Terms of Service
Last updated: September 2026
These terms are the agreement between you and us when you use Gigflow. We have kept them as plain as we can. If anything is unclear, email hello@gigflow.co.uk and a real person will answer.
On this page
1. Who we are
Gigflow is a trading name of Superlinear Design Limited, a company registered in England and Wales. Company number 14040830. Registered office: Cedar Lodge, York Road, Shiptonthorpe, York, YO43 3PH. When these terms say “we”, “us” or “our”, they mean Superlinear Design Limited. You can reach us at hello@gigflow.co.uk.
2. What Gigflow is
Gigflow is an app for UK freelance performers and other self-employed people who work gig to gig. It helps you keep track of gigs, venues, agencies, mileage, expenses, invoices and income, and produces reports to help with your tax return. It runs in your browser and can be installed on your phone as a web app.
3. Who can use it
You must be at least 18 and able to enter into a contract. Gigflow is built for UK tax rules and the UK tax year. It is a tool for running your work as a self-employed person, so these terms treat you as a business customer. If the law treats you as a consumer, nothing in these terms takes away rights you cannot legally give up.
4. Your account
You are responsible for what happens under your account. Please:
Give us accurate information when you sign up and keep it up to date.
Keep your password to yourself.
Tell us straight away if you think someone else has got into your account.
One account is for one person. We can suspend or close accounts that break these terms.
5. Plans, billing and renewal
Gigflow has a free plan and a paid Pro plan. What each plan includes, and what Pro costs, is shown on our pricing page and in the app at the time you sign up. Prices include VAT where it applies.
Pro is billed in advance, monthly or yearly, through Stripe. We never see or store your full card details.
Your subscription renews automatically at the end of each period until you cancel. We will email you a reminder before a yearly plan renews.
You can cancel at any time in the app. You keep Pro until the end of the period you have paid for, then your account moves to the free plan.
If this is your first time on a yearly plan, you can ask for a full refund within 14 days of paying. Otherwise we do not refund part periods.
If a payment fails, we will try again and let you know. If it still cannot be taken, your account moves to the free plan. You will not lose your data.
If we change the price of your plan we will give you at least 30 days’ notice, and the new price will apply from your next renewal. You can cancel before then.
If you joined on a founding member or other promotional price, that price stays for as long as your subscription runs without a break, unless we told you something different when you signed up.
Referral rewards follow the rules shown in the app at the time. We can withdraw rewards gained by misusing the scheme.
6. Acceptable use
Please do not:
Use Gigflow for anything unlawful.
Try to get into parts of the service, or other people’s accounts, that you are not meant to access.
Interfere with or overload the service.
Upload malicious code or harmful content.
Use Gigflow to send spam.
Resell Gigflow, or copy it to build a competing product.
7. Your data and content
Everything you put into Gigflow stays yours. You give us permission to store, process and display it only so that we can run the service for you. If you choose to share something publicly through Gigflow, such as an availability poster or a profile, you are asking us to show that content to the people you share it with.
You are responsible for the accuracy of what you enter, including gig details, fees, expenses and mileage. We take care of your data and keep backups, but no online service can promise nothing will ever go wrong, so we recommend you export your records regularly. How we handle your own personal data is explained in our Privacy Policy.
8. Other people’s details
You will probably store details about other people in Gigflow, such as clients, venue contacts and agency bookers. For that information you are the data controller and we are your data processor. That means:
We only use it to provide Gigflow to you, on your instructions, which are these terms and the way you use the app.
Everyone at Gigflow who can access it is bound by confidentiality.
We keep it secure with appropriate technical and organisational measures.
We use trusted providers to run the service, for hosting, payments, email and mapping. They are listed in our Privacy Policy. We stay responsible for their work, and we will tell you before adding a new one that handles this information.
If one of your contacts asks to see, correct or delete their details, we will help you respond.
If there is a security breach affecting this information we will tell you without undue delay.
Where information is processed outside the UK, we make sure legally recognised safeguards are in place.
When you close your account we delete this information, as described in section 16.
You are responsible for having a lawful reason to hold those details and for being open with your contacts about how you use them.
9. Your gigs, invoices and clients
Gigflow gives you tools to create invoices and keep records. The agreements are between you and your clients, venues and agencies. We are not a party to them. You are responsible for what your invoices and documents say, including your payment terms, your business details and any VAT. We do not chase, collect or guarantee payments, and we are not responsible if a client pays late or does not pay.
10. Tax, mileage and Making Tax Digital
Gigflow helps you stay organised. It is not an accountant.
Tax figures and reports in Gigflow are estimates based on what you have entered and on published HMRC rates. They are not financial, tax or legal advice. You are responsible for your own tax return. If you are unsure, speak to an accountant or HMRC.
Mileage is calculated from driving distances supplied by mapping services and may differ from the route you actually drove. Check your mileage before you claim it.
Unless a feature clearly says otherwise, Gigflow does not send anything to HMRC for you. Where Gigflow connects to other software that does, such as Xero, anything filed through that software is covered by that provider’s terms.
11. Services we rely on
Some features depend on other companies, including Stripe for payments, mapping services for mileage, email delivery services, and integrations you choose to connect such as Xero. If one of them changes, restricts or withdraws their service, we may have to change or remove the feature that depends on it. When you connect an integration, that provider’s own terms and privacy policy apply to your use of it.
12. Availability and changes to Gigflow
We work hard to keep Gigflow running, but we provide it “as is” and “as available”. We cannot promise it will always be online or free of errors, and we sometimes need to take it down briefly for maintenance. We improve Gigflow all the time, so features may be added, changed or removed. We will not remove a core paid feature during a period you have already paid for without offering a fair refund. Features marked as beta may change or disappear without notice.
13. Our liability
Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to limit.
Apart from that:
We are not liable for lost profits, lost income, lost business or lost opportunities, or for any indirect or consequential loss.
If data is lost or damaged because of something we did, we will do what we reasonably can to restore it from our backups. That is the limit of our responsibility for data loss.
We are not liable for tax penalties, interest or other costs that result from inaccurate information being entered, or from relying on estimates without checking them.
Our total liability to you in any 12 month period is limited to the amount you paid us in that period, or £100, whichever is greater.
14. Your responsibility to us
If someone brings a claim against us because you broke section 6 (Acceptable use), or because of content or personal data you put into Gigflow that you had no right to use, you agree to cover our reasonable losses and costs from that claim.
15. Intellectual property and feedback
The Gigflow name, logo, software, design and written content belong to us. You may not copy, modify or distribute any part of the service without our written permission. If you send us ideas or feedback, we are free to use them to improve Gigflow without owing you anything. We are grateful for every one.
16. Ending your account
You can stop using Gigflow at any time, and you can ask us to delete your account by emailing hello@gigflow.co.uk.
Before you go, you can export your records from the app. If you need help with an export, email us. Remember that HMRC expects self-employed people to keep records for at least five years after the 31 January deadline for that tax year.
If you move from Pro to the free plan, your existing records stay in your account and you can still view and export them. Free plan limits apply to anything new you add.
When you ask us to delete your account, we remove your data from our live systems within 30 days, and it drops out of our backups shortly after. We keep only what the law requires us to keep, such as payment records.
We can suspend or close your account straight away if you seriously break these terms or use Gigflow in a way that harms us, other users or anyone else.
17. Changes to these terms
We may update these terms from time to time. If a change is significant we will tell you by email or in the app at least 14 days before it takes effect. If you keep using Gigflow after that, the new terms apply. If you do not agree, you can cancel before they take effect.
18. General
We may transfer this agreement to another company, for example if Gigflow moves into its own company or is sold. Your rights will not be reduced if that happens. You may not transfer your account to someone else without our agreement.
These terms, together with our Privacy Policy, are the whole agreement between us about Gigflow.
If we do not enforce part of these terms straight away, we can still enforce it later.
Nobody other than you and us has any right to enforce these terms.
We are not responsible for failures caused by events outside our reasonable control.
If a court finds part of these terms unenforceable, the rest still applies.
19. Law and courts
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If you live in Scotland or Northern Ireland and the law treats you as a consumer, you can also bring a claim in your local courts.
20. Contact
Questions about these terms: hello@gigflow.co.uk
Gigflow is a trading name of Superlinear Design Limited. Company number 14040830. Registered in England and Wales. Registered office: Cedar Lodge, York Road, Shiptonthorpe, York, YO43 3PH.
