Terms & Conditions

These Terms & Conditions ("Terms") govern the supply and use of the SwiftInvoicePro service ("Service") by Apex Flow Technology Ltd ("we", "us"), a private limited company registered in England & Wales under company number 17347345, registered office 29 Railway Road, Rhoose, Barry, Wales, CF62 3FE.

By connecting a property management system ("PMS") to the Service, submitting data to it, or using the website at swiftinvoicepro.com, the customer ("you") accepts these Terms. Where a separate signed order form, evaluation agreement or data processing agreement is in place, that document prevails over these Terms to the extent of any conflict.

SwiftInvoicePro reads charge, booking, billing and reference data from your PMS and consolidates corporate charges across your properties into a single invoice per company account per billing period, preserving each property's own tax lines and currency.

The Service is read-only. It does not write to your PMS, does not post to a guest or company bill, does not take payment, and does not process card or cardholder data. It is supplied as software as a service; no on-property software is installed.

We may improve, change or withdraw features of the Service. We will not make a change that materially reduces the core consolidation function during a paid term without notifying you.

You are responsible for issuing, and may at any time revoke, the read-only PMS credentials used by the Service. Revocation ends connectivity immediately and permanently, and no further data is read.

You confirm that you are entitled to grant us access to the data you make available, and that any personal data contained in it may lawfully be processed by us on your behalf for the purposes of producing invoices and reconciliation reports.

You are responsible for checking invoices produced by the Service before they are issued to your customers. Output is generated from the data your PMS supplies; where that data is incomplete or miscoded, the output will reflect it.

You must not attempt to circumvent access controls, test or attack the Service without our written authorisation, resell or sublicence the Service, or use it to process data you have no right to process.

Evaluations and pilots are supplied free of charge, for the period stated in writing (normally 60 days), on a read-only basis and typically for a single property or cluster. Separate Pilot Evaluation Terms apply to those engagements and are accepted at the point of application.

Demonstration, sandbox and sample-folio features on this website use synthetic or supplied illustrative data. Figures shown in those tools, and any modelled savings, are indicative and are not a representation of the results you will obtain.

Where the Service is supplied on a paid basis, fees are charged per room per month at the rate set out in your order form, invoiced monthly in arrears unless agreed otherwise, and payable within 30 days of invoice date.

Fees are exclusive of VAT and any other applicable taxes, which you will pay in addition where properly chargeable. We may charge statutory interest on amounts overdue.

In respect of personal data contained in PMS data, you act as controller and we act as processor. Our processing is governed by our data processing agreement, and our handling of personal data more generally is described in our Privacy Policy.

Each party will keep the other's confidential information confidential and use it only for the purposes of the Service. We will not use your data to train third-party models, sell it, or disclose it other than as required to operate the Service or by law.

You retain all rights in your data. On termination we will delete or return it in accordance with the data processing agreement.

We aim to keep the Service continuously available and publish live status information, but we do not warrant uninterrupted or error-free operation. Because the Service is read-only, an interruption on our side cannot block check-out or billing in your PMS.

Support is provided during UK business hours by the channels described on our support page. Where a service level agreement is agreed in an order form, that agreement governs.

Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any liability that cannot lawfully be limited.

Subject to that, neither party is liable for loss of profit, revenue, business, goodwill, anticipated savings, or for indirect or consequential loss; and our total aggregate liability arising under or in connection with the Service is limited to the fees paid or payable by you in the twelve months preceding the event giving rise to the claim, or £1,000 where the Service is supplied free of charge.

The Service is a tool for preparing invoices. It is not accounting, tax or legal advice, and you remain responsible for the tax treatment and issuance of your own invoices.

A paid subscription runs for the term stated in your order form and may be terminated by either party on 30 days' written notice, or immediately for material breach that is not remedied within 14 days of notice, or on the other party's insolvency.

You may end any engagement at any time by revoking the PMS credentials. On termination your access ceases, outstanding fees fall due, and clauses intended to survive (including confidentiality, data protection and liability) continue in force.

We may update these Terms from time to time; the current version is always published at swiftinvoicepro.com/terms, and material changes affecting a paid customer will be notified in advance.

Neither party may assign these Terms without the other's consent, save to a group company or on a sale of its business. No third party may enforce these Terms.

These Terms and any dispute arising from them are governed by the laws of England & Wales, and the courts of England & Wales have exclusive jurisdiction.