Terms of service for the FRA Flow website and app.

You accept these Terms by (a) creating a FRA Flow account, (b) accessing or using the Site or App, or (c) clicking “I agree” or any similar acceptance mechanism we present. The current version of these Terms is always available at this page.

You must be at least 18 years old to use the App. The App is a business-to-business product intended for use by qualified fire risk assessors and the organisations that employ them; it is not intended for consumers or for use by individuals under 18.

If you do not agree to these Terms, do not access or use the Service.

The Service comprises tablet-first capture of fire risk assessment evidence (photos, voice notes, observations) structured around BS 9792:2025, AI-assisted drafting of report narrative paragraphs that trace to the captured evidence, a reviewer sign-off workflow with audit trail, and related features that we add or change from time to time.

The Service is provided on a best-efforts basis. We do not guarantee uninterrupted access, error-free operation, or any specific level of availability. We may modify, suspend, or discontinue any feature of the Service at any time, including features available on the Free tier. Where a paid tier is materially affected, we will give reasonable notice (typically 30 days).

The Service is offered for use in the United Kingdom. Use from outside the UK is permitted but you are responsible for compliance with applicable local law.

Account creation. You must create an account to use the App. Sign-in is provided through our authentication partner Clerk. You must provide accurate and current information, including your real name and a working email address. The professional registration field on your profile (e.g. BAFE / NFRAR / IFE) is optional, but if you provide it you confirm it is accurate at the time of entry.

Account security. You are responsible for keeping your sign-in credentials secure and for all activity that occurs under your account. You will notify us promptly at hello@fraflow.com if you suspect unauthorised access. We may, but are not obliged to, suspend an account where we reasonably believe it has been compromised.

One person per account. Accounts are individual and may not be shared. Multiple users on a workspace must each have their own account.

Workspace administrators. A workspace administrator on a paid tier can invite, assign roles to, and remove other members of that workspace. Administrators are responsible for who they grant access to and for ensuring those people accept these Terms.

Suspension and termination. We may suspend or terminate an account that violates these Terms, that is the subject of a credible legal request, or that is associated with payment failure on a paid tier. We will give reasonable notice where the circumstances allow.

Pricing tiers. Current pricing is published at www.fraflow.com/pricing. Reviewer and admin seats are free on every paid tier; charges apply to assessor seats only.

Billing. Paid tiers bill in advance, monthly or annually depending on the cycle you choose. Annual cycles are billed in one upfront payment.

Auto-renewal. Subscriptions auto-renew at the end of each cycle unless cancelled before the renewal date.

Price changes. We will give at least 30 days’ written notice of price changes for paid tiers. If you do not accept a price change, you can cancel before the next renewal and any pre-paid period is honoured at the previous price.

Late payment. If a payment fails, we will retry and notify you. After 14 days of non-payment we may suspend the account. After 30 days of continuous non-payment we may terminate the account; you remain liable for any amounts owed.

Refunds. Monthly subscriptions are not refunded in part or in whole. Annual subscriptions may be refunded pro-rata for the unused portion of the term where you make a written request within 30 days of renewal, on the condition that the workspace has been used in good faith and not solely to download reports before requesting a refund. The Free tier carries no refund right because there is nothing to refund.

Taxes. Listed prices are exclusive of VAT and any other applicable taxes. We will add VAT to invoices where required by law.

Overage. Tiers with a report-credit cap may be charged a per-report overage rate. Overage rates are published on the pricing page and may change with the same 30-day notice as base prices.

Free trial. Where we offer a free trial of a paid tier, the trial duration and terms will be made clear at sign-up. We will not charge you during the trial. If you do not cancel before the trial ends, the subscription begins and the standard payment terms apply.

Our intellectual property. All right, title, and interest in and to the Service, including the software, the FRA Flow name and logos, the website, the documentation, the AI prompts and prompt templates we use, and any improvements we make, are owned by FRA Flow or our licensors. Nothing in these Terms transfers ownership of any of that to you.

Limited licence to you. We grant you a non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes, in accordance with these Terms and any tier limits that apply.

Restrictions. You may not (a) copy, modify, reverse-engineer, decompile, or create derivative works of the Service except as permitted by mandatory law, (b) resell, sublicense, or otherwise commercialise the Service, (c) remove or alter our notices or branding, (d) use our trade marks except as expressly permitted, or (e) use the Service to develop a product that competes with the Service.

Your content.You retain all rights to the data you submit to the Service (“Customer Data”), including assessment observations, photographs, voice recordings, written narrative, edits to AI-drafted text, and any reports you generate. You grant us a non-exclusive, worldwide, royalty-free licence to host, store, process, transmit, display, and analyse Customer Data solely as necessary to operate, secure, and improve the Service for you, and to comply with our legal obligations. This licence terminates when you delete the data or terminate your account, except for backups retained for the period stated in our Privacy Policy.

Feedback. If you send us suggestions or feedback about the Service, you grant us an unrestricted, royalty-free, perpetual licence to use that feedback. We are not obliged to keep feedback confidential.

Use of AI.The Service uses third-party large language models (currently Anthropic’s Claude family, accessed via OpenRouter pre-pilot and via Anthropic’s EU instance post-pilot) to draft narrative paragraphs of fire risk assessment reports from the structured evidence you capture. Each AI-drafted paragraph is stored alongside its declared input set, the model version, and a hash of the prompt used to generate it; this audit data is part of your report.

No model training on Customer Data.We do not, and our AI sub-processors do not, use your Customer Data to train, fine-tune, or otherwise improve generally available AI models. Your Customer Data is used to generate output for your assessment and is not retained by the AI sub-processor beyond the period necessary to return that output, subject to the AI sub-processor’s own retention obligations which we make available on request.

Professional responsibility remains with the assessor and reviewer. AI-drafted text is provided as a draft for review. The assessor who captured the evidence and the reviewer (the competent person under PAS 7:2024 or equivalent) hold professional responsibility for the content of any signed-off fire risk assessment. FRA Flow is a software tool. We do not act as the responsible person, the dutyholder, the competent person, or the fire risk assessor for any building. Nothing in the Service constitutes professional fire safety advice from FRA Flow.

Editing and override. Every AI-drafted paragraph can be edited, replaced with hand-written content, or regenerated. The mode (AI / AI-then-edited / human) is recorded against the paragraph in the audit trail. You should not approve a report without reviewing every paragraph it contains.

No warranty of completeness. The Service draws on the evidence you supply. We do not warrant that AI drafts will identify every applicable hazard, every relevant section of BS 9792, or every action that should be in the action plan. Final scope, completeness, and accuracy are the responsibility of the assessor and reviewer.

The Regulatory Reform (Fire Safety) Order 2005 (“FSO 2005”) and related legislation impose statutory duties on the responsible person, the dutyholder, and (where the relevant person engages an assessor) the competent fire risk assessor. Those duties include keeping the fire risk assessment current, ensuring it is reviewed regularly and after any significant change, and acting on the findings.

Nothing in these Terms transfers any FSO 2005 duty (or any equivalent statutory duty under any other applicable law) to FRA Flow. We do not act as the responsible person, the dutyholder, or the competent fire risk assessor for any building you assess using the Service. The professional responsibility for the conduct of the assessment, the soundness of the findings, the priority and timing of recommended actions, and the keeping of the assessment current rests with the persons holding those statutory roles.

Roles. For Customer Data captured in the App, you are the data controller and FRA Flow is the data processor under UK GDPR / EU GDPR. For account, billing, and Service-operations data, FRA Flow is the data controller.

Processing. We will only process Customer Data on your documented instructions, except where required by law to do otherwise. Your instructions for the purposes of UK GDPR Article 28(3) consist of these Terms and any documented processing instructions you give us in writing.

Security. We take appropriate technical and organisational measures to protect Customer Data, including encryption in transit and at rest, role-based access controls, and audit logging. Pre-pilot we have not yet completed an external security audit (e.g. SOC 2, ISO 27001); we will publish updates to our security posture at /security/ as it matures.

Sub-processors. We use the sub-processors listed at /security/ and in our Privacy Policy. We will give reasonable notice of new sub-processors before they begin processing Customer Data.

International transfers. All processing is performed within the UK or the European Economic Area, except where you explicitly request a feature that requires processing outside that scope. Where any cross-border transfer is necessary, we use the UK International Data Transfer Agreement / EU Standard Contractual Clauses or other lawful transfer mechanisms.

Data retention. We retain Customer Data for the duration of your subscription. On termination we will return or delete Customer Data within 60 days, except where retention is required by law or as backups in our standard backup-rotation cycle (typically up to 35 days).

Data subject rights.Where individuals whose personal data appears in your Customer Data exercise UK GDPR / EU GDPR rights (access, rectification, erasure, portability, restriction, objection, withdrawal of consent), we will assist you to respond as required by Article 28. For account holders’ own personal data, requests can be sent to hello@fraflow.com.

CCPA notice for California residents. If you are a California resident whose personal information is processed by FRA Flow, you have the right to know what we collect, to request deletion, to opt out of any sale or sharing of personal information for cross-context behavioural advertising (we do not do this), and to non-discrimination for exercising these rights. To exercise these rights, contact hello@fraflow.com. We do not sell or share personal information for cross-context behavioural advertising.

Right to lodge a complaint.UK residents may complain to the Information Commissioner’s Office (ICO) at ico.org.uk. EU residents may complain to their local supervisory authority.

For full details, see our Privacy Policy.

You will not, and will not permit any user under your account to:

• Break the law. Use the Service for any unlawful purpose, or in violation of any applicable law or regulation.
• Infringe rights. Upload, store, or process Customer Data in a way that infringes the intellectual-property, privacy, or other rights of any third party.
• Compromise the Service.Probe, scan, test the vulnerability of, or breach the security of the Service; circumvent any access controls or rate limits; introduce any malware; reverse-engineer the Service except as expressly permitted by mandatory law; or interfere with any other user’s use of the Service.
• Misrepresent the audit trail. Fabricate evidence, edit AI-generated audit fields after sign-off, or otherwise misuse the audit-trail features in a way that misrepresents what the AI generated, what evidence was captured, or who reviewed and signed off the report.
• Compete unfairly.Use the Service to develop a product that competes with the Service, or to scrape the Service’s content, prompts, or section templates for use in a competing product.
• Harass others. Use the Service to harass, threaten, defame, or abuse any other user.
• Resell without authorisation. Resell, sublicense, or otherwise commercialise the Service except under a written agreement with us.

We may suspend or terminate your access for breach of this section. We may also report unlawful activity to the relevant authorities.

Except as expressly set out in these Terms, and to the maximum extent permitted by applicable law, the Service is provided “as is” and “as available” without warranties of any kind, express or implied, including without limitation any warranties of merchantability, fitness for a particular purpose, non-infringement, or that the Service will be uninterrupted, error-free, secure, or free of harmful components.

We do not warrant that AI-drafted output is correct, complete, free of error, or suitable for the purpose for which you intend to use it. Output is drafted by AI and presented for review by a qualified assessor and reviewer, who hold professional responsibility for the final report.

Force majeure. We will not be liable for any failure or delay in performing our obligations to the extent caused by circumstances beyond our reasonable control, including (without limitation) acts of God, natural disasters, pandemics, war, terrorism, civil unrest, governmental action, labour disputes, internet or third-party service failures, or failures of the underlying public cloud infrastructure on which the Service runs.

Some jurisdictions do not allow the exclusion of certain warranties, so some of the above may not apply to you. Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law (including, in the UK, liability for death or personal injury caused by negligence and liability for fraud or fraudulent misrepresentation).

To the maximum extent permitted by applicable law:

(a) No indirect losses. Neither party will be liable to the other for any indirect, consequential, incidental, special, exemplary, or punitive damages, or for any loss of profits, loss of revenue, loss of goodwill, loss of business opportunity, loss of anticipated savings, or loss of or corruption of data, however caused.

(b) Cap on liability.Each party’s total cumulative liability arising out of or relating to these Terms is capped at the total fees paid by you to FRA Flow in the twelve (12) months immediately preceding the event giving rise to the claim, or GBP 100, whichever is the greater. For users on the Free tier where no fees have been paid, this cap is GBP 100.

(c) Exceptions. Nothing in this clause limits any liability that cannot be excluded or limited under applicable law, including liability for death or personal injury caused by negligence, liability for fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded.

(d) Statutory duties. Without limiting clause 7, this limitation does not affect, transfer, or alter any statutory duty under the FSO 2005 or any other law that rests on you, your organisation, or any individual exercising professional judgement using the Service.

You will indemnify, defend, and hold harmless FRA Flow and our officers, employees, and contractors from and against any third-party claim, demand, action, or proceeding (“Claim”), and any losses, damages, liabilities, costs, and reasonable legal fees arising out of or relating to:

• Your use of the Service in breach of these Terms or applicable law;
• Customer Data you submit to the Service, including any claim that the Customer Data infringes the intellectual-property, privacy, or other rights of a third party;
• Your breach of any representation or warranty in these Terms; or
• Any claim that you, as the responsible person, dutyholder, or competent fire risk assessor, failed to discharge a statutory duty in connection with a fire risk assessment carried out using the Service.

We will give you prompt notice of any Claim, allow you to control the defence (provided your interests are aligned with ours), and reasonably co-operate at your expense. You will not settle any Claim in a way that imposes a liability or obligation on us without our prior written consent.

Termination by you. You may cancel your subscription at any time by following the cancellation steps inside the App or by emailing hello@fraflow.com. Cancellation takes effect at the end of the current billing cycle; you retain access until that date.

Termination by us. We may terminate or suspend your access immediately if (a) you breach these Terms in a way that is material and uncured for 14 days after we notify you, (b) you fail to pay any amount due, after the cure period in clause 4, (c) we are required to do so by law, or (d) we reasonably believe your continued use of the Service poses a risk to the security or integrity of the Service or to other users. Where time and circumstances allow, we will give reasonable notice before termination.

Effect of termination. On termination of these Terms or your account:

• Your access to the Service ends.
• You may export your Customer Data (including reports and audit data) for a period of 60 days following termination, on request to hello@fraflow.com.
• After the 60-day export window, we will delete Customer Data, except for backups retained on our standard backup-rotation cycle (typically up to 35 days) and except where retention is required by law.
• Any provisions of these Terms that by their nature should survive termination (including IP, disclaimers, limitation of liability, indemnification, governing law, and dispute resolution) will survive.

We may update these Terms from time to time. The “Last Updated” date at the top of this page reflects the date of the most recent change.

Material changes (those that adversely affect your rights or our material obligations) will be notified to you by email and by a prominent notice in the App or on the Site at least 30 days before they take effect. Non-material changes (typos, clarifications, sub-processor list updates) take effect immediately on publication.

If you do not agree to a material change, you may cancel your subscription before the change takes effect, and these Terms as they were before the change will continue to apply for the remainder of your current billing cycle. Continued use of the Service after the effective date of any change constitutes acceptance of the change.

These Terms, and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims), are governed by and construed in accordance with the laws of England and Wales.

Informal resolution. Before bringing any formal claim, the party with the complaint will give the other party written notice describing the claim and a proposed resolution, sent to hello@fraflow.com (for claims against FRA Flow) or to the email address on file (for claims against a customer). The parties will negotiate in good faith for 30 days to resolve the dispute.

Jurisdiction. If the dispute is not resolved through informal resolution, the parties submit to the exclusive jurisdiction of the courts of England and Wales for the resolution of any dispute or claim, except that we may bring proceedings against you in your place of residence or business where required by mandatory law.

We do not require arbitration or impose a class-action waiver.

Entire agreement. These Terms, together with the Privacy Policy, the pricing page, and any order form or written agreement signed by both parties, constitute the entire agreement between you and FRA Flow regarding the Service.

Severability. If any provision of these Terms is held invalid, illegal, or unenforceable, the remaining provisions will continue in full force.

No waiver. Failure by either party to enforce any provision of these Terms is not a waiver of that provision or of any other provision.

Assignment. You may not assign or transfer these Terms or any rights under them without our prior written consent. We may assign these Terms in connection with a merger, acquisition, restructuring, or sale of all or substantially all of our assets, on written notice to you.

No agency. Nothing in these Terms creates a partnership, joint venture, agency, employment, or franchise relationship between the parties.

Electronic communications. You consent to receive communications from us in electronic form. Electronic notices satisfy any legal requirement for written notice.

Third parties. A person who is not a party to these Terms has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of these Terms.