Terms of service

The service

FloraPass provides a platform for creating, issuing, printing, voiding and keeping records of EU plant passports. It includes a web portal and, where the selected plan allows it, an API. The service supports an operator's compliance work but does not replace authorisation, inspection, professional judgement or instructions from a competent plant-health authority.

Who may use it

The service is sold only to businesses and professional operators acting in the course of their trade. It is not offered to consumers, and the consumer right of withdrawal does not apply. The person creating an account confirms that they are authorised to act for the named organisation and that the information supplied is accurate.

Accounts and security

You are responsible for protecting account credentials and API keys, limiting access to authorised people and promptly revoking a key or contacting support if access may have been compromised. You must not attempt to access another customer's records, bypass plan or security controls, disrupt the service, or use it for unlawful activity.

Your records and compliance

You control the organisation, supplier, recipient and plant information entered into your tenant. You remain responsible for checking that each issued passport is accurate, required fields and exemptions apply to the specific consignment, and recipients' personal data is lawfully entered. Issued records are intentionally immutable; corrections are made by voiding and reissuing rather than rewriting history.

Plans, billing and cancellation

Every account starts on the Free plan. A paid plan is a monthly subscription at the price shown on the plan page when you subscribe, and it renews automatically each month until you move the account to another plan. Prices are exclusive of VAT; VAT is applied and shown on the invoice according to your location and the VAT identification number you supply. Card details are collected and payments are taken by our payment processor, which is named on the sub-processor page — FloraPass does not store your card number.

Upgrading. If you have no payment method on file, an upgrade sends you to the processor's hosted checkout and takes effect once payment is confirmed. If you already have a running subscription, the upgrade takes effect immediately and the difference for the remainder of the current month is invoiced immediately. An upgrade is refused while an earlier payment is outstanding; update your payment method in the billing portal first.

Downgrading and cancelling. You may switch to a cheaper plan, or cancel by switching to Free, at any time from your account. Both take effect immediately, not at the end of the month you have paid for: quotas and features drop to the new plan at once, and if the new plan has no API access every API key on the account is revoked at the same moment. There is no proration — no credit note or refund is issued for the unused remainder of the current month, and a reduced price applies only from the next renewal. Switching to Free cancels the subscription so no further payment is taken.

Refunds. Beyond the position above, charges are non-refundable except where a refund is required by law or where FloraPass has billed in error. This does not affect any mandatory statutory right that cannot lawfully be excluded.

Non-payment. If a renewal fails, access may be limited or suspended after the grace period shown in the application until the payment method is corrected.

Support

Support is provided by email to support@florapass.eu, in English, on business days, and covers the operation of the service: accounts, operator profiles, passports you have created and defects in the platform. It does not include plant-health advice, interpretation of your regulatory obligations, data entry on your behalf, or bespoke development. FloraPass aims to answer within one business day. That is a target and not a guaranteed response time; no support service level is committed on any plan, and support is not a warranty that a defect will be corrected within any period.

Availability and changes

FloraPass is provided on an “as available” basis with no uptime commitment and no service level agreement. The service currently runs from a single application instance in one region, so deployments, maintenance, provider incidents and failures cause interruptions during which the service is unavailable rather than degraded. Plan accordingly: keep your own copies of anything you must be able to produce during an interruption, and do not treat the service as continuously available at the moment you need to issue a passport.

During an interruption, check status.florapass.eu— a status page hosted away from the application itself, on a separate server, so it stays reachable when the application is not.

Recovery from an interruption is a best effort. Operational recovery targets are documented separately for engineering purposes and are not a contractual commitment, and no credit, refund or other remedy attaches to unavailability.

FloraPass may change, add or withdraw features, and may suspend access to protect the service, investigate misuse or respond to a legal requirement. Where practical, material changes or planned withdrawal will be communicated using the account email. Material changes to these terms take effect at your next renewal; if you do not accept them, switch to Free before that renewal.

Liability

Nothing here limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited. Subject to that, FloraPass is not liable for loss of profit, loss of revenue, loss of business or contracts, loss of goodwill, consignment rejection, quarantine, inspection or enforcement costs, or any indirect or consequential loss; and FloraPass's total liability arising out of or in connection with the service in any twelve-month period is limited to the fees you paid for the service in the twelve months before the event giving rise to the claim.

This allocation is deliberate and matches the availability position above: the subscription price is not priced to carry the commercial consequences of a rejected consignment, and you remain the operator responsible for the accuracy of every passport you issue.

Privacy, data protection and ownership

The Privacy notice explains how data is handled and the sub-processor page names every third party involved. Where FloraPass processes personal data on your behalf — the supplier, recipient and contact details you enter — it acts as your processor, and the Data processing agreement applies and forms part of these terms. You retain rights in data you submit. FloraPass retains rights in the service, its platform, documentation and branding. You grant only the permission needed to host, process and render your data to provide and secure the service.

Governing law and disputes

These terms are governed by the law of the provider's place of establishment, and the courts competent at that seat have exclusive jurisdiction — without prejudice to any mandatory rule that gives a different court jurisdiction, and excluding conflict-of-law rules and the UN Convention on Contracts for the International Sale of Goods. The specific law and forum are stated on the legal notice page.

Provider and contact

FloraPass is provided by the company identified on the legal notice page. Questions can be sent to support@florapass.eu.

These terms, the Privacy notice and the Data processing agreement are the whole agreement for use of the service. Where a separately signed written agreement covers the same subject matter, that signed agreement controls.