Terms of Service

1. Status and B2B focus

The services are currently offered primarily to businesses, organisations, sole traders and professionals acting for business purposes. They are not currently designed as consumer subscription services. If a person may be acting as a consumer, separate confirmation and appropriate consumer terms may be required before service activation. Nothing in these Terms excludes rights that cannot lawfully be excluded.

The contracting legal entity and its registered details are stated in the relevant written proposal, Order Form, invoice or service agreement before a paid service begins. Website use alone does not identify the final contracting entity or create a paid engagement.

2. Definitions

Client

The business or professional customer identified in the accepted written agreement.

FlowOps

The FlowOps AI contracting entity identified before paid service begins.

Services

The pilot, setup, workflow operation, support or related work expressly agreed in writing.

Workflow

A defined process with an agreed trigger, inputs, processing, approval points, outputs and completion criteria.

Order Form

An accepted Order Form, Statement of Work, proposal or other written client-specific service document.

AI Output

An AI-assisted draft, summary, classification, recommendation or other probabilistic output.

Human Review

The review or approval by an authorised person before an agreed business-critical or external action.

Client Materials

Data, content, instructions, credentials and other materials supplied or authorised by the Client.

3. Document hierarchy

Mandatory applicable law prevails. A separately signed data processing addendum governs processing matters within its scope. An accepted Order Form defines the client-specific workflows, integrations, limits, charges, acceptance criteria and exclusions. These Terms govern the general contractual relationship, the Service Scope describes general operating boundaries, and the pricing pages provide a commercial summary.

A client-specific document changes these Terms only where the agreed variation is explicit, identifies the affected provision and is accepted in writing by authorised representatives. It does not automatically override the whole of these Terms.

4. Contract formation and authority

Website content, pricing and workflow-review forms are invitations to discuss a potential engagement or request a proposal unless expressly stated otherwise. A form submission does not reserve capacity, guarantee a price, activate a subscription or create a paid contract.

A binding service agreement is formed only when the applicable written proposal, Order Form, Statement of Work or other agreement and these Terms are accepted by authorised representatives, or when another written formation step expressly stated in the proposal is completed. Acceptance may be recorded by signed PDF, an appropriate electronic-signature platform, documented email acceptance or another agreed written method.

Each signatory confirms that they are authorised to bind the represented organisation, order the Services, approve the stated systems and data sources, give lawful processing instructions and provide accurate business and billing information. FlowOps may request reasonable evidence and delay activation until authority, access or required information is confirmed.

5. Pilot services

A pilot is a time-limited, written engagement with an agreed scope, charges, assumptions, controls and success criteria. A pilot may be paid or discounted; it is not automatically free or a complete production service. It does not guarantee a commercial result, does not create a subscription automatically and cannot roll into live service without separate written acceptance. Any continuation into a live service must be agreed separately in writing.

6. Monthly services

Monthly services are invoiced manually for the agreed recurring service period. The billing date, payment due date and notice period are stated in the Order Form, written proposal or invoice. No automatic card payment or online subscription activation is currently provided.

7. Annual services

The annual price is the full fee for one agreed 12-month service period and reflects pricing equivalent to ten monthly fees. Start and end dates, invoicing arrangements, any approved payment schedule and early-termination position are stated in the Order Form. An annual service is not presented as monthly billing for an annual commitment.

8. Renewal and Founding Partner pricing

Unless an Order Form expressly provides otherwise and the Client clearly accepts the mechanism, a fixed service period does not renew automatically. The parties may agree a renewal in writing before the current period ends.

A Founding Partner annual base-fee guarantee starts only if a separate annual service agreement is formed in writing during the pilot. It then applies only while the original package, workflows, usage, users, teams, data sources, integrations, continuous service and payment status remain materially unchanged. A changed package, workflow, integration, team, country or language requirement, material volume increase, external provider cost, tax, law, security or compliance requirement may require a revised quotation. The guarantee ends on cancellation, interruption or unresolved non-payment.

9. Setup and recurring fees

The setup fee is separate from recurring service fees. It may cover discovery, workflow mapping, technical design, configuration, implementation, testing, onboarding, documentation and acceptance work. Deliverables and milestones are defined in the Order Form. Once work has begun, treatment of completed, committed and undelivered work follows the written agreement and applicable law.

Recurring fees cover the approved operational scope, monitoring, support and agreed optimisation allowance. New workflows, integrations, departments, users, permissions, data sources, material volume changes or custom work may require a change request, setup charge, package change or separate proposal.

10. Manual invoicing, currency, VAT and taxes

Payments are currently arranged by manual invoice. Online checkout, automatic card charging and automatic subscription billing are not active. The proposal, Order Form or invoice states the currency, invoicing schedule, due date and accepted payment method.

The applicable VAT, sales tax, withholding, reverse-charge treatment or other tax depends on the contracting entity, its registration status, the Client's location and status, the place and nature of supply, and applicable law. The written proposal and invoice will state the treatment confirmed for the transaction. FlowOps will not charge or represent VAT as charged unless entitled and required to do so.

11. Third-party costs

External services and usage charges are not included unless the Order Form expressly says so. These may include AI providers, Google or Microsoft services, CRM licences, email or messaging, hosting, storage, mapping and document processing. The Order Form identifies included and excluded costs, the payer, approved assumptions and any usage allowance. Provider prices, taxes and exchange rates may change.

12. Late payment and invoice disputes

A Client should raise a genuine invoice dispute promptly in writing with enough detail to investigate it and should pay undisputed amounts when due. FlowOps will investigate reasonably. After notice and a reasonable opportunity to resolve an undisputed overdue amount, affected Services may be proportionately suspended. Interest and recovery costs apply only where the contract or applicable law permits them.

13. Suspension

FlowOps may restrict only the Services reasonably necessary to address unresolved non-payment, unlawful or abusive use, a material security risk, breach of an agreed limit, provider restrictions or a material contractual breach. Where practicable, FlowOps will give notice, explain the issue and allow a reasonable opportunity to resolve it. Urgent action may be taken where delay would create material harm, security exposure or legal risk.

14. Cancellation, termination and refunds

Convenience cancellation, notice periods and annual early termination are client-specific commercial decisions recorded in the Order Form. These Terms do not create a general right to cancel at any time without charge. Either party may terminate for an unremedied material breach under the procedure agreed in writing; any cure period must be set in the Order Form or applicable law.

Refund eligibility depends on the reason for ending, work completed, committed third-party costs, the service period, the Order Form and mandatory law. No blanket “no refunds” rule applies. Fees already earned and undisputed amounts remain payable; unused prepaid amounts are handled under the accepted agreement and applicable law.

15. Consequences of ending

On expiry or termination, access and processing may cease. Subject to law, security and the agreed technical capability, Client data may be made available in an agreed common format and then returned or deleted according to the Order Form or DPA. Backup deletion may follow the applicable retention cycle rather than occur immediately. Accrued payment obligations and provisions intended to survive, including confidentiality, IP, data protection and liability provisions, continue as applicable.

16. Support and service levels

Package support and operating targets are described in the Service Scope and Order Form. They are targets rather than guaranteed service levels unless a signed service level agreement says otherwise. The Order Form must confirm the applicable support hours and timezone before activation.

17. Fair Use and prohibited use

The Services are for normal business use within written workflow and volume assumptions. The Client must not use them unlawfully, deceptively, to discriminate or cause harm, infringe rights, distribute malicious content, bypass limits or security controls, attack services, process data without authority, or automate regulated professional decisions without the required qualified review.

Where use materially exceeds assumptions, the parties should review technical and commercial options. Protective restrictions must be proportionate to security, availability, third-party or legal risk.

18. Third-party providers and changes

FlowOps may use and, where reasonably necessary, replace third-party providers. Availability and performance may depend on those providers. FlowOps remains responsible for its own selection, configuration and contractual obligations but does not control every provider outage, price, policy or service change. Material workflow changes will be communicated where reasonably practicable.

19. AI Output and Human Review

AI Output is probabilistic and may be inaccurate, incomplete, outdated, biased or unsuitable. It is decision support, not legal, financial, medical, engineering or other professional advice. The Client must appoint suitable reviewers and follow the approval points recorded in the workflow.

External messages, legally significant steps, financial commitments, safety-critical actions and decisions affecting rights should not be taken solely on unreviewed AI Output. Business-critical external actions are not autonomous by default. Any expressly approved automation must have documented authority, safeguards, exception handling and rollback or escalation arrangements. FlowOps must use reasonable care in design and testing; this section does not transfer all responsibility to the Client.

20. Client and FlowOps responsibilities

The Client is responsible for lawful and accurate inputs, appropriate notices and legal bases, authorised access, user and credential management, designated reviewers, professional verification, lawful instructions and prompt reporting of suspected incidents.

FlowOps will provide the agreed scope with reasonable skill and care, maintain documented change and Human Review controls, apply reasonable security and data-handling practices, preserve approved client isolation, investigate reported faults and communicate material incidents or provider changes where relevant. FlowOps does not guarantee revenue, conversion, uninterrupted providers, universal compatibility or automatic compliance in every jurisdiction.

21. Privacy roles and DPA

Data-protection roles depend on the purpose and means of each processing activity. In many Client workflows, the Client may act as controller and FlowOps may act as processor when handling personal data on documented instructions. FlowOps may act as an independent controller for its own billing, security, legal, sales and business-administration purposes.

Where FlowOps processes personal data on the Client's behalf, the parties must determine whether a separate data processing addendum is required before live processing. It should address instructions, confidentiality, security, subprocessors, transfers, rights requests, incidents, audit assistance and return or deletion.

22. Subprocessors, transfers and retention

Only providers relevant to an approved workflow should receive necessary data. Applicable subprocessors, processing locations and safeguards should be documented in the Order Form, DPA or an approved register. No particular international-transfer mechanism is promised until the transfer has been assessed and documented.

Retention is based on the workflow purpose, Client instructions, legal duties, security and technical constraints. The Order Form or DPA should state the active retention period, export window and deletion approach. Immediate deletion from every backup cannot be guaranteed.

23. Security and incidents

FlowOps applies reasonable, risk-based technical and organisational controls appropriate to the agreed service, including client separation and server-side secret handling where supported by the architecture. Security is a shared responsibility and no system is guaranteed to be immune from every threat.

Each party must notify the other without undue delay after becoming aware of a relevant incident and provide reasonable information and cooperation. Regulatory notification duties and timescales depend on the parties' roles, facts and applicable law.

24. Intellectual property and Client Materials

Each party keeps its pre-existing intellectual property. FlowOps retains its reusable software, prompts, templates, methods, workflow patterns, tools and know-how. The Client retains its Client Materials and business data. The Client grants FlowOps a limited licence to use Client Materials only to provide, secure and support the agreed Services.

Ownership or licensing of a bespoke deliverable must be stated in the Order Form; neither full transfer to the Client nor full FlowOps ownership is assumed automatically. During the active service period, the Client receives the non-exclusive, non-transferable rights expressly required to use the agreed service.

25. Confidentiality and case studies

Each party must protect the other's non-public commercial, technical, security and personal information, use it only for the agreed relationship and disclose it only to people or providers who need it and are bound by appropriate duties. Standard exclusions for public, previously known, independently developed or lawfully received information apply. Duration and trade-secret treatment require confirmation in the signed agreement.

No Client name, logo, identifiable result or case study may be published without prior written permission. Any Founding Partner feedback or anonymised-result permission must be explicit, limited and revocable as agreed; a discount does not create unrestricted marketing rights.

26. Warranties and disclaimers

FlowOps warrants that it will perform the agreed Services with reasonable skill and care. Except as expressly agreed and to the extent permitted by law, the Services and AI Output are provided without a guarantee of error-free operation, uninterrupted availability, particular commercial results or suitability for an undisclosed purpose.

27. Liability

Neither party seeks to exclude liability that cannot lawfully be excluded, including liability for fraud or fraudulent misrepresentation and any other category protected by mandatory law. Subject to legal review, neither party should be liable for indirect or consequential loss that was not reasonably foreseeable, while direct loss, data loss, confidentiality, security and IP risks require the allocation stated in the signed agreement.

The contractual liability cap for a paid service, and any separate or higher cap for specified risks, must be stated in the applicable Order Form or written agreement before activation. Until that allocation is agreed, a paid service must not begin. Nothing on this website supplies a final cap.

28. Force majeure

Neither party is responsible for delay caused by an event beyond its reasonable control where it took reasonable steps to mitigate the effect and notified the other party. This may include major infrastructure, internet, cloud or provider failure, cyberattack, power failure, government action or natural event. Avoidable poor planning, lack of funds or an internal failure within reasonable control is not automatically force majeure.

29. Assignment and subcontractors

FlowOps may use suitable subcontractors and providers while remaining responsible for its contractual obligations. Neither party may assign the agreement in a way that materially prejudices the other without the consent or transfer mechanism agreed in writing. Data-processing subcontractors remain subject to the applicable DPA process.

30. Notices, changes and entire agreement

Operational communications may use agreed email contacts. Formal notice methods and addresses must be stated in the Order Form. A change to the contracted scope or legal terms must be documented and accepted through an authorised written process.

The accepted Terms, Service Scope, Order Form or SOW, any separate DPA, approved change requests and expressly incorporated schedules form the agreement. This does not exclude fraud, fraudulent misrepresentation, mandatory rights or a separately accepted written document.

31. Governing law, disputes and language

The governing law, jurisdiction and any senior-representative discussion or other dispute step must be stated in the applicable Order Form or signed agreement after qualified review. No jurisdiction is selected by this public working version.

The governing contract language and the treatment of translations must be confirmed for each engagement. A translation is not automatically authoritative merely because it appears on the website.

32. Severability, waiver and survival

If a provision is unenforceable, it should be adjusted or separated only as far as necessary without affecting the remainder. Delay in enforcing a right is not automatically a waiver. Provisions that by nature should continue after the Services end survive to the extent applicable.

33. Related documents and review notice

See the Service Scope, Privacy Policy, Data Handling, Security Overview, Payment Options, Update options and Ecosystem. The Client-specific Order Form and any DPA are supplied directly and are not public website documents.

These are an operational legal working version, not a statement that every clause has been approved for every country. The final contracting entity, tax treatment, governing law, notice period, refund model, liability allocation, data terms and language must be professionally reviewed and agreed before public contracting or paid activation.

Questions may be sent to hello@flowopsai.ai.

Operational template text. Owner and counsel review is required before Production. This is not a licensed attorney opinion. No company registration number or address is stated here.