Terms of Service

For organisations, administrators and users booking spaces from hosts

Version 2.0. Effective from 1 January 2025. Replaces the User Terms of 13 September 2021.

Contents

About these Terms
Definitions
Flowpass’s role as the Host’s agent
Acceptance and records
The Organisation’s account and users
The user’s account
Booking
Cancellation and no-shows
Price and payment
Code of Conduct
Guests
Responsibility for users, Guests and damage
Defects in the Space
Tenants booking through their Property Owner
Personal data
Use of the Platform
Availability and changes to the Platform
Limitation of liability
Force majeure
Suspension and termination
Changes to these Terms
Assignment and subcontractors
Notices
Governing law and disputes
Entry into force and transition
Version history

In brief

Flowpass is for companies and other organisations, not for private individuals.
When you book a space with a host on Flowpass, the booking is between you and the host. Flowpass acts as the host’s agent and books, invoices and receives payment on the host’s behalf.
Your organisation accepts these terms once, through an administrator. By doing so, the organisation undertakes to follow the hosts’ rules for the spaces your users are given access to.
The organisation pays for bookings and is responsible for the conduct of its users and guests and for any damage they cause. Users are not personally liable for payment.
Flowpass records each acceptance and which rules applied to each booking.

1. About these Terms

1.1 Scope. Flowpass AB, company registration number 559264-3885 (“Flowpass”), operates a platform, app and web service (the “Platform”) for flexible workspaces, day passes, meeting rooms and offices. These general terms (the “Terms”) apply when an organisation (the “Organisation”) and its users book and use Spaces from Hosts through the Platform.

1.2 Who does what.

PartyRoleThe HostProvides the Space and is responsible for it. Sets the price, cancellation rules and house and safety rules.The OrganisationBooks and pays for the Space and is responsible for its users and Guests.The userBooks on behalf of the Organisation and follows the Host Rules and the Code of Conduct. Is not personally liable for payment.FlowpassProvides the Platform and books, invoices and receives payment as the Host’s agent.

1.3 What applies to a Booking. A Booking with a Host is binding between the Host and the Organisation. Flowpass confirms the Booking on the Host’s behalf.

The Organisation undertakes, towards both Flowpass and the Host, to comply with the provisions of these Terms concerning Bookings, which apply with all Hosts. The Organisation also undertakes to comply with the specific terms that a particular Host has set out (the “Host Rules”), such as prices, cancellation rules and house rules. The Host Rules are available on the Host’s page in the Platform, and the Organisation’s Administrators and users can view them on the administration page and in the app. The Host may require the Organisation to fulfil these undertakings.

DocumentWhat it governsThe Host RulesPrice, cancellation and no-shows, and order and safety in the Space.These TermsEverything else, for example liability for payment, invoicing, damage and Flowpass’s liability.

The Booking Confirmation shows the price and cancellation rule that apply to the individual Booking.

1.4 Flowpass’s responsibility. Flowpass is responsible for the Platform and for booking and collecting payment on the Host’s behalf. Flowpass is not responsible for the Space or for the Host’s performance of the Booking. Flowpass’s liability is limited in accordance with section 18. That limitation applies only to Flowpass, not to the Host.

1.5 Organisations only. The Platform is intended for companies and other organisations. Anyone who books does so on behalf of an organisation and not as a private individual.

1.6 Leases and other agreements with the Host. If the Organisation has its own agreement with a Host, for example a lease or a membership agreement, that agreement governs what it covers. A Booking in the Platform does not change that agreement.

2. Definitions

Administrator

A person appointed by the Organisation or the Host to administer its account in the Platform and to accept agreements on behalf of the Organisation or the Host.

Authorised User

An employee, consultant or other person whom the Organisation or the Host has authorised to use the Platform on behalf of the Organisation or the Host, for example to make bookings. In these Terms, an Authorised User of the Organisation is also referred to as a “user”.

Booking

A confirmed reservation of a Resource through the Platform. A Booking with a Host is binding between the Host and the Organisation.

Booking Confirmation

The confirmation of a Booking shown in the Platform or in the app and also sent by email to the user, containing the information set out in clause 7.1.

Code of Conduct

The common rules that users and Guests must follow when using a Space with a Host, for example behaving respectfully, not letting in unauthorised persons and following fire and evacuation rules. The rules are set out in section 10.

Fee

The price of a Booking or an add-on service as stated in the Booking Confirmation.

Guest

A person whom a user has invited to a Space and who does not have an account in the Platform, for example a client or business partner attending a meeting.

Host

The legal entity that provides the Space and is the Organisation’s counterparty in the Booking, for example a property owner, a coworking operator or a serviced office provider.

Host Rules

The specific terms that a Host has set out for a particular Space in the Platform, in the version in force when the Booking is made. They cover price, booking, cancellation and no-shows, purchases of add-on services, and house and safety rules.

Property Owner

A property owner or property manager that gives its tenants access to flexible workspaces and other Spaces in the Platform as a specific offering of flexible workspace. For more information, see section 14.

Space and Resource

A space, day pass, desk, meeting room, office or other bookable resource.

3. Flowpass’s role as the Host’s agent

3.1 The engagement. Flowpass is engaged by the Host to:

market the Host’s Spaces and Resources
confirm Bookings on the Host’s behalf, at the prices and on the terms set by the Host
invoice and receive payment on the Host’s behalf
handle cancellations, credits and complaints on the Host’s behalf

3.2 Flowpass represents only the Host. In the Booking, Flowpass represents only the Host and not the Organisation. Flowpass is remunerated by the Host and does not charge the Organisation any fee for arranging the Booking.

3.3 Payment to Flowpass. The Organisation shall pay the Fees to Flowpass, which receives the payment as the Host’s agent and on the Host’s behalf. Once the Organisation has paid a Fee to Flowpass, the Organisation has discharged its payment obligation towards the Host for that Fee. Flowpass accounts for and pays out received Fees to the Host in accordance with the Host’s engagement of Flowpass.

3.4 Property Owners. Where a Property Owner itself provides the Space, it is the Host and the Organisation’s counterparty in the Booking.

A Property Owner may also give its tenants access to Spaces provided by other Hosts, usually operators running coworking spaces, serviced offices or conference facilities in the Property Owner’s buildings. The Property Owner may then pay all or part of a Booking. The Property Owner does not thereby become a party to the Booking. The Booking is between the operator, which is the Host, and the Organisation.

3.5 Purchases directly from the Host. If the Organisation or a user buys services directly from the Host on site, for example catering not booked in the Platform, the Organisation shall pay for them to the Host in accordance with the Host Rules.

4. Acceptance and records

4.1 Acceptance by the Organisation. The Organisation accepts these general terms through an Administrator when the Organisation joins the Platform. The Administrator must be authorised to enter into agreements on behalf of the Organisation and confirms this when accepting.

4.2 Host Rules. By accepting these Terms, the Organisation undertakes to comply with the Host Rules of each Host whose Spaces the Organisation gives its users access to in the Platform. This includes:

the Host’s terms for booking, cancellation and no-shows
the Host’s terms for add-on services bought directly from the Host under clause 3.5
the Host’s house and safety rules
the Organisation’s responsibility for users, Guests and damage under section 12

4.3 Acceptance by the user. The user shall accept the parts of these Terms that apply to the user personally, including the Code of Conduct, when the account is activated. The user shall comply with the Host Rules in the Spaces the user visits.

4.4 No separate acceptance when booking. Before each Booking, the price, cancellation rule and Host Rules are shown in the Resource description in the Platform. The user does not need to accept them separately, as the Organisation has accepted them under clause 4.2. The user can always view the applicable terms through a link in the Resource description.

4.5 Records. Flowpass records each Booking together with the price, cancellation rule and Host Rules that applied when the Booking was made. Flowpass also records when an Administrator accepts these Terms on behalf of the Organisation. The Organisation may request an extract.

4.6 Changes. The Host may change its Host Rules, for example prices and cancellation rules. The Organisation shall keep itself informed of the Host Rules in force. They are always shown before each Booking under clause 4.4. A change does not apply to Bookings that have already been confirmed. Changes to these Terms are notified to all concerned in accordance with section 21.

5. The Organisation’s account and users

5.1 The Organisation shall appoint at least one Administrator and keep the information about the Organisation accurate and up to date.

5.2 The Organisation shall decide who are Authorised Users and the limits within which they may book, for example which Resources, which amounts and which payment methods.

5.3 Authority to book. An Authorised User may, within the limits set by the Organisation, make Bookings and order add-on services on behalf of the Organisation. Such Bookings are binding on the Organisation.

5.4 Suspending users. The Organisation may at any time suspend a user in the Platform so that the user can no longer book. The Organisation shall suspend a user who should no longer book on its behalf, for example when their employment ends. Bookings made by the user before the suspension remain in force and shall be paid for by the Organisation. The Organisation may cancel them in accordance with the cancellation rule.

5.5 Liability for payment. The Organisation shall pay for the Bookings made by its users. This applies to the Organisation that employs the user or that has authorised the user to book. The user does not become personally liable for payment by booking on behalf of the Organisation.

5.6 The Organisation shall ensure that users and Guests are aware of and comply with these Terms, the Host Rules and the Code of Conduct when using a Space.

6. The user’s account

6.1 Personal and shared accounts. A user account is normally personal and may not be transferred or shared. The Organisation may also create a shared account used by several people within the Organisation, for example at a reception or service desk. The Organisation shall then ensure that only authorised persons use the shared account, and the Organisation is responsible for everything done with it. Digital keys may only be shared through the Platform functions intended for that purpose.

6.2 The user shall protect their login credentials and immediately notify Flowpass or their Administrator if unauthorised use is suspected.

6.3 The user shall provide accurate information and keep it up to date.

6.4 The user may close their account at any time. Bookings already made on behalf of the Organisation are not affected.

7. Booking

7.1 The Booking Confirmation contains:

the Resource, location, date and time
the Host that provides the Space and is the Organisation’s counterparty in the Booking
the price excluding and including VAT
the cancellation rule

7.2 The Booking becomes binding when the Booking Confirmation has been sent or, for Resources requiring approval, when the request has been approved. From that point, the Organisation may cancel the Booking only in accordance with the cancellation rule applicable to the Booking, see section 8.

7.3 If the Host cannot provide the Space, or if the price or availability is obviously incorrect, the Booking may be cancelled on the Host’s behalf. The Organisation shall then be offered an equivalent Resource if available, or have the Fee refunded or credited.

8. Cancellation and no-shows

8.1 The Organisation may cancel a Booking free of charge up to the time stated in the cancellation rule in the Resource description in the Platform. If the Booking is cancelled later, the Organisation shall pay the Fee in accordance with the cancellation rule.

8.2 If no cancellation rule is stated, the Booking may be cancelled free of charge in the Platform up to the booked start time. If it is cancelled later, the Organisation shall pay the full Fee.

8.3 If the user does not show up without having cancelled, the Organisation shall pay the full Fee.

8.4 For subscriptions, for example a dedicated desk, membership or office, the commitment period and notice period stated in the specific agreement apply.

9. Price and payment

9.1 The Organisation shall pay the Fee in accordance with the price set by the Host in the Platform. Prices are stated excluding VAT.

9.2 Flowpass invoices the Fees on the Host’s behalf. The invoice shows which Host is the seller and the Host’s VAT registration number. Unless otherwise agreed, Bookings are invoiced monthly in arrears and subscriptions in advance.

9.3 The Organisation shall pay the invoice within 20 days of the invoice date. Card payments are received on the Host’s behalf.

9.4 If the Organisation pays late, the Organisation shall pay default interest under the Swedish Interest Act (räntelagen) and a reminder fee and compensation for collection costs as provided by law. Flowpass may block new Bookings while an overdue invoice remains unpaid.

9.5 Discounts and allowances. A Host or Property Owner may give the Organisation a discount or an allowance, meaning an amount the Organisation can use for Bookings. Discounts and allowances are set out in the Platform and deducted from the Fee before it is invoiced.

9.6 The Organisation shall raise any objections to an invoice within 30 days of the invoice date.

10. Code of Conduct

10.1 The Organisation is responsible for ensuring that its users and Guests comply with the Code of Conduct. Users and Guests shall:

follow the Host Rules, information in the Space and instructions from the Host’s staff
behave professionally and respectfully. Discrimination, harassment and threats are not permitted
use the Space only for lawful office work and meetings, or for the purpose for which the Resource is intended
not let in unauthorised persons, not leave doors propped open, and share digital keys only through the Platform’s functions
follow fire and evacuation rules and know the nearest emergency exit
use networks and equipment safely and not attempt to gain unauthorised access to systems
leave the Space in the condition it was in and report damage and faults
follow the Host’s rules on, among other things, smoking, alcohol, animals, noise and food

10.2 Booked time. Users and Guests shall leave the Space no later than when the booked time ends, and in the condition required by the Host Rules, so that the next Booking can start on time.

10.3 Users and Guests who breach the Code of Conduct shall leave the Space if the Host so requests. Flowpass may suspend the user in accordance with section 20.

11. Guests

11.1 The user who invites a Guest shall inform the Guest of the Host Rules and that the Guest’s name may be registered for access and security purposes.

11.2 The Guest shall be in the Space together with, or at the invitation of, the user. The Guest shall register on arrival if the Host Rules so require.

11.3 The Organisation is responsible for Guests as if they were users.

12. Responsibility for users, Guests and damage

12.1 The Organisation is responsible towards Flowpass and the Host for ensuring that users and Guests comply with the Host Rules and the Code of Conduct when visiting a Space.

12.2 The Organisation shall compensate the Host for damage that users or Guests cause intentionally or through negligence:

to the Space, furnishings, equipment or other property that belongs to the Host or for which the Host is responsible
in the form of reasonable costs arising when the Host Rules are not followed, for example extra cleaning, alarm call-outs or replacement of locks and keys

12.3 The Organisation shall pay the compensation to the Host. Flowpass may present and invoice the claim on the Host’s behalf.

12.4 A claim shall be made in writing to the Organisation without undue delay and no later than three months after the damage was discovered. The claim shall contain a description of the damage, details of the Booking and supporting documentation for the cost. The Organisation shall be given the opportunity to respond before the claim is invoiced.

12.5 The Organisation is not responsible for normal wear and tear, for damage caused by the Host or the Host’s staff, or for defects that existed in the Space when the Booking began.

12.6 The user’s responsibility. The user shall follow the rules and may be suspended for breaching them. These Terms do not make the user personally liable for damages beyond what follows from law. The financial responsibility under this section lies with the Organisation.

13. Defects in the Space

13.1 The Organisation shall report defects in a Space to Flowpass without delay and no later than 48 hours after the end of the Booking. If possible, the defect shall also be reported to the Host’s staff on site. A defect may, for example, be that the Space is not available or does not match its description.

13.2 In the event of a defect not caused by the Organisation, the Host shall primarily offer an equivalent Resource and secondarily grant a price reduction or credit the full Fee. Flowpass receives the complaint and arranges the alternative Resource or credit on the Host’s behalf.

13.3 Clause 13.2 sets out the Organisation’s remedies for defects in a Space, unless the defect has caused personal injury or is due to intent or gross negligence.

14. Tenants booking through their Property Owner

14.1 If the Organisation is a tenant of a Property Owner, the Organisation may, through the Property Owner, gain access to flexible workspaces, day passes, meeting rooms and other Spaces in the Platform. The Spaces may be provided by the Property Owner itself or by other Hosts that the Property Owner works with, for example operators running coworking spaces, serviced offices or conference facilities in the Property Owner’s buildings. Where such an operator provides the Space, the operator is the Host. The Property Owner’s role is set out in clause 3.4.

14.2 Some Spaces the Organisation may use free of charge, for example because they are included in the lease or paid for by the Property Owner. Other Spaces are charged for, in full or in part. What is free of charge and what is charged for is shown in the pricing policies that the Property Owner or the Host has set up for the Organisation in the Platform.

14.3 Free Bookings are also subject to the Host Rules and these Terms, including on cancellation, conduct and damage, and the Organisation shall comply with them.

14.4 Access applies for as long as the Organisation is a tenant of the Property Owner, unless the Property Owner states otherwise. When the lease ends, access also ends. The Organisation may cancel Bookings for dates after that free of charge or keep them at the standard price.

15. Personal data

15.1 Flowpass is the controller of personal data about users and Guests processed for accounts, Bookings, payment, access, security and support. More information is available in Flowpass’s privacy policy. The processing is based mainly on contract and legitimate interest.

15.2 When the Organisation or a Property Owner uses the Platform for its own spaces or tenant registers, Flowpass processes the personal data as a processor under a separate data processing agreement.

15.3 Flowpass provides the Host with the information needed for the Space to be provided, for example names, booking details and access information. The Host is an independent controller for that processing. The Host’s privacy information is linked in the Booking Confirmation.

15.4 The Organisation shall inform its users that they are registered in the Platform. Users shall inform Guests in accordance with clause 11.1.

16. Use of the Platform

16.1 The Platform belongs to Flowpass. The Organisation and its users may use it to book and use Spaces in accordance with these Terms.

16.2 The Organisation and its users may not:

circumvent security features
decompile or reverse engineer the software, except where permitted by law
retrieve information from the Platform automatically, for example using scripts or bots, other than through the integrations and interfaces Flowpass provides for that purpose
publish unlawful, offensive or misleading content

16.3 Content uploaded by the Organisation belongs to the Organisation. Flowpass may use it to the extent necessary to provide the Platform.

17. Availability and changes to the Platform

17.1 Flowpass shall keep the Platform available around the clock, except for maintenance and disruptions. Planned maintenance shall, where possible, take place when usage is low and be notified in advance. Service levels are set out in Flowpass’s SLA.

17.2 Flowpass may develop and change the Platform. Flowpass shall give advance notice of changes that materially worsen the Organisation’s use.

18. Limitation of liability

18.1 What Flowpass is liable for. Flowpass is liable only for damage that arises because the Platform does not work as intended, and only if the fault is due to negligence on the part of Flowpass. Examples are a Booking disappearing, the same Space being booked twice due to an error in the Platform, or an invoice being incorrect.

18.2 Other providers’ systems. The Platform is connected to other providers’ technical systems, for example digital locks and access control systems, payment solutions, calendars and login services. Flowpass is liable for a fault in such a system only if the fault is due to Flowpass’s own part of the integration. Flowpass is not liable if the fault is due to the provider of the other system. If a digital key does not work because Flowpass sent the wrong access rights, Flowpass is liable, but not if the fault lies in the lock system.

18.3 What Flowpass is not liable for. Flowpass is not liable for the Space or for the Host’s performance of the Booking. Nor is Flowpass liable for indirect loss, for example loss of profit, loss of production or loss of goodwill.

18.4 Flowpass’s total liability towards the Organisation in any calendar year is limited to the highest of the following amounts:

the Fee for the Booking to which the damage relates
the remuneration Flowpass has received for the Organisation’s Bookings during the twelve months preceding the damage
SEK 10,000

18.5 These limitations do not apply in the event of personal injury, intent or gross negligence, or where mandatory law provides otherwise.

18.6 The Organisation shall make any claim against Flowpass in writing within three months of when the Organisation became aware, or should have become aware, of the grounds for the claim.

19. Force majeure

19.1 No party is liable for delay or failure to perform caused by circumstances beyond its reasonable control, for example war, government action, strikes, fire, pandemics or extensive outages at telecom or cloud providers. The obligation shall be performed once the impediment ceases.

20. Suspension and termination

20.1 The Organisation and Flowpass may terminate these Terms with 30 days’ notice. Either party may terminate them with immediate effect if the other party materially breaches them and does not remedy the breach within 14 days of written notice.

20.2 Flowpass may temporarily suspend a user or Organisation that breaches these Terms or the Code of Conduct, or that has overdue unpaid invoices.

20.3 When these Terms cease to apply, Bookings for dates after that are cancelled, unless otherwise agreed. The Organisation shall pay for Bookings that have taken place.

21. Changes to these Terms

21.1 Flowpass may change these Terms. Flowpass shall notify Administrators of changes by email and in the Platform at least 30 days before they take effect.

21.2 When a new version takes effect, the Administrator shall accept it on behalf of the Organisation, and users shall accept the parts that apply to them, at their next login.

21.3 Confirmed Bookings are governed by the version in force at the time of confirmation. Exceptions apply to changes required by law or necessary for security reasons. If such a change materially disadvantages the Organisation, the Organisation may cancel the affected Booking free of charge.

22. Assignment and subcontractors

22.1 The Organisation may not assign its rights or obligations under these Terms without Flowpass’s written consent. Flowpass may assign them to a company in the same group and engage subcontractors, for example for hosting, payments and digital keys.

23. Notices

23.1 The Organisation, users, Guests and Hosts can contact Flowpass at cs@flowpass.co. Flowpass gives notices electronically to the contact details registered in the Platform.

24. Governing law and disputes

24.1 These Terms are governed by Swedish law. Disputes shall be settled by the Swedish general courts, with the Stockholm District Court (Stockholms tingsrätt) as the court of first instance.

24.2 Clause 24.1 also applies to disputes between the Host and the Organisation concerning a Booking, unless the Host Rules provide otherwise.

25. Entry into force and transition

25.1 These Terms apply from 1 January 2025 and replace the Flowpass User Terms of 13 September 2021.

25.2 For an Organisation that has accepted previous terms, these Terms apply from the time an Administrator accepts them. Bookings confirmed before that time are governed by the terms in force at the time of confirmation.

25.3 These Terms are also available in Swedish. In the event of any discrepancy between the language versions, the Swedish version prevails.

Flowpass AB, company registration number 559264-3885
Malmskillnadsgatan 36, 111 57 Stockholm, Sweden
Contact: cs@flowpass.co