Terms of Service

By accessing or using Q-Flow ("the Service"), you agree to be bound by these Terms of Service. If you do not agree to these terms, you may not use the Service. These terms apply to all users, including business owners and customers who interact with the queue system.

Q-Flow provides a cloud-based queue management platform for businesses. The service includes customer check-in via QR codes, real-time queue tracking, SMS and push notifications (with explicit customer consent), TV display mode, and a dashboard for business operators. The Service runs on secure cloud infrastructure and is subject to change as we improve and expand functionality.

To use Q-Flow as a business owner, you must create an account with a valid email address and a secure password. You are responsible for:

• Maintaining the confidentiality of your account credentials.
• All activities that occur under your account.
• Providing accurate and current information during registration.
• Notifying us immediately of any unauthorized use of your account.

We reserve the right to suspend or terminate accounts that violate these terms or that we reasonably believe are being used fraudulently.

All users are required to complete phone verification before accessing the Q-Flow dashboard. During verification, your phone number is collected and a one-way cryptographic hash (SHA-256) is generated and stored. This hash is used solely for identity verification and duplicate detection — your raw phone number is not stored in plain text after verification.

You must provide a valid phone number that you own and have access to. Providing a phone number belonging to another person or a disposable/virtual number may result in account suspension.

Users who register with email and password (non-SSO) must verify their email address within 24 hours of account creation. If email verification is not completed within this period, access to the Service will be suspended until the account is manually approved by our support team.

Users who sign in via a supported Single Sign-On (SSO) provider, such as Google, are considered to have a verified email automatically and are not subject to the 24-hour verification requirement.

Q-Flow operates on a workspace/membership model. When you create or join a business on Q-Flow, you become a member of that business workspace. Membership roles include:

• Owner: Full administrative control over the workspace, including billing, settings, and member management.
• Manager: Ability to manage queues, view analytics, and perform day-to-day operations.
• Staff: Limited access to queue operations as assigned by an owner or manager.

By accepting an invitation to join a workspace, you agree to operate within the permissions of your assigned role. Owners are responsible for the actions of members within their workspace.

If your account is suspended due to failure to complete email verification within 24 hours, you may request manual approval by contacting our support team. Upon receiving a manual approval request, your email address and user ID will be shared with our support staff by contacting our support team for review.

Manual approval is granted at Q-Flow's sole discretion. We reserve the right to deny approval for any reason, including but not limited to suspected fraudulent activity or violation of these Terms of Service.

• Free: Up to 50 customers served. No payment required.
• Pro ($49/mo or $500/yr): Unlimited customers served.
• Max ($69/mo or $700/yr): Unlimited customers, banner + SMS notifications, 500 SMS credits included. Additional credits available at $25 per 500.

All prices are in USD. Subscriptions are billed monthly or yearly through our payment processor.

• Upgrades: You may upgrade your plan at any time. When upgrading mid-cycle, you will receive a prorated credit for the unused portion of your current plan, and the new plan will be charged at a prorated rate for the remainder of the billing period.
• Downgrades: Plan downgrades take effect at the end of your current billing period. You retain full access to your current plan's features until the period ends.

Services are provided on a subscription basis. Payments are non-refundable. You may cancel at any time to prevent future billing. Upon cancellation, your paid features remain active until the end of your current billing period, at which point your account will revert to the Free plan.

• No partial-period refunds are issued for any reason, including early cancellation, downgrade, or dissatisfaction with the Service.
• Purchased SMS credits are non-refundable and do not expire as long as your account remains active. Unused credits are retained if you downgrade or cancel.
• We reserve the right to change pricing with 30 days' notice to existing subscribers. Continued use after a price change constitutes acceptance of the new pricing.

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law.
• Attempt to gain unauthorized access to our systems, other users' data, or any related networks.
• Abuse the queue system (e.g., repeated no-shows, spam entries, bot-generated traffic).
• Interfere with or disrupt the integrity or performance of the Service.
• Resell, redistribute, or sublicense the Service without our written authorization.
• Use the Service to send unsolicited commercial messages in violation of CASL or other applicable laws.
• Attempt to reverse engineer, decompile, or disassemble any part of the Service.

By entering your phone number and checking the consent box when joining a queue, you explicitly consent to receive transactional queue status updates from Q-Flow on behalf of the business you are visiting. Message frequency varies based on your queue activity. Standard message and data rates may apply. Reply STOP to any message to cancel.

SMS notifications are sent only to customers who have provided explicit opt-in consent in compliance with the Canadian Anti-Spam Legislation (CASL) and applicable regulations. Q-Flow records consent timestamps for compliance purposes.

All content, features, and functionality of Q-Flow — including but not limited to the software, design, text, graphics, and logos — are owned by Q-Flow and are protected by Canadian and international copyright, trademark, and other intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to use the Service for its intended purpose.

Your use of Q-Flow is also governed by our Privacy Policy, which describes how we collect, use, and protect your information. By using the Service, you consent to the data practices described in our Privacy Policy.

We may suspend or terminate your access to the Service at our sole discretion, with or without notice, for conduct that we believe:

• Violates these Terms of Service.
• Is harmful to other users, third parties, or our business interests.
• Involves fraudulent, abusive, or illegal activity.

You may delete your account at any time by contacting us. Upon termination, your right to use the Service ceases immediately.

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure, or that any defects will be corrected.

To the maximum extent permitted by applicable law, Q-Flow and its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from or related to your use of the Service. Our total aggregate liability shall not exceed the amount paid by you to Q-Flow in the twelve (12) months preceding the claim.

Q-Flow is not responsible for missed appointments, lost queue positions, or any damages resulting from SMS delivery failures caused by mobile carriers, network outages, or recipient device issues.

You agree to indemnify, defend, and hold harmless Q-Flow and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with your access to or use of the Service, your violation of these terms, or your violation of any rights of a third party.

We reserve the right to modify these terms at any time. When we make changes, we will update the "Last updated" date at the top of this page. For material changes, we will provide notice via email to registered business account holders at least 14 days before the changes take effect.

These terms are governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles. Any disputes arising under these terms shall be subject to the exclusive jurisdiction of the courts of the Province of Ontario.

If any provision of these terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

For questions about these terms, contact us.