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Terms of service

The agreement between Cove Flow and the venues that use it: fees, Square payments, your data and cancelling.

Updated 31 October 2026 Draft for review before Cove Flow launches

These terms are an agreement between Michael Drapper, a sole trader trading as Cove Flow ("we", "us") and the business that signs up to use Cove Flow ("you", "the venue"). By creating an account you agree to them on behalf of that business. Cove Flow is a service for businesses and is not sold to consumers.

1. The service

Cove Flow is online software for running a leisure venue: bookings, waivers, capacity, tills, gift cards, memberships, reports and related emails. We may improve and change the service over time. If we remove a feature you rely on, we will tell you in advance.

2. Your account

  • You must give accurate details and keep them up to date.
  • You are responsible for your staff accounts, their PINs and passwords, and what is done with them.
  • Tell us straight away at support@drapper.com if you think your account has been misused.

3. Free trial

New venues get a free trial of 30 days. At the end of the trial you can choose a plan or your account is paused. We keep a paused account's data for 30 days so you can come back, then delete it.

4. Fees and billing

  • Subscription fees are shown on our pricing page and charged in advance, monthly or yearly depending on the billing you choose. We are not VAT registered, so no VAT is added.
  • We do not charge booking fees or a percentage of your takings.
  • We may change our prices with at least 30 days' notice. The change applies from your next billing date after the notice ends.
  • If a subscription payment fails we will tell you, and may pause the account if it is not paid within 14 days.

5. Payments through Square

Card payments taken through Cove Flow are processed by Square under your own agreement with Square, and paid into your own Square account. We are not a party to that agreement, never hold your customers' money, and are not responsible for Square's fees, payouts, holds or decisions. You can disconnect Square at any time from your venue settings, or from your Square dashboard.

6. Your customers and your data

Data about your customers, bookings and sales belongs to you. You are the controller of that personal data and we process it on your behalf under our data processing agreement, which forms part of these terms. You are responsible for having a lawful basis to collect it, for your own waiver wording and for your own terms with your customers.

7. Acceptable use

You must not use Cove Flow to:

  • break the law, or help anyone else to;
  • send spam or emails people have not agreed to receive;
  • try to access another venue's data, probe or disrupt the service, or get around its limits;
  • copy, resell or reverse engineer the service.

8. Availability and support

We work hard to keep Cove Flow available at all times and back up your data every day, but we cannot promise the service will never be interrupted. We will give notice of planned maintenance where we can and do it at quiet times. Support is by email on working days.

9. Cancelling

You can cancel any time from your account settings. Your plan runs to the end of the period you have paid for, and we do not refund part months or the unused part of a year. You can export your data before you leave. We delete it 30 days after the account closes, except where the law requires us to keep records.

We may suspend or close an account that seriously or repeatedly breaks these terms, or does not pay. Unless the breach is serious or illegal, we will warn you first and give you time to put it right.

10. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law. Otherwise, we are not liable for loss of profit, revenue, business or goodwill, or for indirect loss, and our total liability in any 12 months is limited to the fees you paid us in that period.

11. Changes to these terms

We may update these terms. We will email you about any change that matters at least 30 days before it applies. If you do not agree, you can cancel before then.

12. Law

These terms are governed by the law of England and Wales, and its courts have exclusive jurisdiction.