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Terms of Service

Last updated: 20/10/2026

These Terms of Service ("Terms") govern the use of GearFlow, the management software for the rental and warehousing of audio/video/lighting equipment, provided by GearFlow (Ticino, Switzerland). By registering an account or using the service, you fully accept these Terms. If you do not accept them, you may not use GearFlow.

Service description

GearFlow is a Software-as-a-Service (SaaS) platform that lets you manage your material catalog, bookings, pickups, productions, and related reporting for your warehouse. The service is provided "as is", is under continuous development, and individual features may be changed, added, or removed over time.

Nature of the tool and limitation of liability

GearFlow is a supporting operational tool, designed to facilitate the management of your warehouse: it does not replace direct control, common sense, and verification by the operator. In particular:

• The data shown by the application (availability, quantities, material status) reflects the information entered by your team: input errors, missed updates, or improper use of the tool may result in inaccurate information.
• Before any critical use (e.g. confirming a production, sending material to a client, checking availability), it is the operator's responsibility to physically check the material and not rely exclusively on the system's data.
• GearFlow is not liable for direct or indirect damages, economic losses, lost profits, or service disruptions arising from data entry errors, improper use of the tool, failure by the operator to verify, or service interruptions, except in cases of intent or gross negligence on our part.
• GearFlow's total liability towards the customer, on any grounds, shall in no case exceed the amount paid by the customer for the service in the 12 months preceding the event that caused the damage.

Account and credentials

To use GearFlow you must create a company account (tenant). You are responsible for keeping your team's login credentials confidential and for all activity carried out through your account. Notify us immediately of any unauthorized use you become aware of.

Plans, pricing and payments

GearFlow offers several plans, with different user and catalog item limits, shown on the Plans and Pricing page. Payments for paid plans are processed through Stripe. You can upgrade, downgrade, or cancel your subscription at any time from your dashboard. In case of non-payment, we reserve the right to suspend access to paid plan features until the account is settled, with a possible automatic downgrade to the Free plan.

Trial period

Paid plans include a free trial period (indicated at sign-up). If you do not cancel before the trial ends, the subscription activates automatically and payment is charged according to the plan chosen.

Your data

The data you enter in GearFlow (materials, bookings, production lists, and any other content) remains your property. We process it as described in our Privacy Policy. If you close your account, you may request an export of your data before deletion, by writing to us.

Service availability

We work to keep GearFlow available and functioning, but we do not guarantee uninterrupted service: interruptions may occur due to maintenance, updates, or circumstances beyond our control (e.g. issues with hosting providers or third-party services). Where possible, we announce scheduled maintenance in advance.

Suspension and termination

We reserve the right to suspend or close an account in cases of: prolonged non-payment, use of the service for unlawful purposes, breach of these Terms, or conduct that could harm GearFlow, other customers, or third parties. You may close your account at any time by writing to us.

Changes to the Terms

We may update these Terms over time, for example to reflect new features or legal requirements. Material changes will be communicated to you; continued use of the service after a change constitutes acceptance of the new Terms.

Governing law and jurisdiction

These Terms are governed by Swiss law. Any dispute shall be subject to the exclusive jurisdiction of the courts of Lugano, Switzerland.

Contact

For questions about these Terms, write to us at info@gearflow.ch.