MartialFlow Terms and Conditions

1. Acceptance of Terms

By registering for or using the MartialFlow service (the "Service"), you agree to be bound by these Terms and Conditions ("Terms"). MartialFlow is a trading name of MARTIALFLOW LTD, a company registered in the United Kingdom. These Terms form a legal agreement between you (an individual or entity using our Service, referred to as "you" or "User") and MARTIALFLOW LTD ("MartialFlow", "we", or "us"). If you do not agree with these Terms, you must not use the Service.

2. Service Overview

MartialFlow provides a software-as-a-service platform for martial arts schools and clubs to manage their operations, including student information management, class scheduling, attendance tracking, communication tools (email/SMS), and payment processing integration. Our Service may be accessed via our website (including hub.martialflow.app) or other designated web or mobile applications. You acknowledge that the Service may evolve over time as we add, modify, or remove features.

3. Accounts, Eligibility, and Security

3.1 Eligibility

You must be at least 18 years old to create an instructor or admin account on MartialFlow. If you are registering on behalf of an organization (such as a martial arts club), you represent that you have the authority to bind that organization to these Terms. In the future, we may offer accounts for students or parents; in such cases, if a student is a minor (under 18, or a higher age if required by local law), a parent or legal guardian must provide consent and supervision for the child's use of the Service. We do not knowingly allow children under 13 to create accounts without parental consent, in compliance with child privacy laws.

3.2 Account Security

When you register, you must provide accurate and complete information. You are responsible for maintaining the confidentiality of your account login credentials and for all activities that occur under your account. You agree to notify us immediately of any unauthorized use of your account or any other breach of security. We are not liable for any loss or damage arising from your failure to keep your account secure. We may require users to reset passwords or take other actions to maintain security. If we later offer student/parent accounts, the parent/guardian is responsible for monitoring the child's account and ensuring safe use.

3.3 Account Registration for Minors

As noted, if the Service is offered directly to minors in the future, we will comply with age-of-consent requirements in each region (for example, in the UK children under 13 will require parental consent for online services, and similar age limits (up to 16) may apply in other countries). We reserve the right to put in place age verification or parental consent mechanisms as needed to comply with applicable laws.

4. User Responsibilities and Acceptable Use

By using MartialFlow, you agree to use the Service only for lawful purposes and in accordance with these Terms. You are responsible for all content and data that you input or upload into the Service (including information about your students or club members, profile images, messages, etc.), and for your use of any communication features. In particular, you agree NOT to:

• Violate Laws: Use the Service in any way that breaches any applicable local, national, or international law or regulation. This includes data protection laws and anti-spam/marketing laws. For example, you must not use the Service to send unsolicited marketing emails or texts without appropriate consent, as this would violate privacy regulations (e.g., UK Privacy and Electronic Communications Regulations) and these Terms. Using our email/SMS features for mass marketing or spam is expressly prohibited and is grounds for suspension of your account. The Service's communication tools should only be used for legitimate, consented communications with your students or members (such as class reminders, membership information, or other service-related messages), and not for sending bulk promotional material to individuals who have not agreed to receive it.
• Inappropriate Content: Upload, transmit, or store any content that is unlawful, defamatory, harassing, obscene, pornographic, or otherwise objectionable. This includes content that is violent or hateful, or that infringes any party's intellectual property or privacy rights. Profile images or other media must be appropriate and you must have the rights and permissions to use them (especially if they contain images of individuals, particularly minors—obtaining parental consent where applicable).
• Interference and Misuse: Engage in any activity that could disable, overburden, damage, or impair the Service or interfere with any other party's use of the Service. This includes not introducing viruses or malicious code, not attempting to gain unauthorized access to the Service or other users' data, and not using any automated means (such as bots or scrapers) to access the Service beyond what is allowed.
• Reverse Engineering and Abuse: You will not attempt to copy, modify, reverse-engineer, decompile, or disassemble any part of the Service or the software underlying it. You agree not to bypass any security or access controls. You also must not misuse any APIs or integrations in a manner not authorized by MartialFlow.
• Data Misuse: You shall not exploit data from the Service in unauthorized ways. You must respect the privacy of personal data accessible through the Service. For example, if you gain access to personal information of your students or club members via MartialFlow, you must handle that information in compliance with privacy laws and only for the purposes they provided it. You must not share personal data from the system with third parties except as permitted by law and by your own privacy policies provided to your members.

Consequences: If we determine, in our sole discretion, that you have violated any of the above, we reserve the right to suspend or terminate your account (see Section 10 on Termination) and to take any necessary legal action. You may also be subject to legal consequences under applicable law for unlawful conduct.

5. User Content and Data Ownership

5.1 Your Data

As a User, you may input or upload various data into MartialFlow, such as personal information about your students and staff (names, contact details, ages, training status, medical or special needs information, etc.), schedule information, attendance records, payment records, photos, and other content ("User Content" or "Subscriber Data"). You retain ownership of all Subscriber Data that you provide. MartialFlow does not claim ownership of your data; you grant us a license to host, use, and process it solely for the purpose of providing and improving the Service as described in our Privacy Policy.

5.2 Confidentiality of Your Data

We understand that the data you store in MartialFlow is sensitive, both personally and for your business. We consider your Subscriber Data to be confidential. Except as needed to operate the Service or as required by law, we will not disclose your data to any third party without your permission. We also will not use your Subscriber Data for our own purposes outside of providing the Service to you. In practical terms, this means we will not reveal information about your club's students, operations, training systems, or other business data to other MartialFlow users or to any external parties (unless you explicitly authorize it or such sharing is part of an integrated feature you opt into). Our staff may access your data only as necessary to support your use of the Service (for example, to resolve a technical issue or to provide customer support), and such access is subject to strict confidentiality obligations.

5.3 Data Protection and Processing

You represent and warrant that you have all necessary rights and consents to upload personal data to the Service and to instruct us to process that data on your behalf. In GDPR terms, you are likely the "data controller" of your members' personal data, and MartialFlow is a "data processor" acting on your instructions. We will process personal data only for the purposes of providing the Service and in accordance with applicable data protection laws. We will not sell or share personal data in your account with advertisers or other third parties for their own marketing purposes. If we use sub-processors (such as cloud hosting or email delivery services) to help run the Service, we will ensure they are bound by obligations to protect the data to a standard equivalent to ours. (For more details, see our Privacy Policy.)

5.4 Special Categories of Data

If you choose to store sensitive personal information on the Service (such as health details like disabilities or special needs of students), you must ensure you have explicit consent from those individuals (or their parent/guardian) to do so. MartialFlow will treat such special-category data with extra care and will not use it for any purpose other than securely storing it and making it available to you for the operation of the Service. In particular, we will not include sensitive data (e.g., disability or medical information) in any analytics or product improvement processes without anonymizing it. We recommend you only collect what is necessary for your operations and handle all sensitive data in compliance with applicable law.

5.5 Backup and Export

You are responsible for maintaining your own backups of your data. While we implement routine backups and data durability measures, we do not guarantee that your data will never be lost or corrupted. We provide features for you to export your data, and you should periodically export critical data to your own storage. In the event of account termination (by you or us), Section 10 covers data return.

5.6 Feedback

If you provide us with suggestions, ideas, or other feedback about the Service, we may use it without restriction or compensation to you, to improve our offerings. However, this does not grant us any rights to your confidential data or content—feedback here refers to general ideas or concepts you volunteer.

6. Payments and Fees

6.1 Subscription or License Fees

If our Service is provided on a subscription or license-fee basis, you agree to pay any applicable fees as described in our pricing plan or order form. (At present, we may offer a trial period or free tier; once you subscribe to a paid plan, fees and billing intervals will be communicated to you.) All fees are due in the currency and according to the schedule stated at sign-up. You are responsible for any taxes or government charges applicable to your fees (except taxes on our income).

6.2 Payment Processing

MartialFlow itself does not process credit card payments for your club's transactions; instead, we integrate with third-party payment processors such as Stripe or GoCardless to enable you to collect payments from your students or customers. When you use these payment integrations, you must connect your own account with the payment processor and agree to their terms of service. Any financial transactions (e.g., membership fees, equipment sales) your organization conducts through our Service are ultimately processed by these third parties. We do not store full credit card numbers or bank account details on our servers; such sensitive payment information is handled securely by the payment gateway (e.g., transmitted via SSL and stored by Stripe/GoCardless). We may store a payment token or transaction metadata necessary for record-keeping and to show you payment status, but not the sensitive payment data itself.

6.3 Responsibility for Fees and Charges

You are responsible for ensuring that your Stripe/GoCardless (or other processor) account is in good standing and that you handle any disputes or chargebacks that arise. MartialFlow is not a party to the financial transaction between you and your customer; we simply facilitate the connection. We do not take a cut of your transaction (unless explicitly stated as part of a feature or plan), but the payment processor may charge fees according to their terms. You agree that we are not liable for any issues arising from payment processing (such as errors by Stripe or bank declines), although we will reasonably assist in relaying information or supporting resolution as we can.

6.4 Subscription Changes

If you upgrade or downgrade your MartialFlow subscription plan, the fee changes will take effect as described in the plan terms. Downgrading might cause loss of features or capacity – ensure you have exported any data that might be affected. We reserve the right to change our pricing and fees for the Service; however, any changes will not affect you until your next renewal or subscription period, and we will provide advance notice so you can cancel if you disagree.

6.5 No Refunds

Unless required by law or explicitly provided in a promotion or contract, payments are non-refundable. For example, if you cancel in the middle of a paid month, the cancellation will apply from the next billing cycle; we typically do not provide pro-rated refunds for the remaining period. (If a free trial is offered, you will not be billed if you cancel during the trial.)

7. Intellectual Property

7.1 Our Intellectual Property

The MartialFlow Service (including all software, code, infrastructure, and the design, logos, and trademarks on our site) is owned by MartialFlow (MARTIALFLOW LTD) and is protected by copyright, trademark, and other intellectual property laws. We grant you a limited, non-exclusive, non-transferable, revocable license to use the Service during your subscription solely for your internal business purposes in accordance with these Terms. You may not copy, distribute, modify, or create derivative works based on our software or content, except as explicitly allowed by us. All rights not expressly granted to you are reserved by us. You must not remove or obscure any proprietary notices (e.g., copyright or trademark symbols) on the Service.

7.2 Your Intellectual Property

You own all intellectual property rights in the content and data you provide to us (as noted in Section 5.1). By using the Service and uploading content, you grant MartialFlow the right to use, reproduce, and display your content only as needed to provide the Service (for example, processing data to generate reports, displaying a student's photo in the app, sending communications you initiate, etc.). We do not acquire any ownership of your content, and when you remove your content from the Service (or terminate your account), our license to it ends, except for limited continued use for service operation (e.g., backups) or legal compliance.

7.3 Third-Party IP

If you use any third-party materials in connection with the Service (for example, you upload a photo, logo, or document), you must ensure you have the legal right to do so. Do not upload or use any content that infringes someone else's copyright, trademark, or other rights. MartialFlow may remove or disable content if we have reason to believe it infringes third-party rights (and we may suspend or terminate accounts of repeat infringers).

7.4 Use of Name and Marks

You retain all rights to your own trademarks, logos, and branding. We may display your organization's name or logo within the Service to indicate your account (for example, showing your logo on your admin dashboard or on a student-facing portal, as part of the feature allowing custom branding). We will not use your trademarks publicly (e.g., in our marketing materials) without your consent. Conversely, you may not use the name "MartialFlow" or our logos except as needed for factual references (such as "powered by MartialFlow" on your site if we provide such option) or with our prior written permission.

8. Confidentiality

8.1 Our Confidential Information

During your use of the Service, you might receive confidential information about MartialFlow, such as non-public technical information, product roadmaps, pricing discussions, or other business information. You agree not to disclose MartialFlow's confidential information to any third party without our consent, and to use it only for your use of the Service. Our publicly available information and anything we make generally available (like features descriptions on our website) is not considered confidential.

8.2 Your Confidential Information

We have already addressed the confidentiality of your data in Section 5.2. In summary, we will treat your data as confidential and not disclose it or use it except as permitted in these Terms and our Privacy Policy. If we enter into a separate confidentiality or data processing agreement with you, those specific terms will supplement this general commitment.

8.3 Compelled Disclosure

If a court, law enforcement, or regulatory body legally requires us to disclose any of your confidential information or data, we will, if legally permissible, attempt to notify you in advance so you can seek to prevent or limit the disclosure. We will only disclose what we are legally required to.

9. Third-Party Services and Links

9.1 Third-Party Services

The Service may incorporate or enable integrations with third-party services (for example, payment processors like Stripe, communication services like an SMS gateway, or analytics tools). If you choose to use these integrations, you may be subject to the terms of service of those third parties. MartialFlow is not responsible for third-party services or their terms, and we do not guarantee the availability or performance of third-party integrations. However, we will make a good-faith effort to maintain our integrations and will inform you of any major changes. Your use of third-party services is at your own risk, and you are responsible for complying with any requirements of those services.

9.2 Links

Our website or app interface may contain links to other websites or resources that are not operated by MartialFlow. These links are provided for convenience only. We have no control over the content, privacy policies, or practices of any third-party sites. You acknowledge that MartialFlow is not responsible or liable for any loss or damage caused by your use of any third-party sites or resources. We encourage you to review the terms and privacy policies of any third-party site you visit. (For example, if a club using MartialFlow links to its own website from within our platform, we are not responsible for that external site.)

10. Term and Termination

10.1 Term

These Terms apply from the moment you accept them (by creating an account or otherwise using the Service) and continue in effect until terminated by either party as allowed herein. If you have a subscription, the term will also be defined by your subscription period (e.g., monthly or annual), with automatic renewals unless cancelled.

10.2 Your Right to Cancel

You may cancel your MartialFlow account or subscription at any time. You can do this through the account settings or by contacting us. If you cancel a paid subscription, you will typically retain access until the end of the current billing period (unless you request an immediate deactivation). No further charges will occur after cancellation, but (as noted) we generally do not provide refunds for the unused portion of the period.

10.3 Our Right to Terminate or Suspend

We may suspend or terminate your access to the Service (or terminate this agreement) under the following circumstances: (a) if you breach any material term of these Terms or act in a way that clearly shows you do not intend to or cannot comply (for example, violating the Acceptable Use Policy in Section 4, failing to pay fees after notice, or infringing IP rights); (b) if you misuse the Service, engage in fraud, or use the Service in a manner that risks legal liability or harm to us or other users (e.g., using the email system for spam could harm our email reputation); or (c) if we are required to do so by law (for instance, if providing the Service to you becomes unlawful). In most cases, we will attempt to notify you of the issue and give you a chance to cure the breach if feasible, but for serious violations we reserve the right to immediate action. Suspension may be used to investigate potential violations or as an interim measure.

10.4 Effect of Termination

Upon termination of your account, whether by you or us, your right to access and use the Service will cease. We recommend that before you or we terminate, you export or download any data you need from your account. We will not delete your data immediately upon termination unless you request it; by default, we may retain your data for a limited period (e.g., 30-60 days) in case you reactivate or need to retrieve something, after which we will securely delete or anonymize the personal data, except for any data we are required to keep for legal compliance or legitimate business purposes (for example, invoice records, or data we've anonymized for analytics). If you need a formal data export or assistance in retrieving your data upon termination, contact us and we will try to help. We will return or destroy personal data in your account in accordance with our Privacy Policy and any applicable data processing agreement.

10.5 Surviving Provisions

Any provisions of these Terms that by their nature should survive termination (such as indemnification, limitation of liability, confidentiality, governing law, etc.) will remain in effect after termination.

11. Disclaimers of Warranty

Use "As-Is": MartialFlow provides the Service on an "as is" and "as available" basis. To the maximum extent permitted by law, we disclaim all warranties of any kind, express or implied, regarding the Service. This includes but is not limited to implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We do not guarantee that the Service will be uninterrupted, error-free, or completely secure. While we strive to provide a reliable and secure service, you acknowledge that no software or online service is perfect. For example, we do not warrant that:

• The Service will meet all of your specific requirements or expectations,
• The Service will be available at all times or any downtime will be corrected immediately,
• Any errors or defects will be corrected (though we aim to fix issues and offer support),
• Any data loss will never occur (we recommend keeping backups as noted).

No Professional Advice: Any information or documentation provided as part of the Service (or on our website) is for general informational purposes and does not constitute legal, financial, or other professional advice. For instance, if we provide template forms (like waiver templates or suggested workflows), you should use them at your own discretion and possibly consult an appropriate professional. We are not a law firm or accounting firm, etc., and using our Service does not create a professional advisory relationship.

Third-Party Materials: We make no warranties regarding any third-party services integrated with or used by the Service. Your dealings with third-party providers are solely between you and them, and we are not responsible for third-party content or actions.

Some jurisdictions do not allow certain warranty disclaimers. If applicable law requires a warranty despite this disclaimer, such warranty is limited to the minimum warranty period allowed by law.

12. Limitation of Liability

12.1 Exclusion of Certain Damages

To the extent permitted by law, MartialFlow (and its directors, officers, employees, and affiliates) will not be liable to you for any indirect, incidental, special, consequential, or punitive damages arising out of or related to the Service or these Terms. This exclusion includes, for example, damages for lost profits, loss of goodwill or business reputation, loss of data, cost of procurement of substitute services, or other intangible losses, even if we have been advised of the possibility of such damages. It also includes damages resulting from your use of or inability to use the Service, any communication failures, unauthorized access or alteration of your transmissions or data, or third-party conduct. We do not assume liability for any damages caused by viruses or other technologically harmful material that may infect your computer equipment or other property due to your use of our Service or any websites linked to it.

12.2 Cap on Liability

To the extent permitted by law, MartialFlow's total cumulative liability to you for any claims arising out of or relating to the Service or these Terms, regardless of the form of action (whether contract, tort, negligence, strict liability, or otherwise), is limited to the total amount of fees you have paid us in the twelve (12) months immediately preceding the event giving rise to the claim. If you have not paid any fees (for example, if you are on a free plan), our liability to you shall not exceed GBP £100 (or equivalent in local currency). This limitation is a fundamental part of the bargain between you and us; the Service would not be provided without such limitations.

12.3 Exceptions

Nothing in these Terms is intended to exclude or limit liability where such exclusion is prohibited by law. In particular, we do not exclude or limit liability for our fraud or fraudulent misrepresentation, or for death or personal injury caused by our negligence, or any other liability that cannot be excluded under applicable law. However, beyond these exceptions, any liability that cannot be wholly excluded but can be limited, will be limited to the fullest extent allowed by law.

12.4 Consumer Rights

If you are using our Service as a consumer (not in a business capacity), you may have certain rights under applicable consumer protection laws. These Terms are not intended to override those rights if they apply. That said, our Service is primarily intended for business use by martial arts instructors and schools, and is generally not marketed to individual consumers for personal use.

13. Indemnification

You agree to indemnify, defend, and hold harmless MartialFlow and its parent, affiliates, officers, directors, agents, and employees from and against any and all third-party claims, demands, suits, or proceedings, and all related liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service or activities under your account, (b) your breach of any provision of these Terms, (c) any information or content you upload into the Service (including any allegations that such content infringes or misappropriates the rights of a third party or violates law), or (d) your violation of any applicable law or regulation (for example, if you use the Service to send emails without proper consent and someone brings a claim under spam laws). We reserve the right, at our own expense, to assume the exclusive defense and control of any matter otherwise subject to indemnification by you (without limiting your indemnification obligations). In that case, you agree to cooperate with our defense of those claims. You will not settle any such claim without our prior written consent unless the settlement fully releases MartialFlow and does not impose any obligations on us.

14. Changes to the Service and Terms

14.1 Modifications to Service

We are continually improving and updating MartialFlow. We reserve the right to add, change, discontinue, or remove features or functionalities of the Service at any time. We will endeavor to notify users of any significant changes (such as removal of a core feature), but there may be instances where we need to make changes with little or no notice (for example, for security fixes or compliance with law). Any new features that augment or enhance the current Service are subject to these Terms.

14.2 Modifications to Terms

We may revise these Terms from time to time. If we make a material change, we will notify you (for example, by email to the address associated with your account or by a prominent notice when you log in). The updated Terms will be posted on our website with a "Last Updated" date. By continuing to use the Service after any such changes become effective, you agree to be bound by the revised Terms. If you do not agree to the new Terms, you must stop using the Service and, if applicable, cancel your subscription. We encourage you to review the Terms periodically to stay informed of any updates.

15. Governing Law and Disputes

15.1 Governing Law

These Terms and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them or their subject matter shall be governed by and construed in accordance with the laws of England and Wales, unless your use of the Service is primarily in another jurisdiction where we are required by law to apply that jurisdiction's laws (such as certain consumer protection laws). If you are a consumer in the UK, you benefit from any mandatory provisions of UK law. If you are a consumer elsewhere in the UK or in the EU, you may also have rights under local law. However, to the extent permitted, the law of England will apply.

15.2 Jurisdiction

You and MartialFlow agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms or their subject matter or formation, except that MartialFlow may seek injunctive relief in any jurisdiction to enforce its intellectual property or protect its confidential information. If you are a consumer, this choice of forum does not override any rights you have to bring disputes in your home jurisdiction under applicable consumer laws.

15.3 Alternative Dispute Resolution

Before filing a lawsuit, we'd prefer to address any concerns or disputes through dialogue. You agree to first contact us at our support/contact information below to discuss any dispute. We will likewise contact you to attempt to resolve the issue informally. If we cannot resolve the dispute within a reasonable time, either party may consider formal legal action. We are open to considering alternative dispute resolution methods (such as mediation or arbitration) if both parties mutually agree, but we do not mandate arbitration in these Terms.

16. Miscellaneous

16.1 No Agency

You and MartialFlow are independent contractors, and nothing in these Terms creates a partnership, joint venture, employment, or agency relationship. You do not have any authority to bind MartialFlow in any respect.

16.2 No Waiver

If we fail to enforce any provision of these Terms, it will not be considered a waiver of our rights. Any waiver of any provision by us on one occasion shall not prevent enforcement on future occasions. Similarly, your obligations remain in force unless explicitly waived in writing by us.

16.3 Severability

If any provision of these Terms is held by a court of competent jurisdiction to be invalid, illegal, or unenforceable, that provision shall be deemed modified to the minimum extent necessary to make it enforceable (or severed if modification is not possible), and the remaining provisions of these Terms will remain in full force and effect.

16.4 Assignment

You may not assign or transfer these Terms or any rights or obligations under them without our prior written consent. We may assign or transfer our rights and obligations under these Terms to an affiliate or in connection with a merger, acquisition, sale of assets, or by operation of law. These Terms will bind and inure to the benefit of the parties, their successors, and permitted assigns.

16.5 Third-Party Rights

A person who is not a party to these Terms (except our affiliates, which are included as protected parties under sections like Indemnification and Limitation of Liability) has no right under the Contracts (Rights of Third Parties) Act 1999 (or equivalent legislation) to enforce any term of these Terms.

16.6 Force Majeure

MartialFlow will not be liable for any failure or delay in performance of its obligations (other than payment obligations) if such failure or delay is caused by events beyond its reasonable control, including but not limited to acts of God, war, terrorism, civil unrest, strikes, fires, epidemics or pandemics, power outages, internet or telecommunications failures, or government action.

16.7 Communications

We may send you service-related communications (e.g., account notifications, security alerts, updates about changes to the Service or Terms) by email or by in-service notifications. You agree to keep your contact information up to date so you can receive such communications. For contractual purposes, you consent to receive electronic communications from us and agree that such communications satisfy any legal requirement that would be met by sending written notices.

16.8 Entire Agreement

These Terms, together with any additional agreements or addenda you have entered into with us (such as a Data Processing Addendum, if applicable, or an Order Form for enterprise customers) and our Privacy Policy, constitute the entire agreement between you and MartialFlow regarding the Service and supersede all prior agreements, understandings, or representations (whether oral or written) relating to the Service. In the event of a conflict between these Terms and any signed written agreement with you, the signed agreement will prevail.

16.9 Contact Information

If you have any questions or concerns about these Terms or the Service, you can contact MartialFlow at:

Please note that email is not guaranteed to be a secure communication for sensitive information. For privacy-specific concerns, see our Privacy Policy for how to reach our data protection contact.