Terms of Service

1.Acceptance and Eligibility

You must be at least 18 years old and have the authority to enter into these terms on behalf of yourself or the organisation you represent. If you use Workflow on behalf of an organisation, you confirm that you are authorised to bind that organisation to these terms.

2.The Service

Workflow is a cloud-based platform for car workshops (each a “Workshop”) and their customers. Depending on how the Workshop uses it, the service keeps a record of every vehicle (plate, VIN, mileage and history), takes bookings in a calendar, checks a car in with the customer’s concerns and photos of its condition, opens work orders with labour and parts, records findings (defects noticed on the car) with photos, carries out inspections from checklists using the European defect scale of the roadworthiness test (the MOT in Cyprus, ΚΤΕΟ in Greece), sends estimates that the customer approves or declines online through a link, issues invoices and takes payments at the counter, keeps the stock of parts, records the time technicians clock on jobs, gives technicians screens for their phone, emails status messages and reports with photos or short video to the customer, sends service and MOT/ΚΤΕΟ reminders by email with a link to ask for a booking, and hosts conversations between the office and its business customers. It does not keep accounting books, file tax returns or make payments on your behalf.

3.Access, Availability and Maintenance

We aim to keep the service available and reliable, but it is provided on a best-effort basis and we do not guarantee a specific uptime level. We may perform scheduled or emergency maintenance and may suspend access where necessary to protect the security or integrity of the service.

4.Term, Renewal and Termination

Subscriptions run for the period agreed with you and renew automatically unless cancelled before the end of the current period. You may close your account at any time. We may suspend or terminate access for material breach of these terms, non-payment, or unlawful use. On termination, your Customer Data is handled as described in our Data Processing Agreement.

5.Fees and Payment

The fees for the service are those agreed with you or shown in the service. Fees are stated exclusive of applicable taxes unless otherwise indicated. Late or failed payments may result in suspension of the service.

6.Acceptable Use

You agree not to:

• upload unlawful, infringing or malicious content;
• attempt to gain unauthorised access to the service or other users’ data;
• reverse engineer, decompile or copy the platform except as permitted by law;
• use the service to send spam or to process data you have no lawful basis to process;
• upload photos or videos of people where the work does not need them, or process through the service special categories of personal data (such as health data) that the service does not need; or
• interfere with or place an unreasonable load on the service’s infrastructure.

7.Your Data and Messages to Your Customers

You are responsible for the data you enter or upload into the service (“Customer Data”) and for having a lawful basis to process it, including the personal data of your customers, your staff and technicians, and your suppliers. The emails the service sends to your customers on your behalf — estimates, invoices, status messages, reports and reminders — and the public links in them, which open without an account, are sent because you or your settings ask for it. You decide these disclosures and are responsible for them as controller, and you can stop a link at any time. The validation of a customer’s EU VAT number through VIES is also made at your request.

8.Hosting Location

The service is hosted on Oracle Cloud Infrastructure in Frankfurt, Germany, within the European Union, and the sub-processors listed in our Data Processing Agreement are all established in the European Union, so Customer Data stays within the EU. Should we ever add a sub-processor outside the European Economic Area, we will give the notice provided for in the Data Processing Agreement and the transfer will be protected by appropriate safeguards such as the EU Standard Contractual Clauses.

9.Intellectual Property

We retain all rights in the Workflow platform, software and branding. You retain all rights in your Customer Data. You grant us a limited licence to host and process Customer Data solely to provide the service.

10.Data Protection

Our processing of personal data is described in our Privacy & Cookie Policy and, where we act as your processor, our Data Processing Agreement, which forms part of these terms.

11.Warranties and Disclaimers

The service is provided “as is” and “as available”. Workflow does not provide technical, accounting, tax or legal advice. Outputs such as stock balances, estimates, inspection results, reminders and charges are produced from the records you enter and remain your responsibility to review before relying on them. A reminder or an inspection recorded in the service does not replace the roadworthiness test required by law (MOT/ΚΤΕΟ). To the extent permitted by law, we disclaim all implied warranties.

12.Limitation of Liability

To the maximum extent permitted by law, neither party is liable for indirect, incidental or consequential losses. Our total aggregate liability arising out of or relating to the service is limited to the fees you paid in the twelve (12) months preceding the event giving rise to the claim. Nothing in these terms limits liability that cannot be limited by law.

13.Confidentiality and Indemnification

Each party will protect the other’s confidential information and use it only as needed to perform under these terms, except where disclosure is required by law.

You will indemnify us against third-party claims arising from your unlawful use of the service or from Customer Data you were not entitled to process. We will indemnify you against third-party claims that the Workflow platform itself infringes their intellectual property rights.

14.Notices

We may give notices through the service or by email to the address on your account. Legal notices to us should be sent to legal@workflow.woocargo.com or by telephone on +357 22397742.

15.Governing Law and Disputes

These terms are governed by the laws of the Republic of Cyprus. The parties will first attempt to resolve any dispute amicably; failing that, the dispute is subject to the exclusive jurisdiction of the courts of Nicosia, Cyprus.

16.Changes and Miscellaneous

We may update these terms and will give reasonable advance notice of material changes through the service or by email. If any provision is found unenforceable, the rest remains in effect. These terms, together with the Privacy & Cookie Policy and the Data Processing Agreement, form the entire agreement between you and us regarding the service. They are published in English and in Greek with the same content.