Terms of Service

1. About This Service

RetailFlow AI (“the Service”) is a software tool provided by Avalon Retail Consulting that helps retail businesses convert vendor purchase order PDFs into inventory import files for Shopify, Heartland, Lightspeed R-Series, and Lightspeed X-Series POS systems. Access is provided by subscription or by invitation from Avalon Retail Consulting.

2. Intended Use — New Items Only

This Service is designed to import new inventory items into your point-of-sale system. It does not search for, update, or modify items that already exist in your system. You are responsible for ensuring that items being imported are new and do not duplicate existing records. Avalon Retail Consulting is not responsible for duplicate entries or inventory errors resulting from misuse of the import process.

3. AI Processing and Your Data

This Service uses artificial intelligence provided by Anthropic, Inc. (Claude AI) to extract product information from your uploaded PDF files. By using this Service, you acknowledge and agree to the following:

• Your uploaded purchase order PDFs and associated data are transmitted to Anthropic’s API for processing. Anthropic’s own privacy policy governs how they handle that data.
• Avalon Retail Consulting does not permanently store the contents of your uploaded PDFs. Files are processed in memory and discarded immediately after extraction.
• AI extraction is not perfect. You are responsible for reviewing all extracted data in the review screen before downloading and importing files into your POS system.

4. Accuracy Disclaimer

The Service uses AI to interpret vendor purchase orders, which vary widely in format and quality. While we strive for accuracy, Avalon Retail Consulting makes no guarantee that extracted product data, pricing, quantities, or other information will be error-free. Always review the data in the review step before importing. You assume full responsibility for verifying the accuracy of data imported into your POS system.

5. No Warranty

The Service is provided “as is” without warranty of any kind, express or implied. Avalon Retail Consulting does not warrant that the Service will be uninterrupted, error-free, or suitable for any particular purpose. Use of the Service is at your own risk.

6. Limitation of Liability

To the maximum extent permitted by applicable law, Avalon Retail Consulting’s total liability to you for any claims arising from your use of the Service — whether in contract, tort, or otherwise — shall not exceed the total fees you paid to Avalon Retail Consulting in the twelve (12) months preceding the claim. In no event shall Avalon Retail Consulting be liable for any indirect, incidental, special, or consequential damages, including but not limited to inventory errors, lost data, or loss of business profits, even if advised of the possibility of such damages.

7. Access and Subscriptions

Access to the Service requires either a paid subscription or an access grant from Avalon Retail Consulting. Paid subscriptions are billed monthly and renew automatically at the end of each billing period unless cancelled before the renewal date. Cancellations take effect at the end of the current billing period; no refunds are provided for partial billing periods. You may cancel at any time through your account settings. Avalon Retail Consulting reserves the right to suspend or revoke access at any time for violation of these Terms, or with reasonable advance notice for any other reason. Upon cancellation or revocation of access, your account data (including store profiles and import history) may be retained for up to 30 days and then deleted. Uploaded PDF files are never permanently stored and are discarded immediately after processing.

8. Changes to These Terms

Avalon Retail Consulting may update these Terms of Service from time to time. For material changes, we will provide notice by email to the address associated with your account at least 14 days before the changes take effect. For non-material changes, posting the updated Terms on this page is sufficient notice. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

9. Contact

Questions about these terms? Contact Avalon Retail Consulting at steve@avalonretailconsulting.com.

10. Acceptable Use

You may use the Service only for your own lawful business purposes. You may not:

• Resell, sublicense, or provide access to the Service to third parties;
• Reverse engineer or attempt to extract the source code of the Service;
• Use automated means to access or scrape the Service; or
• Use the Service in any way that violates applicable law.

11. Intellectual Property

Avalon Retail Consulting retains all rights in the Service, including its software, design, and underlying technology. The import files and data you generate using the Service are your property. You grant Avalon Retail Consulting a limited right to process your uploaded files solely as necessary to provide the Service.

12. Dispute Resolution

Any dispute arising out of or relating to these Terms or your use of the Service shall first be submitted to non-binding mediation. If mediation does not resolve the dispute within 60 days, either party may pursue the matter in a court of competent jurisdiction as set forth in Section 13.

13. Governing Law

These Terms are governed by the laws of the State of Louisiana without regard to its conflict of law provisions. Any legal action arising from these Terms shall be brought exclusively in the state or federal courts located in Orleans Parish, Louisiana and you consent to personal jurisdiction in those courts.

14. Severability

If any provision of these Terms is found to be unenforceable or invalid under applicable law, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will continue in full force and effect.

15. Entire Agreement

These Terms constitute the entire agreement between you and Avalon Retail Consulting regarding the Service and supersede any prior agreements or understandings, whether written or oral, relating to the same subject matter.