Terms of Service

1. Who provides the service

FrostDesk is operated by ARMOFLOW LTD, registered in England and Wales under company number 17081481, with its registered office at 167–169 Great Portland Street, London, England, W1W 5PF, United Kingdom. Contact us at hello@armoflow.com, or write to that address, marked “FrostDesk”.

FrostDesk provides communication, customer management, availability and booking software for instructors and businesses, including AI assistance and optional connections to third-party services. It does not itself provide the lessons advertised by instructors. The instructor remains responsible for lesson arrangements, qualifications, safety, prices, customer payments and the terms of their own customer contracts.

2. Accounts and acceptable use

You must be at least 18 and authorised to act for any business whose account you manage. Provide accurate account information, keep sign-in credentials secure and notify us promptly if you suspect unauthorised access.

The service is intended for professional and business use. Use it lawfully and in accordance with our Acceptable Use Policy. Do not attempt unauthorised access, interfere with the service, distribute malicious content, send unlawful messages or infringe another person’s rights. You are responsible for the actions you authorise and for ensuring that you may use the customer data and connected accounts you supply.

3. Free trial

The standard free trial lasts 30 days. Your trial end is displayed in the account; an administrator may extend it. Setting up automatic renewal during the trial does not restart the trial or charge the subscription fee immediately: the first recurring charge is due at the displayed trial end, if you have authorised payments and have not cancelled renewal.

If you do not authorise automatic payments, the trial expires without creating a subscription charge or a debt for a new paid period. To restore operational access after expiry, complete the payment setup shown in your account. A subscription started after expiry is charged at checkout.

4. Seasonal subscriptions, prices and features

Seasonal subscriptions are billed in advance for successive periods of exactly 30 days. The rates below are in pounds sterling (GBP) and exclude VAT or other applicable taxes. Applicable tax and the total payable are shown at checkout and on the invoice. An amount described as excluding VAT does not mean VAT is charged where it is not due.

Accounts created before 16 November 2026 at 00:00 UTC (through 15 November in the United Kingdom) qualify for the launch rate. Once assigned, that rate continues until an administrator changes it; it does not automatically expire at the end of a season.

FrostDesk administrators manage the seasonal mode, launch-rate assignment and trial extensions. The payment portal lets you manage billing and cancellation, but does not let you select a different plan. On a paid subscription, a mode or rate change takes effect at the next renewal, with no prorated adjustment or immediate extra charge. The account shows the upcoming amount, mode and effective date so you can review them and cancel before renewal. A change during a free trial applies to the trial configuration and the rate for its first paid period.

The free trial has the same 300-message allowance as in-season access. Each successfully generated and saved customer-facing AI draft uses one message, even if you do not send it. Requesting another generated version uses another message. Failed or unusable outputs do not count. The account shows your usage and allowance period. Reaching the allowance pauses further generation until the next allowance period; it does not add automatic overage charges or prevent manual replies while your account has operational access.

5. Payment authorisation and renewal

Payments are processed by Stripe. When you authorise recurring payments, you authorise the payment method to be charged for the subscription at the agreed first payment date and every 30 days afterwards until cancellation, including applicable tax and any future rate change disclosed under these Terms. Review the rate, payment date and recurring terms before confirming checkout.

Keep your payment method and billing information current. Settings → Subscription opens the payment portal for payment-method updates, billing details, invoices and cancellation. Connecting Stripe to receive payments from your own customers is a separate feature and does not itself authorise payment for FrostDesk’s subscription.

6. Cancellation and refunds

You can cancel automatic renewal at any time through Settings → Subscription → Payment method, invoices and cancellation. Cancellation takes effect at the end of the current paid period, or at the trial end if you cancel during a trial. You keep the access provided by that period until it ends and no new subscription period is charged after cancellation takes effect. Cancellation does not erase amounts already due for a previous period.

If you cannot access the portal, contact hello@armoflow.com for help. Simply stopping use of the service, disconnecting an integration or removing a card is not a cancellation request.

Our Refund Policy explains how to request a refund within 14 days of the initial purchase and the conditions for discretionary refunds. Partial refunds for unused time are not normally provided. Nothing in these Terms or that policy limits a refund, cancellation or other right that applicable law gives you and that cannot be excluded.

7. Expiry and unsuccessful payments

If your trial or paid access has ended, or payment failure leaves your account without valid paid access, operational features and AI assistance are blocked. This includes creating or changing bookings and other operational records, sending replies and generating new AI drafts. Read access to existing records and account and billing recovery remain available, subject to account security, lawful suspension and our retention rules.

The account shows the subscription problem and how to update payment or complete checkout. Stripe may retry an unsuccessful payment or request authentication. Access is restored when the service receives confirmation of valid payment or another authorised access period. Subscription expiry does not itself delete your records; retention and deletion are described in our Privacy Policy.

8. AI assistance and connected services

AI output can be inaccurate or incomplete. Check customer-facing replies, booking details, prices and availability, and configure any automatic workflows carefully. You remain responsible for the business decisions and communications you authorise. AI assistance is not a guarantee of booking availability, customer suitability or lesson safety.

Optional connections, including Google services, WhatsApp and Stripe, depend on your authorisation, the provider’s availability and its terms. Only connect accounts you are entitled to use. Revoking permissions or a provider outage can stop the corresponding feature. Our Privacy Policy explains the information processed for these integrations and AI assistance.

9. Software and your content

The software, branding and service materials are owned by or licensed to FrostDesk. We grant you a limited, non-exclusive, non-transferable right to use the service for its intended purposes while your account is authorised. Do not copy, distribute or reverse engineer the software except where we permit it or applicable law gives you that right.

You retain ownership of the content you submit. You grant us a limited licence to store, process and use it to provide the service. You must have the necessary rights and lawful authority to supply that content, including customer information. Personal information is handled as described in the Privacy Policy.

10. Availability and suspension

We aim to provide a reliable service, but do not guarantee uninterrupted availability. Maintenance, security measures and third-party outages can affect features. We may update the service and will give reasonable notice of material changes where practicable.

We may restrict or suspend access where reasonably necessary to protect the service or other users, comply with law, or address a breach of these Terms. Where appropriate, we will explain the reason and how to resolve it. Ending use of your account does not replace the subscription cancellation process in section 6.

11. Liability

For business use, to the extent permitted by law, we are not liable for indirect or consequential losses arising from the service. Our total liability for claims relating to the service is limited to the fees you paid for it in the preceding 12 months.

Nothing in these Terms excludes or limits liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any liability or statutory right that cannot lawfully be excluded or limited. If mandatory consumer protections apply to you, they remain unaffected.

12. Changes to these Terms

We may update these Terms and will identify the revision date on this page. We will give notice through the service of material changes before they apply. Changes do not retrospectively alter a completed payment. If you do not agree with a future change, you can cancel renewal before it takes effect. You can save or print this document for your records.

13. Governing law and contact

These Terms are governed by the laws of England and Wales. Disputes are subject to the courts of England and Wales, except where mandatory law gives you a right to bring a claim elsewhere or provides other protections.

For account, billing or Terms questions, contact hello@armoflow.com.