Swift Flow Terms of Service

Swift Flow is a field service management platform that provides:

• Company workspaces for owners, administrators, and technicians
• Technician invitation, scheduling, assignment, dispatch, GPS tracking, job-site geofencing, time tracking, attendance, and offline field work
• One-time, recurring, multi-day, preventive-maintenance, and emergency job workflows
• Digital service reports, equipment checklists, photos, signatures, feedback, ratings, and PDF generation
• Client portals for service requests, service history, reports, projects, quotations, invoices, communications, and linked service providers
• Multi-contact client organizations and building teams with primary, secondary, and read-only contact permissions
• Device and equipment inventory management, including CSV and Excel import and export
• Direct, group, company-client, building-team, and operations-team messaging, attachments, voice messages, and live voice or video calls
• Basic, Pro, and, where separately arranged, Enterprise subscription features
• Rhea AI assistance, Voice Analyst voice-to-report processing, and AI-assisted equipment import

Rhea text assistance is powered by Google Gemini, while Rhea voice sessions use the OpenAI Realtime API. Voice Analyst sends a user-initiated voice recording to Google Gemini to produce a draft service report, and AI-assisted equipment import uses OpenAI to structure user-selected CSV or Excel data. These services may process submitted content under their applicable terms and privacy practices, as further described in the Swift Flow Privacy Policy.

Features may vary by role, permission, platform, subscription plan, configuration, connectivity, and availability.

To use the Service, you must:

• Be at least 18 years old
• Provide accurate and complete registration, organization, designation, and contact information
• Maintain the security of your account credentials, devices, sessions, company codes, and invitation codes
• Notify us and the relevant Company Owner, Company Admin, or Primary Client Contact immediately of suspected unauthorized access
• Use only a role, organization, company, or client portal that you are authorized to join

You are responsible for all activities performed through your account and for ensuring that information you submit remains accurate.

Service Company Accounts and Team Invitations

The person who creates a service-company workspace is ordinarily assigned as its Company Owner. A service-company team member does not attach themselves to a company through unrestricted registration. An authorized Company Owner or Company Admin generates a six-character uppercase alphanumeric invitation code for an Admin or Technician role. The code expires after 48 hours, is intended for one-time use, and assigns the role selected by the inviting administrator when accepted.

Technicians must use a valid technician invitation code to join the intended company. A recipient may be required to authenticate or complete onboarding before the invitation is accepted. Invalid, used, revoked, or expired codes will not create company access.

Client Organizations and Building-Team Invitations

A client may create a new client portal and become its Primary Contact, or join an existing client organization through a six-character invitation code or invitation link issued by an authorized Primary or Secondary Contact. Client-organization invitations expire after 48 hours. A contact who joins through an invitation is initially assigned as a Secondary Contact unless later changed through an authorized workflow.

Linking Clients and Service Companies

A client contact may request to link a client portal to a service company by entering that service company's six-character Company Code. Linking is not automatic. The applicable service-company administrator must approve a client-initiated request, and an authorized client contact must approve a service-company-initiated request. A client portal may be linked to more than one service company. Regenerating a Company Code prevents use of the old code for new requests but does not automatically remove existing approved links.

Company Owners

Each service-company workspace has one Company Owner. The Company Owner has administrative access and is solely authorized within the current Service to:

• Change the company's subscription plan or billing cycle and update billing information
• Regenerate the Company Code
• Remove another Company Admin from the workspace
• Transfer ownership to another active Company Admin
• Delete the company workspace, subject to confirmation, retention requirements, outstanding obligations, and technical or legal restrictions

If ownership is transferred, the former owner becomes a Company Admin and immediately loses owner-only permissions. Company Owners are responsible for selecting trustworthy administrators, managing company access, ensuring employee consent and lawful notices for location tracking, and maintaining accurate company settings.

Company Admins

Company Admins may manage authorized operational features such as team invitations, technicians, clients, projects, jobs, dispatch, reports, equipment, communications, quotations, invoices, and applicable company settings. Company Admins may invite additional Admins or Technicians, but they may not exercise the owner-only powers listed above. Removal of an Admin from a workspace removes that person's company access but does not necessarily delete the person's login account.

Company designations such as Company Owner, Operations Manager, Dispatcher, Service Coordinator, Field Supervisor, Technician, or Other describe a person's function. A designation does not grant authority beyond the account's Company Owner, Company Admin, or Technician permission level.

Technicians

Technicians:

• Access their assigned jobs, schedules, projects, service information, communications, time entries, and permitted equipment records
• Must keep credentials and invitation codes confidential
• Must use location, time, job-status, report, photo, signature, and offline features truthfully and only for authorized work
• Understand that a one-time GPS check may verify job-site arrival within a 300-meter radius when the GPS gate is required
• Understand that Pro-plan companies may use continuous or background location tracking while a job is in EN_ROUTE status and while related active work remains IN_PROGRESS
• Are responsible for reviewing and accurately submitting service reports, including any draft produced by Voice Analyst
• May not perform Company Admin or Company Owner actions

Client Contacts

Client permission levels are separate from business designations. A client may select a designation of Property Owner, Property Manager, Building Engineer, Maintenance Head, Building Administrator, or Other. These labels describe the contact's real-world function and do not by themselves change portal permissions.

Primary Contact: Has the highest client-portal authority. The Primary Contact may invite building-team members, link service providers, manage the client equipment inventory including CSV or Excel import and export, and transfer Primary Contact status to another linked contact. After transfer, the former Primary Contact becomes a Secondary Contact.

Secondary Contact: May access shared client-portal records, communicate, request service where available, invite additional building-team members, and link service providers. A Secondary Contact may view but may not add, edit, delete, import, or export equipment inventory through the current client equipment controls, and may not transfer Primary Contact status.

Read-Only Contact: May view shared portal records and may use communication or service-request features made available to the contact, but may not invite building-team members, link service providers, transfer Primary Contact status, or add, edit, delete, import, or export equipment inventory.

Primary, Secondary, and Read-Only Contacts linked to the same client organization may see shared building, equipment, service-provider, request, project, job, report, quotation, invoice, and communication records according to the Service's access rules. Building-team conversations are visible to authorized participants. Certain contact-specific conversations may be limited to selected contacts, the Primary Contact, and authorized service-company administrators.

All users must act only within their actual authority. An account role or interface control does not authorize a user to bind an employer, company, property owner, client organization, or other person when the user lacks real-world authority to do so.

You agree NOT to:

• Use the Service for any unlawful, fraudulent, deceptive, unsafe, or unauthorized purpose
• Share, sell, publish, or permit unauthorized use of your account credentials or authenticated device
• Share a Company Code, technician or Admin invitation code, client-organization invitation code, or invitation link except with the intended authorized recipient
• Use another person's code or link, or attempt to join, link, or access a company or client organization without permission
• Attempt to access another user's, company's, client's, building's, conversation's, or service provider's data without authorization
• Upload malicious content, infringing material, or personal, confidential, biometric, location, photo, signature, audio, video, equipment, or business data you are not authorized to collect or disclose
• Submit false job statuses, locations, time entries, service reports, signatures, approvals, quotations, invoices, equipment records, or payment statuses
• Use messaging, calling, notifications, AI, file import, or other features to harass, impersonate, mislead, distribute spam, or interfere with another person
• Direct Rhea AI to perform an action that you are not authorized to perform yourself, or use AI output as a substitute for required professional, technical, safety, financial, or legal judgment
• Interfere with the Service's operation, bypass role or subscription restrictions, probe or breach security, introduce malware, or overload the Service
• Reverse engineer, scrape, copy, resell, sublicense, or create a competing service from any protected part of the Service except where Philippine law expressly permits it

Company codes and invitation codes are access credentials. You are responsible for distributing them securely and reporting suspected disclosure or misuse so they can be revoked, expired, or regenerated where supported.

The Service, including its design, software, features, workflows, branding, documentation, and content supplied by Swift Flow, is owned by Swift Flow or its licensors. You may not copy, modify, distribute, or exploit any protected part of the Service without our written permission, except as expressly allowed by these Terms.

As between Swift Flow and you, data and content submitted through the Service—including client and company information, jobs, reports, photos, signatures, notes, messages, voice messages, documents, equipment inventories, imported spreadsheet rows, quotations, invoices, and AI prompts—remains the property of you or the relevant company, client organization, or rights holder. You represent that you have the rights and authority needed to submit and share it.

You grant Swift Flow a non-exclusive, worldwide license to host, store, reproduce, process, transmit, format, display, and otherwise use submitted data only as reasonably necessary to provide, secure, support, and improve the Service, comply with law, and enforce these Terms. This includes processing by service providers described in the Privacy Policy.

When a client links to one or more service companies, the client authorizes each approved service company to access and use client, building, contact, equipment, request, and related records made available within that service relationship. Linking does not automatically give one service company access to another service company's internal records. Records created by a service company remain associated with that company's service relationship and may be shared with the linked client through the portal.

When multiple contacts join the same client organization, shared client and building data is available to those contacts according to their permission levels. A contact who adds or imports equipment data or other shared content authorizes its use by the client organization, its authorized contacts, and approved service providers for managing and delivering services. Removing a contact does not necessarily remove shared organizational or operational records the contact previously created.

We strive for high availability but do not guarantee uninterrupted, error-free, or fully secure access. The Service may be temporarily unavailable or degraded due to:

• Scheduled maintenance or emergency repairs
• Internet, mobile network, GPS, mapping, device, browser, operating-system, push-notification, third-party API, hosting, or cloud-service failures
• Circumstances beyond our reasonable control

We will make reasonable efforts to notify users of planned downtime when appropriate.

Supported parts of the technician workflow may store cached data and queued changes on the user's device through IndexedDB while offline. Offline-created or updated reports, jobs, projects, clients, time entries, and permitted profile changes are not authoritative server records until synchronization succeeds. When connectivity returns, the Service attempts to send queued changes to the server. Failed items may remain queued for later retry, and a newer server version may take precedence over or prevent application of a conflicting offline update.

Users must review pending-sync indicators and confirm that important records have synchronized before relying on them. Cached or unsynchronized data may be lost if the device is lost, damaged, reset, cleared, shared, or uninstalled, or if browser or application storage is removed. Users should avoid conflicting changes from multiple devices during offline periods. We do not guarantee that all features are available offline or that every conflict can be reconciled automatically.

Swift Flow's standard paid subscription tiers are Basic and Pro. Basic and Pro have different limits and features, including user, project, job, storage, live GPS, Rhea AI, analytics, and support entitlements. Enterprise access may be offered under separately agreed custom terms. Current pricing, limits, included features, and monthly or annual billing options are shown in the Service or an applicable order, proposal, or agreement and may be changed in accordance with Section 11.

New service-company workspaces may receive a 30-day free trial for the selected eligible plan. The current Service does not require a saved payment method to start a standard trial and does not automatically charge through an integrated online payment processor. Trial features, limits, eligibility, and duration may be restricted to prevent abuse.

Only the Company Owner may change the workspace subscription plan or billing cycle through the Service. For paid subscriptions:

Fees are billed monthly, annually, or as otherwise agreed

• Payment is due on the date stated in the applicable invoice, proposal, or agreement
• Applicable taxes remain payable as stated
• Late, failed, or missing payment may result in feature restrictions, downgrade, suspension, or loss of workspace access
• No refunds are provided for partial months or unused periods except where required by Philippine law or expressly agreed in writing
• Swift Flow does not currently integrate PayMongo, Stripe, or another online card or e-wallet payment processor for Swift Flow subscription payments. Subscription activation and payment arrangements are currently handled manually or offline with Swift Flow. If an online processor is added, any processor-specific terms and disclosures will be provided before use.

Invoices and payment-status records that a service company issues to its own clients through Swift Flow are business records between that service company and its client. Swift Flow does not collect or settle those client payments. Service-company administrators are responsible for accurately marking manual payments as paid.

When a trial expires or a subscription is cancelled, expires, or lapses, access to operational features may be blocked or reduced until a subscription is activated or restored. The Service may permit a Company Owner or authorized administrator to export company data. Subscription lapse does not by itself guarantee immediate deletion of stored records, and outstanding fees remain due.

TO THE MAXIMUM EXTENT PERMITTED BY PHILIPPINE LAW:

• The Service is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, whether express, implied, or statutory
• We do not warrant that GPS readings, geofences, maps, routes, estimated arrival times, push notifications, offline synchronization, AI output, transcriptions, reports, imports, calculations, or third-party services will always be available, complete, accurate, or error-free
• Rhea AI, Voice Analyst, and AI-assisted imports may produce incorrect, incomplete, duplicated, outdated, or misleading content. AI-generated content is a draft or aid and must be reviewed by a qualified human before it is submitted, acted upon, or relied upon
• When an authorized Company Owner or Company Admin directs Rhea to create or schedule a job, assign a technician, draft an invoice, or perform another supported action, Rhea acts in response to that user's instruction and the action is treated as an action initiated through that user's account. The user remains responsible for the instruction, authority, inputs, review, and result
• GPS verification and location tracking assist operations but do not prove safety, identity, attendance, work quality, or legal compliance and must not be the sole basis for emergency or safety decisions
• We are not liable for indirect, incidental, special, exemplary, punitive, or consequential damages, including lost profits, business interruption, lost opportunities, or loss of data
• We are not responsible for data loss caused by a user's device, cleared local storage, unsynchronized offline work, conflicting edits, user error, unauthorized code sharing, or third-party systems, although we implement reasonable safeguards and backups for server-side data
• Our total aggregate liability arising out of or relating to the Service shall not exceed the fees paid to Swift Flow by the applicable customer in the 12 months preceding the event giving rise to the claim

Nothing in these Terms excludes liability that cannot lawfully be excluded or limited under Philippine law.

You agree to indemnify and hold harmless Swift Flow, its officers, employees, contractors, and service providers from claims, damages, liabilities, penalties, and reasonable expenses arising from:

• Your use or misuse of the Service
• Your violation of these Terms
• Your violation of another person's privacy, intellectual-property, employment, contractual, or other rights
• Data, files, instructions, approvals, codes, invitations, links, locations, reports, signatures, communications, AI prompts, equipment records, quotations, invoices, or payment statuses you submit or authorize
• Actions initiated through your account, including actions you direct Rhea AI to perform

Either party may terminate use of the Service:

• You: By discontinuing use and contacting us to close an eligible account or, for a Company Owner, requesting deletion of an eligible company workspace
• Us: By suspending or terminating access for violation of these Terms, non-payment, security risk, unlawful activity, abuse, or discontinuation of the Service, with or without notice where permitted by law

Upon termination:

• Your access to some or all of the Service will be revoked
• Outstanding payments and obligations remain due
• You should export data available to you before access ends
• Eligible personal data will be deleted or anonymized within 30 days where reasonably practicable, subject to the Privacy Policy
• Company, client, message, report, time-entry, assigned-job, call-log, invitation, billing, safety, audit, transaction, and other operational records may be retained, reassigned, anonymized, or preserved where another organization or user has rights in the record, where needed to maintain business history, resolve disputes, enforce agreements, protect users, or comply with law
• Deleting or removing an individual account does not automatically delete shared company, client-organization, building-team, service-provider, or operational records
• Account or company deletion may be restricted when the requester lacks authority, is the last required Company Admin or Company Owner, has outstanding obligations, or has records that must first be retained, reassigned, or anonymized.

We may modify these Terms from time to time to reflect changes in the Service, subscription plans, providers, account structures, business practices, or legal requirements. Continued use of the Service after revised Terms become effective constitutes acceptance of the revised Terms. Material changes will be communicated through email, an in-app notice, or another reasonable method.

These Terms are governed by the laws of the Republic of the Philippines. Any disputes shall be resolved in the courts of Metro Manila, Philippines, subject to any mandatory rights or procedures under applicable Philippine law.

If any provision of these Terms is found invalid or unenforceable, that provision will be enforced to the maximum extent permitted, and the remaining provisions will continue in effect.

For questions about these Terms, contact us at:

Swift Flow

Email: support@swiftflow.pro