Terms of Use

1. Introduction

Welcome to BakeFlow. These Terms & Conditions (“Terms”) govern your subscription and use of the BakeFlow software and services (“Services”) provided by BakeFlow (“we,” “our,” or “us”). By subscribing to BakeFlow, you agree to these Terms.

2. Services Provided

  • BakeFlow is a cloud-based bakery traceability and production management platform covering sales & purchasing, production planning, packing & dispatch, compliance, and automated labeling.

  • Features and modules are tailored to your operation and may evolve over time as we improve functionality.

  • Access is provided on a subscription basis; you do not gain ownership of the software.

3. Subscription & Payment Terms

  • Subscriptions start from £2,500, with final pricing tailored to your operational requirements.

  • Full payment is required upfront before system access or onboarding begins unless otherwise agreed in writing.

  • Subscriptions are billed annually in advance unless specified otherwise in your service agreement.

  • Failure to make payment may result in suspension of service.

4. Onboarding & Training

  • We provide initial onboarding, including setup, system configuration, and one round of training for your nominated staff.

  • Onboarding timelines will be agreed upon during contracting, typically completed within 6-12 weeks of payment.

  • Additional training sessions, custom configurations, or in-person visits may incur extra costs.

  • You are responsible for ensuring your team participates in training and follows provided usage guidelines.

5. Data Ownership & Security

  • You retain full ownership of all data you enter into BakeFlow (e.g., recipes, batch records, allergen information).

  • We maintain industry-standard security measures to protect your data within our cloud infrastructure.

  • While we prioritize data protection, no system can guarantee absolute security against external threats.

6. Cloud Access & Availability

  • BakeFlow is delivered as a cloud service and requires reliable internet access on your premises.

  • Scheduled maintenance or downtime will be communicated where possible.

  • We are not liable for disruptions caused by internet outages, hosting provider downtime, or force majeure events.

7. Third-Party Integrations & Disclaimers

  • BakeFlow may integrate with third-party systems (e.g., couriers, ERP, labeling hardware).

  • We are not liable for issues, downtime, or errors arising from third-party platforms or APIs.

  • Custom integrations may require additional fees and compatibility checks.

8. Compliance & Liability

  • BakeFlow provides tools to assist with compliance, traceability, and recalls but does not replace your regulatory obligations.

  • Responsibility for accurate data input and legal compliance remains with you.

  • We are not liable for regulatory breaches caused by misuse of the platform.

9. Termination & Cancellation

  • Either party may terminate by giving 30 days’ written notice.

  • Subscription payments are non-refundable once onboarding or access has commenced.

  • Upon termination, you may request a complete export of your data within 30 days of termination.

10. Limitation of Liability

  • Our liability is limited to the total fees you paid in the 6 months preceding the claim.

  • We are not liable for indirect losses, including lost profits or operational downtime.

11. Governing Law & Dispute Resolution

  • These Terms are governed by the laws of England and Wales.

  • Any disputes shall be resolved exclusively in the courts of England and Wales.

12. Changes to Terms

  • We may revise these Terms to reflect changes in services or legal obligations.

  • Continued use after changes constitutes acceptance of the updated Terms.

Last Updated: 24/06/2025

Privacy & Cookie Policy

1. Introduction

This Privacy Policy explains how BakeFlow (“we,” “our,” “us”) collects, uses, and protects personal and operational data provided by you (“customer,” “user”) when using our services. It also outlines how we use cookies and similar technologies on our website.

2. Information We Collect

We may collect:

  • Business Information: Company name, address, and contact details.

  • User Data: Names, roles, login credentials, and activity logs.

  • Operational Data: Recipes, production schedules, allergens, batch codes, and traceability data.

  • Payment Data: Billing information for subscriptions.

  • Website Usage Data: IP addresses, browser type, device information, and pages visited.

3. How We Use Your Data

We use collected data to:

  • Provide and customize BakeFlow services.

  • Improve platform performance and security.

  • Support compliance and traceability requirements.

  • Process subscription payments and provide support.

4. Legal Basis for Processing (GDPR)

We process data under the following lawful bases:

  • Contractual necessity (delivering services you subscribed to).

  • Legitimate interests (improving platform functionality, security).

  • Legal obligation (maintaining traceability and compliance records).

5. Data Storage & Security

  • Data is stored on secure, GDPR-compliant cloud servers.

  • We apply encryption, access controls, and monitoring to protect your data.

  • Only authorized staff have access to your information.

6. Data Sharing

  • We do not sell your personal data.

  • We may share data with trusted partners (e.g., cloud hosting, system integrators) solely to deliver our services.

  • We may disclose information if required by law or regulatory authorities.

7. Data Retention

  • We retain data for as long as your subscription is active and for up to 12 months afterward for backups or legal purposes.

8. Your Rights

You have the right to:

  • Access, correct, or delete your data.

  • Request data portability.

  • Withdraw consent (where applicable).

  • File complaints with the UK ICO.

9. Cookies Policy

BakeFlow’s website uses cookies and similar technologies to enhance your browsing experience.

What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help websites function properly, remember preferences, and analyze performance.

Types of Cookies We Use

  • Essential Cookies: Required for the site to function (e.g., login sessions).

  • Analytical Cookies: Help us understand website usage (e.g., Google Analytics).

  • Functional Cookies: Store your preferences to improve usability.

Managing Cookies

You can manage or disable cookies via your browser settings. Please note that disabling essential cookies may affect the website’s functionality.

Consent

By continuing to use our website, you consent to our use of cookies. You can withdraw consent at any time by clearing your browser cookies or adjusting preferences.

10. International Transfers

  • Data is stored in the UK/EU.

  • If transferred outside the UK/EU, safeguards (e.g., Standard Contractual Clauses) will be applied.

11. Updates to Privacy Policy

We may update this Privacy Policy and Cookies section from time to time; updates will be posted on this page with a revised date.

Last Updated: 24/06/2025