These are SponsorFlow’s own product terms. They sit under, and do not replace, the estate-wide Terms of Service (which say that product-specific terms take precedence for their product) and the Data Processing Agreement v1.5 with its SponsorFlow schedules. Where these product terms are silent, the estate Terms of Service and the Data Processing Agreement apply.
1. Who we are, and what the Service is
SponsorFlow (“the Service”) is provided by Friam Limited (“Friam”, “we”, “us”, “our”), a company registered in England and Wales under company number 14219476, with its registered office at 164–170 High Street, Crowthorne, England, RG45 7AT. VAT No. GB419765755.
The Service helps a UK employer that holds a Home Office sponsor licence (“the employer”), and a law firm that acts for employers on sponsorship (“the firm”), run a sponsorship from the vacancy to a file that keeps the records Appendix D asks a sponsor to keep. It reads the documents you upload, runs the same written rules every time, shows the quote and the rule behind each finding, and keeps a dated record. “You” means the employer or firm that signs up (the “Subscriber”, as the estate Terms of Service use that word).
The Service is supplied for use in the course of business, as section 4 of the estate Terms of Service says. Consumer cancellation and cooling-off rights do not apply.
2. Files and the six stages
SponsorFlow keeps the work on one person in a file. A file holds the work for one person (a candidate or a sponsored worker) for one employer. The work in a file falls into six stages:
- Role check: checking a role against the sponsorship rules, with the arithmetic shown.
- Candidate check: checking a person against the role, and listing what is still needed and who holds each item.
- Certificate: preparing the Certificate of Sponsorship data sheet, with the source of each field.
- Visa and start: recording the visa and the start date against the 28-day start window.
- Appendix D file: building the signed, hashed evidence pack of the records that Appendix D of the sponsor guidance asks a sponsor to keep.
- Keeping the licence: the worker register, the reporting diary and the records that keep a file ready for a Home Office visit.
A stage is “opened” by the party that first starts AI work for that stage on that person’s file.
3. Plans and price
There are two plans. Prices exclude VAT, which is added. Fees are billed in advance through Stripe, monthly or yearly.
| Plan | For | Monthly | Yearly |
|---|---|---|---|
| SponsorFlow (employer) | A licensed sponsor | £99 + VAT | £990 + VAT |
| SponsorFlow Partner (solicitor) | A law firm acting for sponsors | £198 + VAT | £1,980 + VAT |
We may change prices. A change takes effect for you from your next renewal after we have given you at least 30 days’ notice by email, as section 8.4 of the estate Terms of Service says. If you do not accept a change, cancel before it takes effect.
4. Free trial
Both plans start with a 30-day free trial of the whole Service. No card is needed to start, and nothing is charged when the trial ends. During the trial you have the AI allowance we set for trials (section 6).
If you have not chosen a plan when the trial ends, you can still sign in, read your records and export your reporting diary, but AI work stops. To carry on using the rest of the Service, choose a plan. Your records are kept as the schedules to the Data Processing Agreement describe.
5. Cancellation and refunds
You can cancel at any time from the Billing page in your account, or by emailing us. Cancelling stops the next renewal. It takes effect at the end of the billing period you have paid for, monthly or yearly, and you keep the Service until then.
We do not refund the unused part of a monthly or yearly billing period, unless the law requires it. This follows section 8.3 of the estate Terms of Service.
Once a cancellation takes effect, your account is treated as it is at the end of a trial (section 4).
6. The AI allowance
The Service uses AI to read documents and to run checks. Each plan includes an allowance of that work for each calendar month, UK time. We set the size of each allowance, and the solicitor plan includes three times the allowance of the employer plan. Your account shows how much of the month’s allowance you have used, as a percentage. The allowance is not shown or charged in pounds.
When the allowance is used up, optional AI work stops until the next month begins: for example, reading a case again, or running a role or candidate check again. The first reading of a newly uploaded case, and work already running, is never stopped.
Where we offer extra allowance to buy, you will see its price and how long it lasts before you buy it.
We may change an allowance. If we reduce the allowance of your plan, the reduction takes effect from your next renewal after at least 30 days’ notice by email.
7. Shared files: who pays
A file can be shared between an employer and the firm acting for it, once they are linked in SponsorFlow. For a shared file:
- Whoever opens a file pays for the stage it is in. The AI work at a stage counts against the allowance of the party that opened that stage (section 2).
- The other party sees it free. Viewing or downloading work the other party has paid for costs nothing.
- Nobody pays twice for one person. Work done at a stage is done once and shared, and the other party is never charged for work already done. If either party chooses to run work at that stage again, that new work counts against the party that runs it.
“Pays” here means that the work counts against that party’s AI allowance. Nobody is charged extra money for a file.
If the allowance of the party that opened a stage runs out during that stage, optional work at that stage stops for that party under section 6. The other party may carry on, and the further work it starts then counts against its own allowance. Work already counted is never counted again.
One person is recognised by the file: a shared file is one file that both parties see. SponsorFlow does not match people across files that are not linked.
8. Not immigration advice
Section 84 of the Immigration and Asylum Act 1999 restricts who may give immigration advice or services. SponsorFlow is not one of them, and the product is built so it never has to be. SponsorFlow provides evidence and workflow: it reads documents, runs written rules and shows what it found. Your solicitor, or adviser, decides. They accept or override each finding, give a reason and sign. Nothing in the Service, its outputs or its website is immigration or legal advice. The employer remains responsible for its own duties as a licensed sponsor, whatever the Service reports.
9. We never hold your SMS login
SponsorFlow never asks for, holds or uses Sponsorship Management System (SMS) login details, and it does not connect to the SMS. The Service prepares a data sheet of the details that a named SMS user then enters into the SMS themselves.
10. Accepting these terms
You accept these terms by ticking the box when you sign up, next to the words “By signing up I agree to the Terms and the Data Processing Agreement”. The tick covers these terms, the Data Processing Agreement v1.5, and each SponsorFlow schedule to it that is shown and linked at the tick: the Appendix D evidence-pack schedule and the pre-hire candidate upload schedule.
When you tick, we record the version of each document, the time, your name and email address, a masked form of your mobile number, and the internet address and browser of the request. If a document changes, we will ask an administrator to tick again before anyone uses the parts it affects.
The person who ticks confirms that they are authorised to accept these terms for the employer or firm named at sign-up. For a firm, that is a partner, member, director or other person with authority to bind the firm. For an employer, it is a director, an owner, its Authorising Officer or another person with authority to bind it. Later acceptances are given by the account owner or an administrator.
11. Your responsibilities
- You are responsible for the accuracy of what you enter and upload, and for controlling access to your account. Sign-in is protected by an emailed link and a code texted to your mobile; keep your phone and your inbox under your control.
- You are the controller of the personal data you put into SponsorFlow. Before you upload or ask for another person’s documents, you need a lawful basis, and you give that person the information the law requires. The Data Processing Agreement and its schedules set out how we process personal data on your instructions.
- You ask a candidate only for the items on the pre-hire schedule’s list that apply to the role.
- A firm confirms that it has its client employer’s authority to put that employer’s records, and its workers’ and candidates’ documents, into SponsorFlow.
- An employer’s duties as a licensed sponsor remain its own.
12. Candidates and workers
Candidates and workers who use a link we send on your behalf are not parties to these terms. Their relationship is with you, as section 3 of the estate Terms of Service describes for end-customers. Because a visa is being sponsored, you may need to ask a candidate for more than an ordinary job application would; ask only for what the role and the visa route need.
13. Availability and changes
We aim to keep the Service available and accurate but do not guarantee uninterrupted operation. We may update these terms, the Service or its pricing from time to time. Material changes will be notified to active subscribers by email before they take effect, and section 10 applies to any new version of a document.
14. Liability
To the extent permitted by law, our total liability to you arising out of or in connection with the Service is limited to the fees you paid to us in the 12 months before the first event giving rise to the claim. If you have paid us nothing, for example during the free trial, it is limited to £100.
We are not liable for decisions taken in reliance on a finding, check, data sheet or evidence pack; for any decision of the Home Office, including on a sponsor licence, a Certificate of Sponsorship or a visa; for regulatory action against you based on facts you control; for indirect, consequential or special losses; or for loss of profits, revenue, goodwill, data or business opportunity.
Liability for our processing of personal data is governed by section 9 of the Data Processing Agreement, which applies the liability terms of the estate Terms of Service.
We do not exclude or limit liability that cannot lawfully be excluded or limited, including for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.
15. Governing law
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.
16. Contact
Questions and support: hello@sponsorflow.uk. Legal notices about these terms: legal@everyguard.uk, or by post to the registered office in section 1.
SponsorFlow is not affiliated with or endorsed by the Home Office.