Terms of Service

The legal stuff, but in plain English. No lawyer-speak, no tricks, just honest terms.

Promise: We won't try to confuse you.

Version 2.0 Last updated: July 22, 2026

⚡ TL;DR (Too Long; Didn't Read)

BoothFlo is a multi-tenant SaaS platform that helps event staff book meetings instantly at trade shows. You manage your own sales data and calendar links, and we provide the routing. Don't be a jerk. We're not responsible if the Wi-Fi drops at your trade show and you miss a lead. No refunds for partial terms, and we delete your data 30 days after you leave. We rely on third-party services like Google and Mailgun; if they go down, parts of BoothFlo (like logging in) might go down too. If something breaks, we'll try to fix it, but we can't promise perfection. Questions? Email us.

The Basics

By using BoothFlo, you're agreeing to these terms. If you don't agree, don't use the app. It's that simple.

These terms apply to all roles using the platform, including Tenant Admins and standard Users.

Business Use Only: BoothFlo is a B2B (business-to-business) platform. By creating an account, you confirm that you are of legal age to form a binding contract and that you are using the service for commercial or business purposes, not for personal, family, or household use.

Who We Are

Company: BoothFlo LLC

Location: Merritt Island, Florida

Contact: hello@boothflo.com

What BoothFlo Does

BoothFlo is designed to streamline the lead capture and meeting booking process at trade shows and live events. Instead of relying on manual lead scanning and delayed follow-ups, we empower event staff to immediately route prospects to the correct sales representative's calendar right on the show floor.

Here is what our platform does:

Provides a unified search interface to find the right rep by company name, email domain (specifically for account routing), or geographic location.
Gives one-click access to the correct representative's calendar using direct booking links like Calendly or Cal.com.
Centralizes territory routing rules and named account assignments.
Captures the name of the booth staff member who facilitated the meeting for accurate reporting.

That's it. We're not trying to be everything. We're just trying to be good at one thing.

Your Account & Data Setup

You can self-provision and create an account on your own. No waiting for approval.
Organizations are set up as isolated tenants in their own secure data space.
You are responsible for uploading and maintaining your organization's core datasets, which include Sales Reps, Named Accounts, and Territories.

What You Can and Can't Do

✅ You CAN:

Use our unified search interface to find reps by company name, email domain, or geographic location.
Use BoothFlo's bulk CSV upload capabilities to manage your reps, accounts, and territories.
Create events across different statuses like Planned, Active, or Completed.
Download CSV reports of all meetings booked during an event for your analytics.
Invite booth staff to your tenant and manage role-based access.

❌ You CAN'T:

Reverse engineer, decompile, or hack the app.
Resell or redistribute BoothFlo.
Use it for anything illegal.
Try to break our backend systems or bypass our infrastructure.

Bottom line: Use BoothFlo like a normal business, and we're cool.

Subscriptions & Refunds

You can cancel your BoothFlo subscription at any time. No questions asked.

When you cancel, your account will remain active, and you will retain full access to your data until the end of your current billing cycle. Because we bill in advance for access to the platform, we do not offer refunds or prorated refunds if you choose to cancel before the end of your agreed-upon term (whether monthly or annual).

Note: The 30-day countdown to purge your data (detailed below) begins after this active billing cycle concludes.

Account Suspension & Termination

We reserve the right to suspend or terminate your account immediately, with or without notice, if you violate these terms, attempt to compromise our security, or use the platform for illegal or abusive purposes. We hope we never have to do this, but we must protect the integrity of the platform for all our users.

Our Responsibilities (and Limitations)

What We Promise

We provide secure authentication with passwordless email login links.
We provide a Data Health Dashboard to automatically monitor uploaded data and flag missing booking links, duplicate assignments, orphaned records, or stalled CSV upload processing statuses (though fixing bad CSV data is ultimately your responsibility).
We'll respond to your emails quickly and fix bugs when we find them.

What We DON'T Promise

BoothFlo is provided "as is" - that's legal talk for "we can't guarantee perfection."

Here's what that means in plain English:

We can't guarantee 100% uptime (even though we use robust cloud infrastructure).
We're not responsible if you miss a meeting because of a bug, bad trade show Wi-Fi, or issues with your uploaded CSV data.
If a Sales Rep's name is changed in the system, historical booking events deliberately remain unchanged to preserve history. We do not alter past logs.

Our real promise: If something breaks, email us immediately. We'll respond fast and fix it as soon as possible.

Liability Limits

Here's the legal reality:

If BoothFlo causes you problems, the maximum we're liable for is the total amount you paid us in the 12 months preceding the claim.

What we're NOT responsible for:

Lost profits from missed momentum or lost opportunities on the show floor.
Damage to your reputation.
Issues outside our control (internet outages, Calendly/Cal.com downtime, etc.).

Intellectual Property

Simple version: We own BoothFlo. You own your organization's sales data.

What We Own

The BoothFlo app, interface, backend logic, and architecture.
The BoothFlo name and logo.

What You Own

Your organization's specific sales data, including Rep lists, Named Accounts, and Territories.
Your downloaded booking analytics.

Privacy, Data Retention & Platform Oversight

For full details on how we handle your personal information, please refer to our Privacy Policy. Enterprise customers who need one for procurement can also request our Data Processing Addendum (DPA) by emailing us. Here is the plain English summary of how data works within BoothFlo:

What Data We Collect & Where It Lives

What we collect: To make the app function, we collect user emails (for authentication), your uploaded CSV data (Sales Reps, Accounts, Territories), and booking logs (who booked what meeting, and when). We also maintain structured audit logs of critical application events.
Where it lives: All your data is securely stored in the United States on Google Cloud infrastructure.
Tenant Isolation: Each organization manages its own events and data in an isolated data space, strictly enforced by secure rules in our database.

Security & Data Breaches

We take the security of your data seriously. In the unlikely event that we experience a confirmed data breach that compromises your organization's data, we promise to notify your Tenant Admin via email within 72 hours. We will clearly explain what happened, what information was affected, and the steps we are taking to fix it.

Platform Oversight (What We Can and Can't See)

To keep the platform running smoothly and to provide customer support, our team has administrative access to monitor system health.

What we CAN see: We monitor metadata and aggregate numbers, such as how many active events you have, your total number of bookings, and the row counts in your data tables. We can also view registered user accounts to provide support (like sending a password reset).
What we CAN'T see: We do not read or access your underlying sales data, the specific names of your prospects, or the content of your named accounts.

Audit Logs & Data Purging

Logging: We use structured audit logs to track important system events and keep the app secure. To protect your privacy, sensitive fields (like security tokens or passwords) are automatically redacted from these logs to prevent personal data leakage.
Data Purging: If you close your account, we don't hold onto your data forever. We will securely and permanently purge all of your organization's data 30 days after your account is closed (which occurs at the end of your final billing cycle).

Third-Party Services We Use (Sub-Processors)

To keep BoothFlo running smoothly, we rely on a few trusted third-party companies. If your compliance team needs a list of our sub-processors, here it is:

Google Cloud & Firebase/Firestore: This is where our application is hosted and where your data is securely stored.
Mailgun: We use Mailgun to deliver platform emails. Important note: Because we use a passwordless login system, if Mailgun experiences downtime, you will not be able to log in to BoothFlo until their service is restored.
Google Gemini (via Genkit): We use this AI tool specifically to generate the secure templates for our system emails (like tenant invitations and sign-in links).
Tawk.to: We use tawk.to to power the live chat support widget on our platform so our team can assist you in real-time.
Stripe: We use Stripe to process subscription payments and manage recurring billing. Your full credit card number is entered directly on Stripe's secure infrastructure. BoothFlo never sees or stores it.

While we carefully vet the companies we work with, we're not responsible for their downtime or service interruptions. We do stand behind how they handle your data. See our Privacy Policy and DPA for the details.

Changes to These Terms

We might update these terms occasionally. If we make major, material changes, we will notify you via email at least 14 days before those changes take effect.

Continued use = acceptance. If you keep using BoothFlo after that 14-day notice period ends, that means you agree to the updated version.

Governing Law & Dispute Resolution

These terms are governed by the laws of Florida, United States, where our company is based.

If we have a problem, we promise to try and resolve it like adults first. If we can't work it out informally, here is how we handle it legally:

Binding Arbitration: We both agree to resolve any disputes through binding arbitration, rather than suing each other in a standard court of law. The arbitration will be administered by JAMS under its Streamlined Arbitration Rules and Procedures.
Small Claims Exception: Arbitration is great, but either of us can still choose to take qualifying disputes to small claims court.
No Class Actions: You agree to bring any claims against us strictly as an individual, not as part of a class action or representative lawsuit.
30-Day Opt-Out: You have the right to opt out of this arbitration agreement. If you don't want to be bound by it, you must email us at legal@boothflo.com within 30 days of creating your account.
Location: If for any reason a dispute goes to court instead of arbitration (or small claims), it will be handled exclusively in the state or federal courts located in Brevard County, Florida.

Questions or Problems?

Seriously, just email us. We're friendly humans who respond quickly.

📧 Email: legal@boothflo.com