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Terms & Conditions

SENFLOW Terms and Conditions

Last updated: February 2026

1. Introduction

Welcome to SENFLOW ("we", "us", "our"). These Terms and Conditions govern your use of our platform and services. By accessing or using SENFLOW, you confirm that you have read, understood, and agree to be bound by these Terms.

If you do not agree with any part of these Terms, you must not use the platform.

2. Definitions

"Platform" refers to the SENFLOW web application and all associated services.
"School" refers to the educational institution that has registered for SENFLOW services.
"User" refers to any individual accessing the Platform on behalf of a School.
"Services" refers to all features, functionality, and support provided by SENFLOW.

3. Service Description

SENFLOW provides a cloud-based platform for managing Special Educational Needs (SEN) information, including but not limited to:

Student SEN records and profiles
Education, Health and Care Plan (EHCP) management
Individual Education Plan (IEP) tracking
Intervention planning and monitoring
Reporting and analytics
Communication and documentation tools

4. Account Registration and Access

Schools must provide accurate and complete information during registration.
Each User must create a secure password and maintain the confidentiality of their login credentials.
You are responsible for all activities that occur under your account.
You must notify us immediately of any unauthorized access or security breach.
We reserve the right to suspend or terminate accounts that violate these Terms.
Access credentials must not be shared outside of authorized School staff.

5. Acceptable Use

You agree to use SENFLOW only for lawful educational purposes. You must not:

Use the Platform for any unlawful or fraudulent purpose
Attempt to gain unauthorized access to the Platform or related systems
Introduce viruses, malware, or other harmful code
Copy, modify, or distribute any part of the Platform without authorization
Reverse engineer or attempt to extract source code
Use the Platform to transmit spam, chain letters, or unsolicited communications
Impersonate another person or entity
Violate any applicable laws or regulations

6. Data Accuracy and Responsibilities

Schools are responsible for ensuring that all data entered into SENFLOW is accurate and appropriate.
Schools must comply with all relevant data protection legislation, including UK GDPR.
Schools must obtain necessary consents for processing student and parent data.
We provide the Platform as a tool; Schools retain ultimate responsibility for their data and decisions.

7. Service Availability

We strive to provide reliable service availability with minimal interruptions.
Occasional maintenance, updates, or technical issues may cause temporary service disruptions.
We will provide reasonable notice for planned maintenance whenever possible.
We do not guarantee 100% uptime and provide the service "as is".
We are not liable for any loss or damage resulting from service interruptions.

8. Intellectual Property

All intellectual property rights in SENFLOW, including but not limited to software, design, content, trademarks, and logos, remain our exclusive property.

Your access constitutes a limited, non-exclusive, non-transferable licence to use the Platform.
This licence is revocable and for School purposes only.
You retain ownership of data you input into the Platform.
You grant us a licence to process and store your data to provide the Services.

9. Fees and Payment

Fees are based on the subscription plan selected by your School.
Payment terms will be agreed upon registration or contract renewal.
Fees are payable in advance unless otherwise agreed in writing.
We reserve the right to modify fees with 30 days' written notice.
Non-payment may result in suspension or termination of access to the Platform.
Refunds are at our discretion and subject to our refund policy.

10. Limitation of Liability

To the fullest extent permitted by law:

We are not liable for any indirect, incidental, special, or consequential damages.
We are not liable for any loss of profits, revenue, data, or business opportunities.
We are not liable for any data loss or unauthorized access beyond our reasonable control.
We are not liable for service downtime or interruptions.
We are not liable for decisions made by Schools based on data or reports from the Platform.

Our total aggregate liability under these Terms is limited to the fees paid by your School in the 12 months preceding the claim, or £1,000, whichever is lower.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

11. Warranties and Disclaimers

The Platform is provided "as is" and "as available" without warranties of any kind.
We do not warrant that the Platform will be error-free or uninterrupted.
We do not warrant that the Platform will meet your specific requirements.
You use the Platform at your own risk.

12. Data Security

We implement appropriate technical and organizational measures to protect your data:

Data is encrypted in transit and at rest
Access is controlled through role-based permissions
Regular security audits and updates are performed
Data is hosted on secure UK/EU servers
We maintain backup and disaster recovery procedures

However, no method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

Location of Processing

All Customer Data is hosted within the United Kingdom and/or the European Economic Area.
The Company may permit authorised personnel to access Customer Data remotely where necessary for the provision, support, and maintenance of the Services.
Where such access occurs from outside the United Kingdom, the Company shall ensure that appropriate safeguards are in place in accordance with the UK GDPR, including the use of a lawful international transfer mechanism where required.
Customer Data is not routinely stored or hosted outside the United Kingdom or European Economic Area.
The Company maintains appropriate technical and organisational measures to safeguard Customer Data during any such remote access.

13. Termination

Either party may terminate this agreement with 30 days' written notice.
We may suspend access immediately for breach of these Terms or non-payment.
Upon termination, your access to the Platform will cease.
We will provide you with an export of your data upon request within 30 days of termination.
Data may be deleted from our systems after the termination period unless required by law.

14. Changes to Terms

We reserve the right to modify these Terms at any time. We will provide notice of material changes by email or through the Platform at least 30 days before they take effect.

Your continued use of the Platform after changes take effect constitutes acceptance of the revised Terms.

15. Indemnification

You agree to indemnify and hold us harmless from any claims, losses, damages, or expenses (including legal fees) arising from your use of the Platform, your violation of these Terms, or your violation of any rights of another party.

16. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms or your use of the Platform shall be subject to the exclusive jurisdiction of the courts of England and Wales.

17. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

18. Entire Agreement

These Terms, together with our Privacy Policy and Data Processing Agreement, constitute the entire agreement between you and SENFLOW regarding the use of the Platform.

19. Contact Information

For any questions about these Terms and Conditions, please contact us:

SENFLOW
Email: info@senflow.app

20. Acknowledgment

By using SENFLOW, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.