Last updated: 21 September 2026 · Version 1.1

Terms of Service

Heatflow is operated by Rapid Heat Response Ltd (trading as HeatFlow), registered in England and Wales, company number 17146141, registered office 19 Haywood Close, Weston-super-Mare, BS24 9NX.

1. About Heatflow

Heatflow is a mobile application operated by Rapid Heat Response Ltd (trading as HeatFlow), registered in England and Wales, company number 17146141, registered office 19 Haywood Close, Weston-super-Mare, BS24 9NX ("we", "us", "our"). Heatflow provides tools to help UK Gas Safe registered engineers run jobs, generate CP12 and CP6 certificates, create quotes and invoices, diagnose faults, and manage their business. It is a professional productivity tool — not a substitute for your Gas Safe registration, ACS qualifications, or professional judgement.

By creating an account you agree to these Terms. If you do not agree, do not use the service.

2. Eligibility

You must be 18 years of age or older, a Gas Safe registered engineer (or using the app under the supervision of one), based in the United Kingdom, and authorised to accept these Terms on behalf of yourself or your company.

3. Subscription and payment

3.1 Free trial

New accounts receive a 14-day free trial. No payment is taken during the trial. At the end of the trial your subscription begins automatically unless you cancel beforehand.

3.2 Subscription fee

The Solo subscription is £20 per month, or £192 per year if billed annually. The Company subscription is £30 per month, or £288 per year if billed annually. This is a flat price and includes three engineer accounts and two admin logins. Additional engineer accounts beyond the three included are charged separately; the current rate is £10 per month, or £96 per year on annual billing, and is shown in the app before you add one. All fees are billed in advance. Prices may change with 30 days' notice.

3.3 Payment

Payments are processed by Stripe. By providing payment details you authorise us to charge the applicable fee each billing period. All prices include VAT where applicable.

3.4 Failed payment

If a payment fails we will retry automatically. You have a 3-day grace period before access is suspended. Update your payment method in Settings → Subscription.

3.5 Cancellation

Cancel at any time from Settings → Subscription → Cancel. Cancellation takes effect at the end of your current billing period. We do not refund partial periods.

4. Your responsibilities

4.1 Account security

You are responsible for keeping your login credentials secure. Do not share your account. Notify us immediately at support@heatflow.app if you suspect unauthorised access.

4.2 Accuracy of certificate data

4.3 Gas Safe compliance

Heatflow does not replace your obligation to be Gas Safe registered for the work you carry out. You must hold a valid ACS certificate for the categories of gas work you perform.

4.4 Acceptable use

You must not use Heatflow to create false or fraudulent certificates, claim Gas Safe registration you do not hold, access another engineer's data, reverse-engineer or scrape the service, or resell access to the service.

5. AI fault diagnosis

The AI diagnosis feature provides suggestions as a starting point for your investigation — not a definitive diagnosis. You must apply your own professional judgement. We are not responsible for the outcome of any repair based on AI-generated suggestions.

6. Limitation of liability

Heatflow is provided "as is". We are not liable for loss of data, loss of revenue, or indirect or consequential loss. We are not liable for any regulatory or legal consequence arising from a certificate you generate using inaccurate data. Our total liability in any 12-month period shall not exceed the fees you paid to us in that period. Nothing in these Terms limits our liability for death or personal injury caused by our negligence.

7. Termination

You can cancel your subscription or delete your account at any time from within the app. We may suspend or terminate your account immediately for breach of these Terms, particularly section 4.4 (Acceptable Use). You can download your data before deletion via Settings → Download my data.

8. Governing law

These Terms are governed by the laws of England and Wales. Disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

9. Data processing terms (customer data)

This section is the written contract required by Article 28 of the UK GDPR. It applies whenever you enter personal data about your customers, their tenants or your staff into HeatFlow. For that data you are the controller and we are your processor.

9.1 What we process

• Subject matter and purpose: providing HeatFlow to you — storing and displaying records, generating certificates, quotes and invoices, sending emails you ask us to send, syncing to accounting software you connect, and the live job map if your engineers switch it on.
• Duration: for as long as you have an account, then as set out in our Privacy Policy (90 days after a subscription ends; gas safety records kept anonymised for 2 years).
• Types of personal data: names, postal addresses, email addresses, phone numbers, property and appliance details, job notes and photos, signatures, invoice and payment details, and engineers' live location where switched on.
• Categories of people: your customers, landlords, tenants and occupiers, and your own engineers and office staff.

9.2 Our commitments to you

• Your instructions only. We process this data only to provide the service and on your documented instructions (these Terms and how you use the app), including for transfers outside the UK. If we believe an instruction breaks data protection law we will tell you.
• Confidentiality. Everyone we authorise to process the data is bound by confidentiality.
• Security. We apply appropriate technical and organisational measures, as described in section 6 of our Privacy Policy, including encryption in transit and at rest and access controls that separate each customer's data.
• Sub-processors. You authorise the sub-processors listed in our Privacy Policy. We will give you at least 30 days' notice of any new sub-processor, by email or in the app, so you can object. We impose the same data protection obligations on each sub-processor and remain responsible to you for them.
• Helping you with people's rights. We will help you respond to requests from individuals exercising their rights (access, correction, deletion and so on), mainly through the tools in the app, and will pass on any such request we receive directly.
• Breaches and assessments. We will tell you without undue delay after becoming aware of a personal data breach affecting your data, with the information you need to meet your own reporting duties. We will help you with security, data protection impact assessments and consultation with the ICO, taking into account the information available to us.
• End of service. When your account ends we delete the data as set out in section 9.1, unless the law requires us to keep it. You can download a copy at any time before then.
• Audits. We will make available the information you reasonably need to show that these obligations are met, and allow for and contribute to reasonable audits, on reasonable notice and at your cost.

9.3 Your commitments

You confirm you have a lawful basis for the personal data you put into HeatFlow and that you have told the people concerned how it will be used, including, if you use it, that engineers' live location is shown to your office.

10. Contact

Legal enquiries: legal@heatflow.app
Support: support@heatflow.app