Terms & Conditions

1. Service Description

StudioFlow is a cloud-based studio management platform designed for professional photography and videography studios. It provides tools for project management, client management, scheduling, invoicing, client gallery delivery, team collaboration, and related workflows. The platform is operated by StudioFlow ("we", "us", "our") and is available via web browser and, where applicable, mobile interfaces.

2. Account & Access

Each user account is personal and may not be shared. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorised use. We reserve the right to disable any account if we reasonably believe credentials have been compromised.

You may not create an account on behalf of another person or entity without their authorisation, nor create multiple accounts for the purpose of circumventing plan limits, fair use thresholds, or restrictions imposed under these Terms.

3. Data Ownership

You retain full ownership of all content you upload or create on the platform, including but not limited to: photographs, videos, documents, client data, invoices, contracts, and project information. We do not claim any intellectual property rights over your content. The platform stores and processes your data solely to provide and improve the service.

You grant us a limited, non-exclusive licence to host, store, cache, and transmit your content as reasonably necessary to operate the service (e.g. generating thumbnails, delivering client galleries, creating backups).

4. Subscriptions, Billing & Refunds

StudioFlow offers subscription plans with different storage, team-member, and feature allowances. Plans are billed monthly or annually in Swiss Francs (CHF) via our payment processor, Stripe. All prices are inclusive of applicable Swiss VAT (MwSt) unless stated otherwise.

Free trial accounts have full access to all features for 30 days. At the end of the trial period, you must select a paid plan to continue using the platform. If no plan is selected, your account will be downgraded and access to certain features will be restricted until a plan is activated; your data will be preserved for a minimum of 60 days after the trial expires.

Subscriptions renew automatically at the end of each billing cycle unless cancelled beforehand. You may cancel or change your plan at any time through the Settings page or via the Stripe customer portal. Cancellations take effect at the end of the current billing period.

Add-on services (e.g. storage extensions) are billed as separate recurring charges and may be managed independently of your main subscription.

Refunds are handled on a case-by-case basis. If you believe you have been charged in error, please contact us within 14 days of the charge.

5. Fair Use & Storage Policy

StudioFlow is designed for professional photography and videography studio operations. All plan limits — including storage, team members, and API access — are subject to this Fair Use Policy.

5.1 Storage

Each subscription plan includes a base storage allowance. Storage is measured as the sum of all files stored on the platform, including gallery photos, chat attachments, and uploaded documents. Agency plans may purchase additional storage in 1 TB increments. Files you delete from the platform are released from your quota promptly and then permanently purged from object storage on our normal retention schedule.

5.2 Client gallery delivery

Client gallery viewing, album downloads, and team collaboration are included in all plans at no additional metered cost. StudioFlow delivers gallery content through a content delivery network (CDN) whose bandwidth is not separately billed under current pricing. We reserve the right to introduce metering, overage charges, or throttling in the future if a specific organisation's delivery volume materially diverges from normal studio operations; any such change affecting existing plans will be communicated in advance in accordance with Section 12.

5.3 Prohibited patterns

You agree not to:

• —Use the platform for general-purpose file storage, backup, or archival unrelated to photography or videography studio operations
• —Engage in repetitive upload-and-delete cycles designed to circumvent storage limits or to exploit infrastructure billing structures
• —Use automated tools, scripts, or bots to upload, download, or delete content in bulk outside of the platform's intended interfaces
• —Share gallery download links publicly or facilitate mass redistribution of content in a manner inconsistent with normal client delivery
• —Create multiple organisations or accounts to circumvent plan limits

5.4 Monitoring & enforcement

We monitor aggregate usage patterns to ensure fair access for all users. We do not inspect the content of your files. If we detect usage patterns that appear inconsistent with normal studio operations, we will contact the organisation owner to discuss the situation before taking any action. If a pattern of abuse continues after notice, we reserve the right to throttle access, apply overage charges, or suspend the organisation as described in Section 9.

5.5 Photo & video storage is not a backup service

StudioFlow stores the master files you upload in cloud object storage and serves them to clients and your team. This is operational storage, not an archival backup. While we take commercially reasonable measures to protect data at rest (including redundancy and versioning at the storage-provider level — see Section 8), we do not guarantee against permanent loss of uploaded media in events such as catastrophic provider failure, regional disaster, account compromise, or accidental deletion not recoverable within the provider's retention window.

You are solely responsible for maintaining your own independent backup of original RAW files and any other master assets you consider irreplaceable. We strongly recommend keeping at least one offline or geographically separate copy of such files under your direct control. Our liability for loss of uploaded media is limited as set out in Section 11 and does not exceed the amounts stated there, regardless of cause.

6. Acceptable Use

In addition to the Fair Use Policy above, you agree not to:

• —Upload, store, or distribute any illegal, defamatory, or infringing content
• —Upload content that you do not have the right to store or distribute
• —Resell, sublicense, or redistribute access to the platform
• —Use automated tools to scrape, crawl, or extract data from the platform, or to reverse-engineer any part of the service
• —Attempt to gain unauthorised access to other users' accounts, organisations, or data
• —Use the platform in any way that could damage, disable, overburden, or impair the service or interfere with other users' access
• —Introduce viruses, malware, or other harmful code
• —Transmit unsolicited communications (spam) via the platform's messaging or email features

7. Intellectual Property

The platform's software, design, logos, and documentation are the intellectual property of StudioFlow. Your content remains your property. This agreement does not transfer any intellectual property rights between the parties except as explicitly stated.

8. Data Handling & Security

Application data (database, application servers) is hosted in the European Union (Hetzner, Germany). Photo and video files are stored on Backblaze B2 object storage in an EU region and delivered to browsers through the Cloudflare content delivery network. All data in transit is encrypted via TLS. Database backups are performed daily. Photo and video files are protected at the storage-provider level through bucket versioning; however, as stated in Section 5.5, this operational storage is not a substitute for your own independent archival backup of master assets.

We implement commercially reasonable technical and organisational measures to protect your data from unauthorised access, alteration, or destruction. However, no method of electronic transmission or storage is 100% secure and we cannot guarantee absolute security.

For full details on how we collect, process, and handle your data, please refer to our Privacy Policy.

9. Suspension & Termination

9.1 By you

You may cancel your subscription and request account deletion at any time through the Settings page. Organisation owners can delete their entire organisation and all associated data. Upon deletion, we will permanently remove your data within 30 days, except where retention is required by law.

9.2 By us

We reserve the right to suspend or terminate your account or organisation if:

• —You violate these Terms & Conditions, the Fair Use Policy, or the Acceptable Use Policy
• —Your usage is determined to involve unlawful, prohibited, abnormal, or abusive activity
• —Your account has been inactive for more than 12 consecutive months on a free or expired trial plan
• —Payment for your subscription fails repeatedly and remains unresolved after notification

Where practicable, we will provide at least 14 days' written notice to the organisation owner before suspension or termination, except in cases of severe abuse, legal obligation, or risk to other users or infrastructure, where we may act immediately.

9.3 Effect of termination

Upon termination or suspension, your right to use the service ceases immediately. We may deactivate or delete your account and all associated data. For accounts terminated by us for policy violations, we are not obligated to provide a copy of your data, though we will make reasonable efforts to allow data export where circumstances permit. Sections of these Terms that by their nature should survive termination (including Data Ownership, Limitation of Liability, Indemnification, and Governing Law) shall survive.

10. Indemnification

You agree to indemnify, defend, and hold harmless StudioFlow and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to: (a) your use of the platform, (b) your violation of these Terms, (c) your violation of any third-party rights including intellectual property rights, or (d) any content you upload to or transmit through the platform.

11. Limitation of Liability

The platform is provided "as is" without warranties of any kind, whether express or implied, including but not limited to merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee uninterrupted or error-free service availability.

To the maximum extent permitted by applicable law, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from or related to your use of the platform, including but not limited to loss of data, loss of revenue, or business interruption. Our total aggregate liability for any and all claims shall not exceed the amount you have paid for the service in the twelve (12) months immediately preceding the event giving rise to the claim.

12. Changes to Terms

We may update these Terms & Conditions from time to time. For material changes, we will provide at least 30 days' notice via email to the organisation owner. We will also update the "Last updated" date at the top of this page. Continued use of the platform after the effective date of changes constitutes your acceptance of the updated terms. If you do not agree with the changes, you may cancel your subscription and delete your account before the changes take effect.

13. Governing Law & Jurisdiction

These Terms are governed by and construed in accordance with the laws of Switzerland, without regard to conflict-of-law principles. Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Zurich, Switzerland.

14. Severability

If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect. The invalid provision shall be replaced with a valid provision that most closely reflects the original intent.

15. Contact

For any questions regarding these Terms & Conditions, please contact us at legal@studioflow.ch.

16. Language

These Terms & Conditions are published in English and in German. The English version is the binding one; the German version is provided for convenience only. In the event of any conflict, inconsistency, or difference of interpretation between the two, the English version prevails. The German version is available at /de/terms.