Terms of Service

1. Introduction

These Terms of Service (“Terms”) govern your use of the flyRoom platform at app.flyroom.net (the “Service”). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, please do not use the Service.

2. Who We Are

The Service is operated by Giorgio Gilestro, sole trader, trading as flyRoom.

Contact: support@flyroom.net

3. Eligibility

You must be at least 18 years of age or have authorisation from your institution to use the Service. flyRoom is intended for academic and research use, primarily by Drosophila research laboratories.

4. Accounts & Access

• Each person should maintain only one account.
• You are responsible for keeping your login credentials secure.
• A principal investigator (PI) creates the lab (tenant). Other members require admin approval to join the lab.
• You must not share your credentials with others or allow unauthorised access to your account.

5. Service Description

flyRoom is a Drosophila stock management platform. Features include:

• Stock tracking and organisation (genotypes, sources, locations, tags)
• Cross planning with AI-powered genotype prediction
• FlyBase integration for searching and importing stocks from public repositories
• Flip tracking with maintenance alerts and email reminders
• Label printing with QR codes and barcodes
• Collaborator sharing across labs and institutions
• Bulk import and export (CSV/Excel)

Features may vary by subscription plan and may be updated from time to time.

6. Subscriptions & Billing

Purchases are processed by Paddle.com Market Limited as our Merchant of Record. Paddle handles all billing, invoicing, sales tax, and VAT as the legal seller of subscriptions. By purchasing a subscription, you also agree to Paddle’s buyer terms.

flyRoom sets the features and limits for each plan (Free, Lite, Pro). We may change pricing or plan features with at least 30 days’ notice by email. Existing subscriptions will not be affected until their next renewal.

7. Refunds

All new accounts include a free trial period, giving you time to evaluate the Service before committing to a paid plan.

If you cancel an annual subscription partway through the year, you are entitled to a pro-rata refund for the remaining unused months. For example, if you cancel after 4 months on an annual plan, you will receive a refund for the remaining 8 months. Monthly subscriptions are non-refundable; cancellation takes effect at the end of the current billing period.

To request a refund, email support@flyroom.net. All refunds are processed by Paddle, our Merchant of Record, and will be returned to the original payment method. Please allow 5–10 business days for the refund to appear on your statement.

8. Your Data & Intellectual Property

You retain full ownership of all research data you enter into the Service, including stocks, genotypes, crosses, notes, and any other content you create.

We claim no intellectual property rights over your data. We may use aggregated, anonymised usage statistics (such as feature usage counts) to improve the Service. Such statistics will never identify you, your lab, or your research.

9. Third-Party Data Sources

The Service integrates data from FlyBase, a comprehensive database of Drosophila genes and genomes. Stock data obtained from FlyBase is provided under the Creative Commons Attribution 4.0 International License (CC BY 4.0).

This includes stock records from public repositories such as the Bloomington Drosophila Stock Center (BDSC), Vienna Drosophila Resource Center (VDRC), Kyoto Stock Center, NIG-Fly, KDRC, FlyORF, and NDSSC, as compiled and distributed by FlyBase.

FlyBase data is provided “as is” without warranty. Users should verify stock information directly with the relevant stock centre before placing orders.

10. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws or regulations
• Scrape, crawl, or use automated tools to extract data from the Service
• Share your login credentials with others
• Upload malicious content, malware, or any material that could harm the Service or its users
• Abuse FlyBase integration rate limits or use the Service to overload third-party APIs
• Attempt to gain unauthorised access to other users’ accounts or data

11. Availability & Disclaimers

The Service is provided on an “as is” and “as available” basis, without warranties of any kind, whether express or implied.

We aim for high availability but do not guarantee uninterrupted access. We may perform scheduled maintenance with reasonable notice. We are not liable for any data loss — you should maintain your own records and make use of the export functionality to keep local backups of your data.

12. Limitation of Liability

To the maximum extent permitted by law:

• Our total liability to you for any claims arising out of or related to the Service shall not exceed the total fees you have paid to us in the 12 months preceding the claim.
• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, revenue, or research outcomes.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

13. Suspension & Termination

• We may suspend or terminate your account if you breach these Terms or engage in activity that harms the Service or other users.
• You may delete your account at any time from your account settings.
• Upon termination, we will make your data available for export for 30 days. After this period, your data will be permanently deleted.

14. Changes to These Terms

We may update these Terms from time to time. We will notify you by email at least 30 days before material changes take effect. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

15. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.