Terms of Service

These terms (“Terms”) form a legal agreement between IlmFlow (“we”, “us”) and the madrasah or other organisation using our Services (“the Madrasah”, “you”). By creating an account, or by a madrasah engaging us to provide the Services, you agree to these Terms. If you are entering into this agreement on behalf of a madrasah or other organisation, you confirm you have authority to do so. IlmFlow is a trading name of ILMFLOW LTD, a company registered in England and Wales (company number 17434787).

1. Definitions

• "IlmFlow", "we", "us" or "our" means ILMFLOW LTD, a company registered in England and Wales (company number 17434787).
• "Services" means the IlmFlow website, application, and related software described in Section 2, as it exists at any given time.
• "Madrasah" means the madrasah, Islamic school, or other organisation that has signed up for or subscribes to the Services.
• "Authorized User" means anyone the Madrasah lets use the Services under its account: administrators, head teachers, teachers, and parents or guardians of enrolled students.
• "Personal Data" has the meaning given in our Privacy Policy.
• "Content" means any data, records, files, or other material a Madrasah or an Authorized User uploads, enters, or generates through the Services.

2. The Service

IlmFlow is software for running a madrasah: attendance, Qur’an/Hifz and dua tracking, exams and report cards, fees, UK payroll, and portals for admins, teachers and parents, as described on our website. We may add, change, or retire features as the product develops. If a change would materially reduce functionality you rely on, we’ll give reasonable notice first.

3. Accounts & Registration

• You’re responsible for the accuracy of the information you give us, and for keeping your login details confidential.
• Each account (admin, head teacher, teacher, parent) is for one person, and shouldn’t be shared if that would let someone see data they’re not meant to.
• The Madrasah is responsible for making sure the Authorized Users it invites, including parents and guardians, understand and follow these Terms, and for getting any parental consent it needs before enrolling a child’s data.
• Tell us promptly if you suspect someone has accessed an account without permission.

4. Subscription, Fees & Billing

• IlmFlow is billed monthly, based on active students. Our standard rate is 25p per active student per month, with a £15 per month minimum, unless your signed service agreement sets a different rate, in which case the rate on your agreement applies. We don’t offer annual prepayment, so you’re never paying upfront for students who’ve since left.
• Your active student count is checked once a month (a "snapshot"), not in real time. A student added or removed partway through the month takes effect at the next monthly snapshot, not immediately.
• New madrasahs get a 30-day free trial. No card is needed to start, and you won’t be charged unless you continue past the trial.
• We send invoices monthly, payable within the period stated on the invoice. We may suspend access for accounts with overdue payment, after giving reasonable notice.
• We may change our prices from time to time. Existing customers get at least 30 days’ notice before a price change applies to their account.
• If a madrasah takes online fee payments from parents through our Stripe integration, that money goes straight to the madrasah’s own connected bank account. We don’t hold it or take a cut of parent fee payments.

5. Your Data & Data Protection

Our Privacy Policy explains what personal data we handle and how. In short: for the records a madrasah keeps in IlmFlow (students, attendance, grades, fees, staff), the madrasah is the data controller and IlmFlow is its data processor, we only process data on the madrasah’s instructions and under this agreement. Our standard Data Processing Agreement sets out how we process that data on your behalf under UK GDPR; it is incorporated into and forms part of these Terms, and you can view or download it at any time without needing to ask us for one. When an account ends, we’ll make your data available to export for a reasonable period, then delete it under our retention practices, except where the law requires us to keep it longer (for example, HMRC’s rules on payroll records).

6. Content You and Your Users Provide

• You keep ownership of everything you or your Authorized Users upload or enter, including student records, homework details, notes, and files used with the AI exam-paper generator.
• You’re responsible for having the right to upload or process any Content you add, including a lawful basis to hold any personal data in it, especially pupil data. You remain responsible for your own safeguarding and data-protection duties as controller.
• You confirm that Content you upload won’t be unlawful, won’t infringe someone else’s rights (including copyright, for material such as textbook excerpts used with the AI exam generator), and won’t be harmful, abusive, or otherwise objectionable.
• We don’t claim ownership of your Content, and only access or process it to provide the Services, or when you separately ask us to (for example, when you choose to email a report card to a parent).
• We may remove or restrict access to Content we reasonably believe breaches these Terms or the law, though we have no general obligation to monitor Content.

7. Acceptable Use

You agree not to, and not to let any Authorized User:

• upload or process data you don’t have a lawful basis or right to hold;
• try to gain unauthorised access to another madrasah’s data, another user’s account, or our systems;
• copy, modify, decompile, reverse-engineer, or create derivative works from the Services, or try to access their source code;
• resell, sub-license, white-label, or otherwise make the Services available to anyone outside your own madrasah without our written agreement;
• scrape, harvest, or aggregate data from the Services, or use any account or contact information from the Services for unrelated marketing;
• use the Services unlawfully, or in a way that could harm the Services’ availability for other customers;
• misuse the free-trial mechanism, for example by repeatedly creating new trial accounts to avoid paying.

8. Intellectual Property

IlmFlow, including its software, design, and branding, is our property. We grant you a non-exclusive, non-transferable licence to use the Services for your madrasah’s own operations for as long as your subscription is active. You retain ownership of the Content you and your users put into IlmFlow, as set out in Section 6.

9. Third-Party Services

Some features rely on third-party providers: Stripe for online payments, HMRC systems for payroll filing, Anthropic’s Claude AI for exam-paper generation and the website/WhatsApp assistant, and Google/Meta for optional analytics, address-lookup, and messaging features. Those providers’ own terms may also apply when you use those features. We’re not responsible for outages or failures of third-party services outside our control, though we’ll act reasonably to reduce any disruption.

10. Payroll & HMRC Filing

Where you use IlmFlow to run payroll, you are the employer. You are responsible for the accuracy and completeness of the payroll information you put in, including each staff member’s details, National Insurance number, tax code, pay, hours, and start and leaving dates, and for keeping that information up to date. We calculate from what you give us.

You are also responsible for reviewing each submission before it is sent, and for filing on time. HMRC charge penalties for returns that are late, incomplete or inaccurate, and those penalties are charged to the employer rather than to a software provider. Nothing in these Terms transfers your duties as an employer to us.

For our part, we produce the calculations and any submission with reasonable skill and care, as set out in Section 11, and we remain responsible for our own failures on the terms of Section 12. We are not responsible for delays or rejections caused by HMRC systems being unavailable, or by information you supplied being wrong.

Direct Real Time Information (RTI) filing to HMRC is not yet switched on. IlmFlow is going through HMRC’s recognition process for payroll software, and we do not give a date for that. Until it is complete, IlmFlow works out the pay and produces payslips, P60s and P45s, and you or your accountant continue to make the RTI submission to HMRC exactly as you do now. We will tell you before anything changes.

11. Availability & Support

We aim to keep IlmFlow available and reliable, and to provide support by email (and, on higher plans, priority support) within a reasonable time. We don’t currently offer a formal guaranteed-uptime SLA. Where possible, we’ll schedule planned maintenance outside typical madrasah hours and give advance notice.

12. Warranties & Disclaimers

We provide IlmFlow with reasonable skill and care. To the extent the law allows, the Services are otherwise provided "as is", without other warranties, whether express or implied, including that they’ll be uninterrupted, error-free, or compatible with every device or platform. Nothing in this section excludes liability that can’t lawfully be excluded, for example, for death or personal injury caused by negligence, or for fraud.

13. Limitation of Liability

To the extent the law allows, our total liability to you arising out of or in connection with these Terms or your use of IlmFlow, whether in contract, tort, or otherwise, is limited to the fees you paid us in the 12 months before the event giving rise to the claim. We are not liable for indirect or consequential loss, including loss of profit, loss of data (where you have not maintained your own reasonable backups or export practices), or reputational harm.

14. Indemnity

You agree to indemnify and hold us harmless against any third-party claims, and reasonably incurred legal costs, arising from your breach of these Terms, your or your Authorized Users’ misuse of the Services, or Content you or they upload without the right to do so, including any claim arising from Personal Data you did not have a lawful basis to process.

15. Termination

• You may cancel your subscription at any time; cancellation takes effect at the end of the current billing period.
• We may suspend or terminate an account for material breach of these Terms (including non-payment), after reasonable notice and an opportunity to remedy it, where practicable.
• Either party may terminate immediately if the other becomes insolvent, or commits a serious breach that can’t reasonably be remedied.
• We don’t generally offer refunds for fees already invoiced or paid. Where we end the agreement due to a confirmed material breach on our part, we’ll refund fees already paid for the then-current, unused billing period.
• After termination, you remain responsible for exporting any Content you wish to keep within a reasonable period; after that, we will delete it under Section 5, except where we’re legally required to retain it for longer.

16. Changes to These Terms

We may update these Terms from time to time, for example to reflect changes to the Services, our pricing, or the law. We’ll post the updated Terms here with a new "last updated" date, and give existing customers reasonable notice of any material change. Continued use of IlmFlow after a change takes effect means you accept the updated Terms.

17. Governing Law

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them, without affecting any mandatory consumer-protection rights you may have under the law of your home jurisdiction.

18. Contact

Questions about these Terms? Email hello@ilmflow.co.uk.