Welcome to the TAC Flow platform. Please read these Terms and Conditions carefully before using our services. Your use of the platform or registration of an account constitutes your acceptance of, and agreement to be bound by, these Terms and the policies referenced herein. If you do not agree to these Terms, please do not use the platform.
TacFlow is operated by the equipment e-marketing platform owned by TAC Group, commercial registration number 7038510140, with its registered address at Riyadh — King Abdulaziz District.
In this document, unless the context otherwise requires, the following terms shall have the meanings set out beside each of them:
- Platform / TAC Flow: refers to the TAC Flow software system and all services, features, and interfaces provided by TAC Group.
- Provider / TAC Group: refers to the company that owns and operates the TAC Flow platform.
- Customer / User: refers to any individual or legal entity that registers on the platform and uses its services.
- Service: refers to the software services provided through the TAC Flow platform, including without limitation: asset management, maintenance tracking, reporting, and other features.
- Data: refers to all information, files, images, and documents that the Customer uploads, enters, or creates through the platform.
- Terms: refers to this Terms and Conditions document.
- Parties: refers to the Provider and the Customer collectively.
TAC Flow provides a Software as a Service (SaaS) offering intended to help customers manage their assets and operational processes. The Provider's role is limited to making the platform available as a supporting technical tool. The Provider is not responsible for the accuracy or completeness of the data entered by the Customer, or for decisions the Customer makes based on that data.
3.1. Eligibility: The user must be at least 18 years of age and have the legal capacity to enter into contracts.
3.2. Account Information: The Customer undertakes to provide accurate, complete, and up-to-date information at registration and to keep it current. The Customer is solely responsible for the accuracy of this information.
3.3. Login Confidentiality: The Customer is fully responsible for maintaining the confidentiality of the username and password associated with the account and for all activities conducted through the account. The Customer must promptly notify the Provider of any unauthorized use of the account or any information security breach.
3.4. Sharing Prohibited: The Customer may not share the account or its login credentials with any third party, or allow any third party to use the account, without prior written approval from the Provider.
4.1. Usage License: The Provider grants the Customer a limited, non-exclusive, non-transferable, non-sublicensable license to use the platform and the Service in accordance with these Terms during the active subscription period.
4.2. Platform Intellectual Property: All rights related to the platform — including without limitation designs, interfaces, content, logos, trademarks, patents, trade secrets, and software systems (including source code) — are the exclusive property of TAC Group or are licensed to it. Use of the platform does not transfer any intellectual property right to the Customer, whose right is limited to use in accordance with the specified Terms.
4.3. No Reverse Engineering: The Customer undertakes not to copy, modify, reverse engineer, decompile, or attempt to extract the source code of any part of the system.
4.4. Customer Intellectual Property: The Customer retains all intellectual property rights in the data it uploads or creates through the platform.
5.1. Regulatory Compliance: The Customer undertakes to use the platform in compliance with all laws and regulations in force in the Kingdom of Saudi Arabia, including without limitation: anti-cybercrime laws, personal data protection laws, and labor laws.
5.2. Unlawful Use: The platform may not be used for any unlawful activities, attempts to test or breach security systems, or unauthorized access to other users' data.
5.3. Prohibited Content: It is prohibited to enter or upload any data or content that violates applicable regulations or third-party intellectual property rights, contains offensive, defamatory, or unlawful material, or uses the platform for fraudulent purposes or unprofessional activities.
5.4. Activity Responsibility: The Customer is responsible for any activity carried out through its account as a result of negligence in protecting login credentials, misuse of the permissions granted to it, or failure to comply with these Terms.
6.1. Data Ownership: The Customer's data remains its exclusive property.
6.2. Data Confidentiality: The Provider undertakes to maintain the confidentiality of the Customer's data and not to disclose it except as required to deliver the Service, in compliance with a legal or judicial obligation, or with the Customer's express consent.
6.3. Data Security: The Provider undertakes to apply reasonable and appropriate security measures to protect data against unauthorized access, alteration, disclosure, or destruction, in accordance with security best practices and standards in force in the Kingdom of Saudi Arabia and internationally.
6.4. Aggregated Data: The Provider may use aggregated and de-identified data for purposes of platform improvement and statistical analysis, without disclosing the Customer's identity or personal data.
7.1. Provider's Role: TAC Flow acts as a "Data Processor" on behalf of the Customer.
7.2. Customer's Role: The Customer is the sole "Data Controller" and bears the following responsibilities:
- Complying with all legal requirements related to retention of incident, maintenance, and labor records under the Saudi Labor Law and related regulations.
- Independently exporting and retaining records required by law and not relying on the platform as the sole source for legal retention.
- Notifying TAC Flow of any legal requests concerning the data as quickly as possible.
- Ensuring it has obtained the necessary consents from its employees and customers before entering their data into the system.
7.3. Government Requests: If TAC Flow receives any official request from a government authority concerning the Customer's data, it shall promptly refer the request to the Customer without disclosing the data, unless disclosure is legally mandatory under the regulations in force in the Kingdom of Saudi Arabia.
The system applies a time-based retention policy to data with the aim of ensuring operational efficiency and reducing storage consumption, in accordance with the following categories:
- Daily Check-in/out Photos: retained for 90 days.
- Diesel and Oil Meter Photos: retained for 12 months.
- Periodic Inspection Photos: retained for 12 months.
- Maintenance Photos (before/after): retained for 12 months.
- Vehicle Handover and Receipt Photos: retained for 12 months.
- Official Documents (insurance, licenses, certificates): retained throughout the active subscription period, then deleted 30 days after subscription ends in accordance with the termination policy in clause (19).
- Incident Photos: retained throughout the active subscription period with no specified time limit.
- Digital Signatures: retained throughout the active subscription period.
- Equipment Identification Photos: retained throughout the active subscription period, then deleted 30 days after subscription ends.
Data is deleted automatically once the retention period defined for each category expires, without a separate prior notice; acceptance of these Terms constitutes general notice of the deletion policy. The Customer undertakes to export any data it needs to retain for a longer period before the retention period expires. The Provider bears no responsibility for data deleted under this policy, and such data cannot be recovered after deletion. TAC Flow has the right to amend retention periods with prior notice of no less than 30 days via the registered email or the control panel.
9.1. Reliance on Third Parties: TAC Flow relies on trusted third-party cloud service providers to store and process data, selected in accordance with the highest reliability and security standards.
9.2. Third-Party Responsibility: The Customer acknowledges that the performance and availability of these services are subject to the terms of their original providers. The Provider shall use reasonable efforts to select reliable providers and monitor their performance. Any interruption or malfunction in third-party services may affect system operations, and the Provider shall work to address it as quickly as possible.
9.3. Storage Locations: Data may be stored in data centers located inside or outside the Kingdom of Saudi Arabia in accordance with the server locations of approved service providers, in compliance with the highest internationally applicable protection and encryption standards.
9.4. Changing Providers: The Provider has the right to change or replace any service provider at any time to improve quality, performance, or security, without prior notice so long as the service level is preserved.
9.5. Indirect Disclaimer: The Provider does not bear direct responsibility for malfunctions arising from third-party services but undertakes to communicate and coordinate with them to resolve any issue as quickly as possible.
10.1. Provider Backups: The Provider takes care to perform periodic backups of data in accordance with cloud best practices. Nevertheless, the Provider does not guarantee data recovery in all cases or circumstances.
10.2. Customer's Responsibility: The Customer bears the burden of periodically and independently exporting and retaining backups of its sensitive and essential data.
10.3. Loss Disclaimer: The Provider is not liable for data loss caused by circumstances beyond its reasonable control, including without limitation: cyberattacks, third-party server failures, natural disasters, or the Customer's own actions.
10.4. Purpose of Backups: Backups are used solely for operational purposes and disaster recovery and do not substitute for the Customer's responsibility to independently export and retain its data.
The Customer is entitled at any time during the active subscription period to export its data from the system through the tools available in the control panel. The Customer must ensure that it exports the data it needs before the end of the subscription period or automatic deletion under clause (8).
12.1. Image Compression: The system may compress uploaded images to improve performance and conserve storage space. The Provider is not liable for any loss of original image quality resulting from compression, and the Customer undertakes to retain the originals independently when required.
12.2. Storage Quotas: Each plan includes a defined cloud storage quota shown on the plans page and in the control panel. No additional fees are charged for exceeding the quota. Upon reaching 100% of the quota, uploads of new files stop automatically, and the Customer has three options:
- Upgrade the plan to a higher tier (more storage immediately).
- Delete old files from the control panel to free up space.
- Wait for the system to delete files whose retention period has expired in accordance with clause (8) to free up space automatically.
12.3. Usage Monitoring: The storage quota includes all files, images, and documents uploaded through the system across all categories. The Customer undertakes to monitor its consumption through the control panel and receive automatic alerts upon reaching 80% and 95% of the quota.
12.4. Duplicate Detection: The system applies a duplicate-file detection mechanism (deduplication) within the scope of a single company only to optimize storage consumption, with no sharing of files between different companies.
13.1. Terms: TAC Flow offers each new user a free trial period to evaluate the platform before paid subscription, subject to the following terms:
- Duration: 15 days from the date of account creation.
- Scope: The trial includes all features of the selected plan without functional or technical restrictions, with the full storage, user, and equipment quotas of that plan.
- Registration: No credit card or payment method is required to register; registration is self-service directly through the platform.
- Conversion to Paid Subscription: The user may at any time during the trial period upgrade to a paid subscription to continue the Service without interruption, retaining all data entered during the trial.
13.2. Trial Expiry Without Subscription: If the 15-day trial expires without the user subscribing to a paid plan:
- Account access is suspended immediately upon the end of the trial period.
- All account data is permanently deleted without exception, including equipment, users, files, images, documents, settings, and reports.
- There is no grace period for the trial, unlike paid subscriptions provided for in clause (19). Deletion is final, immediate, irreversible, and non-recoverable under any circumstances.
- The Provider undertakes to send reminder notices to the registered email before the trial ends, with a minimum of three notices during the final days of the trial period.
- Responsibility for exporting data before the trial ends rests entirely with the user. Export tools are available within the platform throughout the trial period, and failure to export before the period ends constitutes implicit acceptance of permanent deletion.
13.3. Fair Use and Re-registration: Creating a new account after the trial ends is permitted, but no data from the previous trial account will be restored. The Provider has the right to refuse repeated re-registration from the same entity (company or individual) for the purpose of obtaining multiple trial periods and avoiding paid subscription, which is considered misuse of the Service. Technical tools are used to detect repeated re-registration, including review of email, commercial registration, and entity identification data.
14.1. Plans and Fees: Plans, fees, and payment mechanisms are governed by what is published within the platform or by the contracts concluded with the Customer. The user undertakes to pay the fees due according to the approved schedules.
14.2. Plan Limits: Plans include a defined cloud storage quota and a defined number of users and equipment as announced. Upon reaching the storage limit, uploads stop automatically (with no additional fees) in accordance with clause (12).
14.3. Suspension for Non-payment: In the event of late payment or breach of the Terms of Use, the platform has the right to take appropriate measures, including suspending certain features or temporarily stopping the Service until the matter is resolved.
14.4. Taxes: All fees stated in the plans do not include Value Added Tax (VAT) or any other taxes or government fees. The Customer undertakes to pay such taxes in accordance with the regulations in force in the Kingdom of Saudi Arabia.
TAC Flow has the right at any time to make modifications to plan pricing, usage limits (number of users, number of equipment items), benefits and features included in each plan, to add new plans or discontinue existing ones, and to billing and payment mechanisms, subject to the following safeguards:
15.1. Protection of Existing Subscribers: Modifications do not affect the current active subscription until the end of the current paid period. The subscriber retains the same plan, price, and usage limits subscribed to until the next renewal date. New pricing and limits apply immediately to any new subscription after the modification's effective date.
15.2. Renewal Prior Notice: The Provider undertakes to notify the Customer via registered email at least 30 days before the renewal date if the renewal will be at:
- A price different from the current price.
- Reduced usage limits.
- Removal of a material feature that was included in the plan.
15.3. Customer's Options Upon Renewal Under New Terms: Upon receiving the modification notice, the Customer has the right to:
- Accept: Continue with the updated plan under the new terms.
- Upgrade: Move to a higher plan suited to its needs.
- Downgrade: Move to a lower plan where available.
- Cancel: Not renew, with application of the grace period provided in clause (19).
15.4. Positive Modifications: Modifications that benefit the Customer take effect immediately and without prior notice for all existing subscribers, and include: price reductions, increased usage limits, addition of new features, and improvements to service quality.
15.5. Enterprise Plans: Custom plans under individually signed contracts (Enterprise Contracts) are subject to the terms of the contract between the parties, and general modifications do not apply to them except in accordance with the contract amendment mechanism agreed upon in writing.
15.6. Independence of the Storage Policy: The storage policy, usage quotas, and any additional fees resulting from exceeding them are governed by the provisions of clause (12) of these Terms and are considered independent of the general modifications to usage limits referred to in this clause, unless the underlying storage quotas within the announced plans are modified.
TAC Flow strives to provide a stable and highly reliable service. Periodic updates or maintenance may be performed to improve performance and security, with effort made to keep any operational impact to a minimum. Interruptions beyond our control may occur for technical or connectivity reasons, and the platform undertakes to handle them promptly and professionally.
17.1. Service "As Is": The Service is provided "as is" and "as available", and the Provider makes no express or implied warranties beyond those required by applicable regulations or concluded contracts.
17.2. Limits of Liability: The Provider's total liability to the Customer — when legally established — shall not exceed the aggregate amounts paid by the Customer during the twelve (12) months preceding the claim date.
17.3. General Disclaimer: TacFlow is a supporting technical tool. The Provider is not liable for mechanical failures, accidents, fines, or damages arising from misuse of equipment, ignoring alerts, or user negligence.
Documents and forms digitally signed through the system (such as custody, handover, receipt forms, and reports) are considered part of the Customer's data and rights and may not be used outside the scope of providing the Service except with legal or contractual authorization. Digital signatures are subject to the retention policy set out in clause (8) and are retained throughout the active subscription period. The Customer should independently export and retain copies of these documents for any future legal purposes.
19.1. Termination by the Provider: The Provider has the right to terminate or suspend the Service in the event of a material breach of the Terms, unlawful or harmful use, or non-payment under the contractual safeguards.
19.2. Termination of Subscription Without Renewal: Upon termination of the subscription without renewal:
- Transition to Read-Only Mode: The system enters read-only mode immediately, allowing the Customer to view and export its data without the ability to add new data or upload files.
- Grace Period: The Customer is granted a 30-day grace period to renew the subscription or export all data.
- Reminders: During the grace period, periodic reminders are sent to the Customer via the registered email to alert it before permanent deletion.
- Permanent Deletion: At the end of the grace period without renewal, all of the Customer's data is permanently deleted from TAC Flow servers and cannot be recovered under any circumstances.
- Customer's Legal Responsibility: The Customer alone is responsible for exporting and retaining records required by law (such as incident, maintenance, and labor records) before the grace period ends. The Provider bears no responsibility for data deleted after the grace period, or for any legal consequences arising from the Customer's failure to retain its records.
- Renewal During the Grace Period: Renewal at any time during the 30 days fully restores service immediately, together with all prior data and without loss.
19.3. Termination by the Customer: The Customer has the right to terminate its subscription at any time through approved channels. The subscription remains in effect until the end of the paid period, after which the same grace-period mechanism set out above applies.
These Terms are subject to the laws of the Kingdom of Saudi Arabia. In the event of a dispute, the parties shall first seek to settle it amicably; failing that, jurisdiction shall lie with the competent courts in the city of Riyadh.
21.1. Entire Agreement: These Terms, together with the policies referenced herein, constitute the entire agreement between the parties and supersede any prior understandings on their subject matter. No provision may be amended except in accordance with an approved legal or contractual mechanism.
21.2. Severability: If any provision is found to be legally invalid, this shall not affect the validity and enforceability of the remaining provisions.
21.3. Assignment: The Customer may not assign this agreement or transfer any of its rights or obligations hereunder to any third party without prior written approval from TAC Flow. TAC Flow has the right to assign this agreement to any affiliated company or in the event of a merger or acquisition.
21.4. Force Majeure: Neither party shall be liable for failure to perform its obligations where such failure is caused by circumstances beyond reasonable control (force majeure), such as natural disasters, interruption of public communications, large-scale cyberattacks, interruption of global cloud hosting services, or exceptional circumstances that cannot be averted.
The Customer agrees to defend, indemnify, and hold harmless TAC Flow (including its directors, employees, and agents) from any claims, lawsuits, losses, damages, liabilities, costs, or penalties (including reasonable attorneys' fees) arising out of or relating to: (a) the Customer's breach of these Terms, (b) the Customer's use of the platform in a manner contrary to applicable regulations, (c) any dispute between the Customer and its employees or customers, (d) any claim of infringement of third-party intellectual property rights due to data or content uploaded or entered into the platform by the Customer.
For any inquiry regarding these Terms and Conditions or any contractual provisions related to the Service, you may reach us through the official channels of TAC Flow, and you will receive a response in accordance with approved support procedures.
Note: Acceptance of these Terms is part of creating an account on the platform, and use of the system after any update to the Terms constitutes acceptance of the updated version.
