Terms of Service

In short: These Terms form a legally binding contract between you and Caleonix LTD, trading as ResoFlow. By using the Services you accept these Terms.

We are Caleonix LTD (company number 17162652), a company registered in England and Wales with its registered office at 71-75 Shelton Street, London, England, WC2H 9JQ. We trade as ResoFlow.

For legal matters, contact [email protected].

By accessing or using the Services you agree to be bound by these Terms. If you do not agree, you must not use the Services.

You enter into these Terms as a business, in the course of your trade or profession, and not as a consumer. You confirm that consumer-protection legislation (including the Consumer Rights Act 2015 and the Consumer Contracts Regulations 2013) does not apply to your use of the Services. Account holders and their staff must be aged 18 or over.

• Tenant — a paying restaurant or hospitality business that holds an account on the Services.
• Diner — an individual member of the public who makes a booking with a Tenant through the Services.
• Services — the ResoFlow platform, including the dashboard, public booking pages, customer portal, embeddable widget, communications infrastructure, and APIs.
• Customer — used in the Data Processing Agreement to mean the Tenant.
• Subscription — a recurring plan paid by a Tenant, billed monthly or annually.
• Caleonix, we, us, or our — Caleonix LTD, trading as ResoFlow.
• Fees — the charges for your Subscription and any add-ons or credit packs you buy.

In short: ResoFlow is a cloud-based booking and operations platform for restaurants.

ResoFlow helps hospitality businesses take and manage bookings, communicate with diners, and run related operations. It includes features such as a booking dashboard, public booking pages, an embeddable widget, a customer portal, diner communications, optional deposit collection, and tools for analytics, events, promotions, and staff — together with other features we may add, change, or remove from time to time. The current features for each plan are described on our Features and Pricing pages.

The Services may include AI-assisted features (such as a support assistant) that generate automated responses. AI-generated output may contain inaccuracies, is provided for general information only, is not professional advice, and is not a binding commitment by us. We always require a human step before any action that affects your account, billing, or payments.

Changes to the Services, and beta features

We are continually developing ResoFlow, so we may add, change, or remove features from time to time. We will not make a change that, taken as a whole, materially reduces the core functionality of your paid plan without notice under section 19. We may also offer features labelled "beta", "preview", "early access" or similar: these are provided on an "as is" basis, may change or be withdrawn at any time, and (subject to section 15) we are not liable for any issue arising from your use of a beta feature.

What you need to use the Services

Using the Services requires a compatible, internet-connected device and an up-to-date supported web browser. You are responsible for your own equipment, internet access, and any mobile carrier or data charges you incur. We do not warrant that the Services will work on every device, browser, or network.

Third-party services and integrations

The Services rely on, and may let you connect to, services operated by third parties (for example payment, email, SMS and hosting providers, and any integration you choose to enable, such as a webhook or automation tool). We are not responsible for third-party services, for any integration you configure, or for the content of external websites we link to; your use of them may be governed by their own terms. Where a third party we rely on to provide the Services fails, the force-majeure provisions in section 17 may apply.

In short: Provide truthful information, keep your credentials secure, and you are responsible for all activity under your account.

You agree to provide accurate information at sign-up, to keep that information up to date, and to safeguard your password. You are responsible for all activity that occurs under your account, including any sub-users you grant access to.

By creating an account on behalf of a business, you represent and warrant that you are authorised to bind that business to these Terms, that the business details you provide are accurate, and that you accept these Terms both personally and on behalf of that business. If you do not have that authority, you must not create an account.

Multi-factor authentication is available on every account. We strongly recommend enabling it.

In short: Four pricing tiers, billed monthly or annually, with clear definitions of what counts as a billable unit.

We offer a free tier (Taster) and several paid tiers (currently Bistro, À la Carte, and Chef's Table), billed monthly or annually. The current prices and allowances for each tier are shown on our Pricing page and in your dashboard before you subscribe; the price shown when you subscribe is the price you pay.

For the avoidance of doubt:

• One booking = one confirmed reservation, regardless of party size.
• One SMS = one outbound text message per recipient per send.
• One email = one outbound email per recipient per send.
• Monthly quotas reset on your billing anniversary — the day of the month on which your paid subscription renews. On the free Taster plan, quotas reset on the anniversary of the day you signed up.

Paid plans may also be billed annually, charged in advance at the discount shown on our Pricing page. Where a plan is billed annually, the relevant monthly quotas still reset each month on the same day-of-month as your renewal date.

The following optional billable units may be purchased in addition to your plan:

• SMS credit packs — one-off top-ups that add to your SMS allowance and do not expire.
• Email credit packs — one-off top-ups that add to your transactional-email allowance and do not expire.
• Marketing email credit packs — one-off top-ups that add to your marketing-email allowance and do not expire.
• Marketing Pro — a recurring monthly add-on that unlocks additional marketing capabilities and allowances, as described on our Pricing page.
• Extra Storage — a recurring monthly add-on that increases your marketing image-library storage allowance, priced as shown on our Pricing page.

One-off credit packs are not refundable. Recurring add-ons follow the same billing and cancellation rules as your plan. We may from time to time offer promotional discount codes, free-credit codes, or other promotions; the terms of each promotion are stated when it is offered and are set out in our Offer Terms.

All prices are in GBP. The price shown is the price you pay.

Prices are exclusive of VAT; VAT will be added if and when we become VAT-registered.

Fair usage

The allowances published on our Pricing page are the limits that apply to your plan. Where a plan describes an allowance as "unlimited" (including staff-created bookings and walk-ins), that means there is no plan-level cap on normal use — but we apply sensible platform-wide ceilings to guard against abuse and to keep the Services fast and reliable for everyone. We do not publish the exact ceilings, as they are anti-abuse thresholds rather than plan features. If your genuine usage ever approaches one, we will contact you to agree a sensible arrangement; we will never silently drop your bookings or delete your data for exceeding an allowance.

In short: Charged in advance for your chosen billing period (monthly or annually), auto-renewing until cancelled. You can cancel self-serve at any time from the dashboard.

• Subscriptions are charged in advance through Stripe for your chosen billing period (monthly or annually). Card details are stored by Stripe, not by us.
• Your subscription auto-renews at the end of each billing period until you cancel.
• You can cancel at any time from the billing settings in your dashboard. Cancellation is effective at the end of your current paid period.
• If you cancel an annual plan, it stops auto-renewing but you keep access until the end of the year you have paid for; we do not refund the unused part of an annual term (the 14-day money-back guarantee in section 7 still applies to your first payment).

Payments are processed by our third-party payment processor (Stripe), and your payment is also subject to the terms of your card issuer or bank. We are not responsible for errors, outages, or delays caused by the payment processor, or for a payment your card issuer declines.

In short: A full refund of the plan fee is available within 14 days of your first paid charge. One-off credit packs are never refundable.

• The 14-day money-back guarantee is available on the first paid period only, per tenant.
• If requested within 14 days of the initial charge, we will refund the plan fee in full.
• If you have used part of your plan allowance during those 14 days, the refund is processed and your account is downgraded to the Taster (free) tier immediately. You retain no premium quota.
• One-off credit packs are never refundable.
• To request a refund, use the billing settings in your dashboard. If you would rather not use the dashboard, you can instead email [email protected]. We process your refund promptly; your bank may then take a few working days to show it.

In short: Tenants who collect deposits or protect against no-shows connect their own Stripe account. Diner card data flows directly to the tenant's Stripe; ResoFlow never touches it.

Tenants who choose to collect deposits onboard their own Stripe account through Stripe Connect. Diner card data goes directly to the tenant's Stripe account; ResoFlow does not see, store, or process diner card details.

The tenant is responsible for complying with Stripe's terms and conditions and for handling any tax obligations relating to deposits.

A platform fee of 2.9% + 50p per paid ticket applies to event tickets sold through the Service, and no platform fee is charged on booking deposits — you keep 100% of your deposits. Any platform fee is separate from, and in addition to, Stripe's own payment-processing fees, which are deducted by Stripe. Your venue absorbs the ticket fee by default; you may instead choose to pass it on to the guest, in which case it is shown to the guest at checkout before purchase. We may change platform fees on 14 days' notice in line with section 19; the current fees are shown in your dashboard. You remain responsible for complying with applicable consumer-protection and pricing-disclosure laws in your dealings with your customers.

No-show protection and no-show fees

You may switch on no-show protection for bookings made through your public booking page. Where you do, completing a qualifying booking may require the diner to securely save a payment card. The card is saved by Stripe on your own connected Stripe account; ResoFlow does not see, store, or process card details, and no money is taken or held at the time of booking.

A no-show fee is charged only when a member of your team deliberately marks a booking as a no-show — or, where you enable it, as a late cancellation after your stated free-cancellation deadline. It is never triggered automatically, and only after a short grace period during which the booking can be reinstated. The fee is a single flat fee per booking (per table), not multiplied by party size; it is set by you, charged on your connected account, and paid to you as the merchant of record (ResoFlow may deduct a platform fee, shown in your dashboard). The fee and your free-cancellation window are shown to the diner before they confirm the booking.

You are responsible for clearly disclosing your no-show fee and free-cancellation terms to diners, for setting a lawful and proportionate fee, for handling any diner query, dispute, or refund (which you can issue through your own Stripe account), and for complying with applicable consumer-protection and pricing-disclosure laws. ResoFlow's role is limited to providing the technical means to save the card and attempt the charge on your behalf through Stripe Connect.

Payment records

Stripe is the system of record for payments. Stripe maintains the authoritative record of every payment processed through it — subscription charges, diner deposits, no-show fees, and event-ticket payments — including receipts and refund history. ResoFlow keeps related booking and billing metadata for its own operation and for the retention periods set out in our Privacy Policy, but Stripe (not ResoFlow) holds the definitive payment record. Please rely on your own Stripe dashboard for financial, accounting, and tax records; we are not responsible for the accuracy, availability, or retention of records held by Stripe.

In short: Our Privacy Policy and Data Processing Agreement form part of these Terms.

The Privacy Policy is incorporated into these Terms by reference.

For tenants, the Data Processing Agreement is incorporated into these Terms by reference and forms part of your contract with us. Tenants who require a counter-signed copy of the DPA may request one by emailing [email protected].

In short: Use the Services for legitimate hospitality operations only. Do not abuse the platform or harm other users.

You agree not to:

• Scrape or extract data through automated means beyond the supported integrations.
• Circumvent or attempt to circumvent any security measure.
• Reverse engineer, decompile, or otherwise extract source code.
• Abuse, harass, or impersonate other users, our staff, or any third party.
• Use the Services to send unsolicited bulk communications.
• Use the Services to build a competing booking system.

Tenants are responsible for complying with their own GDPR obligations to their diners, including providing appropriate notices and respecting data-subject rights.

In short: We own ResoFlow. You own your data. We grant you a limited licence to use the Services.

• We own the ResoFlow code, brand, designs, and the Services generally.
• You own the data you upload (bookings, customer profiles, menus, and so on).
• We grant you a revocable, non-exclusive, non-transferable licence to use the Services for their intended purpose during your subscription.

Content you upload

You may upload content to the Services (for example menus, images, logos, and marketing material). You confirm that you own that content or have the rights and permissions needed to use it, that it is not unlawful and does not infringe anyone else's rights, and you grant us the licence needed to host, store, display, and process it solely to provide the Services to you. You are responsible for the content you upload, and we may remove content we reasonably believe breaches these Terms or the law.

Reporting infringing content

If you believe content on the Services infringes your intellectual property rights, email [email protected] with details of the content and your rights, and we will review it.

Feedback and ideas

If you send us feedback, suggestions, or ideas about the Services, you agree we may use them freely to operate and improve the Services, with no obligation or payment to you. Please do not send us confidential ideas you do not want us to use.

In short: You can cancel any time. We may terminate for breach with notice; immediate termination is reserved for fraud, abuse, or non-payment.

• By you: cancel any time through the billing settings in your dashboard.
• By us: we may terminate for breach with 30 days written notice (or immediately for serious breach including fraud, abuse, or persistent non-payment).
• Suspension: rather than terminating, we may temporarily suspend your access (in whole or in part) where a payment has failed, or where we reasonably believe suspension is necessary to protect the Services, other users, or us. We restore access once the cause is resolved (for example, once a failed payment is settled). During any suspension caused by your breach or non-payment, Fees continue to accrue and no service credits are due.
• Cancelling a paid subscription simply downgrades you to the free Taster tier — your account stays open. Where we terminate your account (or you delete it), access is suspended; see section 13 for the data export window.
• Sections covering liability, indemnity, intellectual property, and governing law survive termination.

Cancelling a paid subscription downgrades your account to the free Taster tier; your data is retained for as long as the free account stays open. The 30-day export window described here applies only on account deletion or termination.

After account deletion or termination you have 30 days to request your data from your dashboard's privacy settings. When you do, we email you a secure download link, valid for 24 hours. After the 30-day window we permanently delete your data, subject to any legal retention obligations described in the Privacy Policy.

The export tool is how you keep your own copy of your data. You are responsible for retaining your own records: the Services are not a backup or archiving service, and you should keep your own copies of anything you need to retain.

In short: We work hard to keep ResoFlow available and aim for high uptime, but we provide the Services on a best-effort basis without a guaranteed uptime figure or service credits. You can see live status any time on our status page.

We host on Google Cloud and monitor availability continuously. We aim to keep the Services available as close to around-the-clock as we reasonably can, and we publish live and historical status at status.resoflow.co.uk.

The Services are provided on a best-effort basis. We do not guarantee a specific uptime percentage and we do not offer service credits for downtime. We may carry out maintenance from time to time and will give reasonable advance notice of any planned maintenance we expect to be disruptive. This does not affect your statutory rights, our other obligations in these Terms, or the force-majeure provisions in section 17.

Provided "as is"

To the fullest extent permitted by law, the Services are provided "as is" and "as available", without warranties of any kind, whether express or implied. We do not warrant that the Services will be uninterrupted, timely, error-free, or free of viruses, or that they will meet your specific requirements. We disclaim all implied warranties, including any implied terms as to satisfactory quality, fitness for a particular purpose, and non-infringement, to the extent the law allows them to be excluded. Nothing in this section removes any statutory rights you have that cannot lawfully be excluded, or affects our commitment in section 3 about material reductions to your paid plan.

In short: Two parts: nothing limits our liability for death, fraud, or anything else the law won't let us exclude; for everything else — including data-protection claims — our total liability is capped at the lesser of £5,000 or the fees you paid us in the prior 12 months.

A. Uncapped (mandatory carve-outs)

Nothing in these Terms limits or excludes liability for:

• Death or personal injury caused by our negligence.
• Fraud or fraudulent misrepresentation.
• Any liability that cannot be excluded under English law.

B. Cap on everything else

Subject to part A, for any and all other claims — including any claim arising from a breach of data-protection obligations — our total aggregate liability to you is capped at the lesser of:

• £5,000, or
• the fees you paid us in the 12 months preceding the claim.

Excluded losses

Regardless of the cap, we are not liable for:

• Loss of profits, revenue, or anticipated savings.
• Loss of business, opportunity, or goodwill.
• Indirect, special, incidental, or consequential losses.

You will indemnify Caleonix against claims arising from:

• Your breach of these Terms.
• Your handling of diner data where you are the controller.
• Content you upload to the Services.
• Your breach of any third-party rights.

We will indemnify you against third-party claims that the Services, as provided by us, infringe that third party's intellectual property rights — capped per section 15. This does not cover infringement arising from your own uploaded content, from combining the Services with anything we did not supply, or from your modification or misuse of the Services.

Any indemnity under this section is conditional on the indemnified party promptly notifying the other of the claim, giving the other sole control of the defence and settlement, and providing reasonable cooperation. Neither party may settle a claim in a way that admits fault or imposes an obligation on the other without that other party's prior written consent.

Neither party is in breach of these Terms for non-performance caused by events outside its reasonable control, including:

• Acts of God, war, terrorism, civil unrest, or pandemic.
• Government action or change in law.
• Internet, power-grid, or essential third-party-service outages (including those of our hosting and communications providers).
• Cyberattack, despite reasonable security measures.
• Strike or industrial action.

During a force-majeure event, the affected obligations are suspended for its duration. Either party may terminate without penalty if the event continues for more than 30 consecutive days.

We will provide 30 days advance notice by email and a dashboard banner before adding any new subprocessor. Tenants may terminate without penalty if they object on reasonable grounds. The current list is at /policies/subprocessors.

We will give 14 days advance notice (in-app and by email to the tenant primary contact) before any material change to these Terms — meaning a change that reduces your rights, reduces a published plan allowance, or increases your fees. Continued use of the Services after the effective date counts as acceptance. If you do not accept a material change you may terminate without penalty before it takes effect.

Non-material changes (typo fixes, formatting, clarifications) may be made without separate notice; the "Last updated" date at the top of this page will be revised.

In short: English law applies. Disputes are heard exclusively by the English courts after a 30-day good-faith negotiation period.

These Terms and any disputes arising under them are governed by the laws of England and Wales.

Before commencing legal proceedings, the parties agree to spend at least 30 days attempting in good faith to resolve any dispute informally, contactable through [email protected]. If informal resolution fails, the courts of England and Wales have exclusive jurisdiction.

UK consumers retain the mandatory rights granted to them under UK consumer protection law regardless of these Terms.

To the extent permitted by law, any claim you bring arising out of or relating to these Terms or the Services must be started within one year of the date the claim arose; after that it is permanently barred. This does not apply where the law does not allow such a time limit (including for certain consumer claims).

In short: Diners receive SMS from tenants (the tenant is the controller). Tenants may receive operational or security SMS from ResoFlow.

Diners receiving operational SMS from a tenant can reply STOP at any time to opt out, in line with PECR Regulation 22. Standard carrier rates apply.

Tenants may receive operational and security SMS messages from ResoFlow.

You consent to receive communications and contracts in electronic form. Your electronic acceptance of these Terms (for example, by ticking a checkbox or clicking "I agree") has the same legal effect as a handwritten signature.

In short: Each of us keeps the other's confidential business information private.

In the course of these Terms, each party may learn confidential information about the other's business — for example pricing, product plans, business methods, or other non-public commercial information. Each party agrees to keep the other's confidential information confidential, to use it only as needed for these Terms, and not to disclose it to anyone else, except: information that is or becomes public through no fault of theirs; information they already lawfully held or independently developed; and any disclosure required by law or a regulator. This clause does not apply to personal data (which is governed by the Privacy Policy and DPA), and it survives termination.

• These Terms (together with the Privacy Policy and DPA) constitute the entire agreement between you and us. Each party confirms it has not relied on any statement or representation not set out in these Terms (this does not limit any liability for fraud).
• If any provision is held unenforceable, the remainder of the Terms continues in force.
• We may assign, transfer, novate, or subcontract our rights and obligations under these Terms, including as part of a corporate transaction; we will give you notice of any assignment. You may not assign or transfer your rights without our prior written consent (not to be unreasonably withheld).
• Failure to enforce any right does not waive it.
• No partnership, agency, or joint venture is created by these Terms.
• The Contracts (Rights of Third Parties) Act 1999 does not apply; only the parties to these Terms may enforce them.

Notices

Formal notices to us must be sent to [email protected] (and, for legal notices, also by post to our registered office). We give you notices by email to your account's primary contact and/or in-app. A notice is treated as received on the day it is sent if that is a business day, otherwise on the next business day.

Related documents

The following also apply to your use of the Services:

• Privacy Policy — how we handle personal data.
• Cookie Policy — what we store in your browser.
• Data Processing Agreement — our data-processing terms for tenants.
• Subprocessors — the third parties we use.
• Accessibility statement — our approach to accessibility.

For legal matters, email [email protected].

By post:
Caleonix LTD (Company No. 17162652)
71-75 Shelton Street
London
England, WC2H 9JQ
United Kingdom