risk uses unless we have expressly agreed this in writing.
You are responsible for Customer Data and any files, images, receipts, contracts, documents or other content uploaded, submitted or stored through your Account.
You must ensure that you have all necessary rights, permissions and lawful bases to upload, store, use and share Customer Data through the Service.
You must not upload content that is unlawful, infringes third-party rights, contains malware, or breaches confidentiality, privacy, data protection, employment, intellectual property or other legal obligations.
Uploaded files, receipts, images, documents and attachments may be subject to storage limits, file size limits, file type restrictions, security scanning, and fair use restrictions.
We may remove, restrict or disable access to uploaded content where we reasonably believe it breaches these Terms, infringes rights, creates a security risk, is unlawful, or may harm Floxa, users or third parties.
You retain ownership of Customer Data.
These Terms do not transfer ownership of Customer Data to Floxa.
You grant Floxa a limited, non-exclusive, worldwide, royalty-free licence to host, store, transmit, display, process and otherwise use Customer Data only as necessary to provide, secure, maintain, support and improve the Service in accordance with these Terms, the Privacy Policy and the DPA.
This licence continues for as long as necessary to provide the Service, comply with applicable law, maintain backups, resolve disputes, enforce rights, and meet legitimate operational requirements.
Floxa may use aggregated or anonymised data that does not identify you, your Users, your customers, or any individual for analytics, benchmarking, service improvement, product development, security monitoring and business reporting.
Aggregated or anonymised data is not treated as Customer Data where it cannot reasonably identify an individual or customer.
Where Floxa processes Customer Personal Data on behalf of a Customer, the Customer is usually the controller and Floxa acts as processor.
Such processing is governed by Floxa's Data Processing Agreement, available at:
The DPA forms part of these Terms where applicable.
Customers are responsible for ensuring that they have a lawful basis for entering Personal Data into Floxa and for providing any required privacy information to the individuals whose data they manage through the Service.
Floxa's own controller processing is described in the Privacy Policy:
Floxa's main service providers and subprocessors are listed in the Privacy Policy and DPA.
These currently include:
Floxa uses Mailgun, configured to the EU region, for email delivery.
Floxa uses Support Stream to manage support requests, issue reports and related customer support communications.
Floxa's main production data is hosted in the United Kingdom using AWS London infrastructure.
Personal data may also be processed in the United Kingdom, European Economic Area and other countries where our service providers operate.
Where personal data is transferred internationally, Floxa will use appropriate safeguards where required by law.
Floxa may offer a 14-day free trial for new customers.
No payment card is required to start the free trial.
Your trial will not automatically convert into a paid subscription unless you choose a paid plan and provide payment details.
At the end of the trial, your access to the Service may be limited or suspended unless you subscribe to a paid plan.
You may request deletion of your Account and associated personal data at:
https://floxa.co.uk/account-deletion
or by contacting:
Customer Data will be deleted or anonymised within 14 days of a valid deletion request, unless retention is legally or operationally required. Backup copies may remain for up to 30 days. Floxa billing, subscription, payment, tax and accounting records may be retained for up to 6 years to comply with UK company, tax, VAT and accounting obligations. See Section 38 for full retention details.
Our current subscription plans are published on our pricing page or checkout flow.
Plans may include different features, limits, usage allowances, support options, storage allowances, user limits, integrations, automation options or other entitlements.
Paid subscriptions renew automatically at the end of each billing period unless cancelled before renewal.
By subscribing, you authorise Floxa, through Stripe, to charge your selected payment method for recurring subscription fees and applicable taxes until you cancel.
Prices may be shown exclusive or inclusive of VAT or other taxes depending on the pricing page, checkout flow, customer location, region, currency and applicable law.
Floxa may offer different pricing, plans, promotions or currencies based on region, market, customer type, purchasing channel, billing cycle or applicable taxes.
Regional pricing differences do not entitle existing customers to a refund, credit or price adjustment unless expressly stated by Floxa.
You are responsible for any taxes, duties, levies or charges that apply to your purchase, except for taxes based on Floxa's income.
Where required, Stripe or Floxa may calculate and collect applicable VAT or taxes at checkout.
Floxa may offer discounts, promotions, coupons, trials, founder pricing, custom pricing or special offers from time to time.
These offers may be subject to additional terms, eligibility criteria, expiry dates, regional availability or usage limits.
Unless expressly stated, promotional pricing applies only for the period specified and does not guarantee the same price after the promotion ends.
Floxa uses Stripe to manage subscription billing for Floxa accounts.
Floxa may also use Stripe Connect to allow customers to connect their own Stripe accounts and accept payments for invoices issued through the platform.
Floxa does not intentionally store full payment card numbers or full card security codes on its own systems.
Your use of Stripe or Stripe Connect may be subject to Stripe's own terms, policies, fees and compliance requirements.
If a payment fails, we may notify you and retry the payment.
If payment remains unpaid, we may suspend or limit access to the Service until payment is made.
You remain responsible for all unpaid fees.
You may cancel your subscription through your account settings where available, or by contacting us.
Cancellation usually takes effect at the end of your current billing period.
If you cancel, you keep access to the paid Service until the end of the paid billing period, unless your Account is suspended or terminated for breach, security, fraud, legal or misuse reasons.
Except where required by law or expressly stated at the time of purchase, fees are non-refundable.
We may consider refund requests at our discretion.
You may be able to upgrade or downgrade your subscription plan through your account settings or by contacting us.
If you downgrade your plan, you may lose access to certain features, limits, storage, support levels or functionality.
If your Account exceeds the limits of the downgraded plan, we may require you to reduce usage, remove Users, delete or export data, or upgrade to a suitable plan.
Downgrades usually take effect at the end of the current billing period unless stated otherwise.
We may change subscription fees or plan pricing from time to time.
Where a price change affects your current paid subscription, we will give at least 30 days' notice before the change takes effect.
Price changes will apply from your next billing period after the notice period.
If you do not agree to a price change, you may cancel your subscription before the change takes effect.
Where the Service allows you to connect a Stripe account or accept payments for invoices issued through Floxa, you are responsible for your own relationship with your customers, clients or payers.
Floxa provides software tools to help create invoices and facilitate payment workflows.
Floxa is not responsible for the goods, services, invoices, refunds, chargebacks, disputes, taxes, customer relationships, or legal obligations relating to payments you receive from your own customers.
Your use of Stripe or Stripe Connect is subject to Stripe's own terms, policies, fees and compliance requirements.
The Service may include features for invoices, expenses, receipts, timesheets, reports, dashboards and business records.
These features are provided as software tools only and do not constitute legal, tax, accounting, financial or professional advice.
You are responsible for checking that your use of the Service, and any records, invoices, reports or documents generated through the Service, are accurate and suitable for your legal, tax, accounting and business requirements.
You are responsible for configuring your tax, VAT, invoice, currency, business and payment settings correctly.
Floxa may provide tools to help create invoices, receipts, expenses, payment records and reports, but you remain responsible for ensuring that your records and outputs comply with applicable tax, accounting, invoicing and business requirements.
The Service may generate invoices, reports, exports, dashboards, documents or other outputs based on Customer Data and user configuration.
You are responsible for reviewing and verifying all outputs before relying on them, sending them to third parties, filing them, or using them for legal, tax, accounting, employment, commercial or compliance purposes.
If the Service allows you to send emails, notifications, invoices, reminders or other communications to third parties, you are responsible for ensuring that those communications are lawful, accurate and authorised.
You must not use the Service to send spam, phishing, misleading messages, unlawful marketing, abusive communications, or communications that breach applicable email, privacy, data protection or direct marketing laws.
We may restrict or suspend email or notification features where reasonably necessary to protect deliverability, prevent abuse, comply with law, or protect Floxa, users, recipients or service providers.
We may apply reasonable usage limits, storage limits, rate limits, file size limits, email sending limits, user limits, feature limits or fair use restrictions to protect the Service, control abuse, manage costs, and maintain fair access for other customers.
Where practical, we will publish or communicate material limits that apply to your subscription plan.
We may restrict, suspend or require you to upgrade if your usage materially exceeds normal or permitted use for your plan.
If the Service provides APIs, webhooks, integrations, import/export tools or automation features, you are responsible for how you configure and use them.
You must not use APIs, integrations or automation features in a way that overloads the Service, breaches third-party terms, bypasses access controls, compromises security, or causes unlawful or harmful processing of data.
We may apply usage limits, rate limits, technical controls or suspension where reasonably necessary to protect the Service, other users or third parties.
The Service may integrate with, rely on, or allow you to connect to third-party services.
Your use of third-party services may be subject to separate terms, policies, fees and availability.
We are not responsible for third-party services, their availability, their acts or omissions, or any data processing they carry out as independent controllers.
Where we use third-party providers as processors or subprocessors, this is addressed in our Privacy Policy and DPA.
We rely on third-party service providers, including hosting, infrastructure, payment, email, app store and support providers.
We are not responsible for outages, failures, delays or issues caused by third-party providers or systems outside our reasonable control.
Where a third-party outage materially affects the Service, we will use reasonable efforts to investigate the issue, reduce disruption where practical, and notify affected users where appropriate.
We use commercially reasonable efforts to make the Service available and reliable.
Any uptime figures we publish are service targets only and do not create a service credit, refund right, or guaranteed service level unless expressly agreed in a separate written SLA.
The Service may be unavailable or disrupted due to:
We may update, improve, modify, replace or remove features from the Service from time to time.
Where a change materially reduces core paid functionality, we will use reasonable efforts to provide advance notice, unless the change is required for security, legal compliance, urgent technical reasons, or to prevent misuse.
We will not intentionally make changes that materially reduce the overall value of your paid subscription without a reasonable basis.
Updates may be released automatically and may be required to continue using the Service securely.
We may make beta, preview, experimental or early access features available from time to time.
We will use reasonable efforts to clearly label these features as beta, preview, experimental or early access where they are materially different from standard production features.
These features may be incomplete, changed, withdrawn, unavailable, or subject to additional limitations.
Beta, preview, experimental and early access features are provided for testing and feedback purposes and should not be relied on for critical business operations unless we expressly state otherwise.
Support is provided according to your subscription plan and the support options available to your Account.
We aim to respond to support requests within a reasonable time and may publish target response times for different plans.
Any published response times are targets only and are not guaranteed unless expressly stated in a separate written agreement.
Customers may contact Floxa for support by email or through Support Stream ticketing.
Support contact:
Floxa uses AWS automated backups retained for up to 30 days for service restoration and business continuity purposes.
Backup copies are automatically overwritten or deleted after this period.
Floxa may provide export tools or support-assisted exports for certain Customer Data.
You are responsible for exporting and retaining copies of Customer Data that you need for your own business continuity, legal, tax, accounting or compliance purposes.
Backups are maintained for service restoration and business continuity purposes and are not intended as a customer-controlled archive or version history service.
You are responsible for ensuring that Customer Data entered into the Service is accurate, lawful and appropriately backed up where necessary for your own business, tax, accounting, legal or compliance purposes.
Floxa maintains backups as described in our Privacy Policy, but the Service is not intended to be your sole archive for legal, tax, accounting or compliance records.
Where technically feasible and legally required or appropriate, we will provide exportable Customer Data in a structured, commonly used format.
Some data may be exportable directly through the dashboard. For complete or support-assisted exports, contact:
We may need to verify your identity and authority before providing exports.
You may request account deletion at:
https://floxa.co.uk/account-deletion
or by contacting:
After account closure, cancellation or termination, applicable account data will be deleted or anonymised within 14 days of a valid deletion request, unless retention is required for legal, tax, accounting, security, fraud prevention, dispute resolution, backup, or legitimate business reasons.
| Data Type | Retention Period | Reason |
|---|---|---|
| Customer Data entered into the platform, including customer-created invoices, expenses, receipts, documents and business records | While the account is active; after a valid deletion request, deleted or anonymised within 14 days unless retention is legally or operationally required | Providing the service; customer-controlled data; deletion rights |
| Backup copies | Up to 30 days | Service restoration and business continuity; automatically overwritten or deleted |
| Floxa billing, subscription, payment, tax and accounting records | Up to 6 years from the end of the relevant financial year, or longer where required by law | UK company, tax, VAT and accounting obligations |
| Security and audit logs | Limited period, based on security need | Fraud prevention, security, abuse prevention, auditability and service integrity |
If Customer Data contains Personal Data controlled by one of our customers, we may need to handle deletion requests according to the customer's instructions and the DPA.
Floxa uses appropriate technical and organisational measures designed to protect Customer Data.
These measures may include:
No online service can guarantee absolute security.
You are responsible for keeping your login details secure, managing User access appropriately, and ensuring your own systems, devices, networks and configurations are secure.
We may suspend or restrict access to the Service where we reasonably believe that:
Where practical and lawful, we will give notice and an opportunity to resolve the issue.
However, we may suspend access immediately where necessary for security, legal, fraud prevention, or service protection reasons.
You may terminate your Account by cancelling your subscription, using account settings where available, or contacting us.
Termination does not entitle you to a refund except as described in these Terms or where required by law.
You remain responsible for any unpaid Fees incurred before termination.
We may terminate your Account or these Terms if:
Where practical and lawful, we will give reasonable notice before termination.
We may terminate immediately where necessary for security, legal, fraud prevention, or service protection reasons.
When your Account or these Terms terminate:
Surviving provisions include those relating to intellectual property, Customer Data, confidentiality, data protection, payment obligations, disclaimers, liability, indemnity, governing law and dispute resolution.
If we decide to discontinue the Service entirely, we will provide at least 90 days' advance notice where reasonably possible and will use reasonable efforts to give customers an opportunity to export Customer Data before the Service ends.
This notice period may not apply where urgent legal, security, insolvency, third-party platform, or circumstances outside our reasonable control prevent us from continuing the Service.
Floxa and its licensors own all rights, title and interest in the Service, including the software, source code, object code, designs, interfaces, workflows, databases, documentation, branding, trademarks, trade names, graphics and other materials forming part of the Service.
Subject to your compliance with these Terms and payment of applicable Fees, Floxa grants you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes during your Subscription.
You must not:
If you provide feedback, suggestions, ideas, comments or recommendations about the Service, you grant Floxa a perpetual, irrevocable, worldwide, royalty-free licence to use, modify, develop, publish and exploit that feedback for any purpose without restriction or compensation to you.
Each party may receive confidential information from the other.
Confidential information includes non-public business, technical, financial, customer, product, security, pricing, operational or commercial information.
Each party agrees to use the other party's confidential information only for the purposes of these Terms and to protect it using reasonable care.
Confidential information does not include information that is public, already known lawfully, independently developed without using the other party's confidential information, or lawfully received from a third party.
Floxa may disclose confidential information where required by law, regulation, court order, payment provider, platform provider, or professional adviser, provided that where legally permitted we use reasonable efforts to give notice.
We will not use your name, logo or branding in public marketing materials without your prior consent.
Floxa is provided using reasonable care and skill.
Subject to rights that cannot be excluded by law, the Service is provided on an "as is" and "as available" basis.
We do not guarantee that:
Nothing in these Terms excludes or limits any statutory rights that cannot be excluded or limited by law.
Floxa is designed for business and professional use.
If you use Floxa as a consumer, nothing in these Terms excludes or limits any statutory rights you may have under applicable consumer law.
Nothing in these Terms excludes or limits liability for:
Subject to the liabilities that cannot be excluded or limited by law, Floxa will not be liable for any indirect, incidental, special, consequential or punitive loss or damage, or for any loss of profits, revenue, business, goodwill, reputation, anticipated savings, data, contracts, opportunity, or business interruption.
Subject to the liabilities that cannot be excluded or limited by law, Floxa's total aggregate liability arising out of or in connection with these Terms or the Service shall not exceed the greater of:
If you are a business customer, you agree to indemnify and hold harmless Floxa, its directors, officers, employees, contractors and agents from and against claims, losses, liabilities, damages, costs and expenses, including reasonable legal fees, arising out of or connected with:
This indemnity does not apply to consumers where prohibited by applicable law.
We may update these Terms from time to time.
For material changes, we will use reasonable efforts to provide notice by email, in-app notice, website notice or another appropriate method.
The updated Terms will be posted on our website with a new "Last updated" date.
If you do not agree to updated Terms, you must stop using the Service and cancel your Subscription before the updated Terms take effect.
Continued use of the Service after updated Terms take effect means you accept the updated Terms.
We may agree separate written terms, order forms, service schedules, enterprise agreements or commercial arrangements with specific customers.
If there is a conflict between these Terms and a separate written agreement signed or expressly accepted by Floxa, the separate written agreement will control for that customer to the extent of the conflict.
You may not assign, transfer or delegate your rights or obligations under these Terms without Floxa's prior written consent.
Floxa may assign, transfer or delegate its rights or obligations under these Terms in connection with a merger, acquisition, restructuring, sale of assets, financing, corporate reorganisation, or transfer of the Service.
Neither party will be liable for delay or failure to perform obligations caused by events outside its reasonable control.
This may include natural disasters, war, terrorism, civil unrest, strikes, labour disputes, government action, legal restrictions, internet failures, utility failures, cyberattacks, security incidents, third-party provider outages, payment network issues, app store issues, hosting failures, or other events beyond reasonable control.
If any provision of these Terms is found to be invalid, unlawful or unenforceable, the remaining provisions will continue in full force and effect.
The invalid, unlawful or unenforceable provision will be interpreted or replaced to the extent necessary to achieve its intended commercial effect as far as legally possible.
If Floxa does not enforce a right or provision under these Terms, that does not mean Floxa has waived that right or provision.
A waiver must be in writing to be effective.
These Terms, together with the documents referred to in them, form the entire agreement between you and Floxa regarding the Service, unless a separate written agreement applies.
They replace any prior discussions, communications, proposals or agreements relating to the Service.
These Terms are governed by the laws of England and Wales.
The courts of England and Wales will have exclusive jurisdiction over disputes arising out of or in connection with these Terms, except where applicable consumer law gives you the right to bring proceedings elsewhere.
For general enquiries:
For support:
For billing:
For legal notices:
For security concerns:
For privacy and data protection matters:
Floxa Ltd
Company number: 16971343
Registered office: 5 Ystrad Close, Johnstown, Carmarthen, Wales, SA31 3PE