Terms of Service

1. The agreement

These terms govern your use of the FlowX platform, apps, and website. They are between FlowX ("we", "us") and the organization whose workspace you use — or you personally, where you use FlowX outside an organization. By creating a workspace, accepting an invitation to one, or signing in to the apps, you accept these terms on behalf of yourself and, where applicable, the organization you represent.

Where documents conflict, a signed order form comes first, then these terms.

2. The service

FlowX is an operations platform for tasks, requests, approvals, projects, routines, documents, and operational conversations, with an audit trail over them. It is delivered as a web application (including at your workspace subdomain), as iOS and Android apps, and through the notifications and emails those generate. What your workspace includes depends on your plan; the plan, features, and limits in effect are shown in Settings → Billing & usage.

3. Changes to the service

• We develop FlowX continuously. We may add, change, replace, restrict, or remove any feature, integration, or part of the service at any time, and we may set or adjust technical limits — file sizes, quotas, rate limits, retention windows — where needed to keep the platform secure, lawful, and operable.
• On paid plans, if we permanently remove a feature you use and that removal materially reduces the value of what you pay for, we give workspace administrators at least 30 days' notice by email or in the product — unless a shorter timeline is required for security, legal, or third-party reasons.
• Your remedy in that case is to terminate the affected subscription before the change takes effect and receive a pro-rata refund of fees prepaid for the unused period. No other compensation is owed.
• We may end support for older app versions, browsers, and operating systems, and for third-party services we do not control (identity providers, payment providers, email and push delivery). A change made by such a third party is not a breach of these terms.
• Features labelled preview or early access may change or be withdrawn at any time without notice — see section 14.
• Continuing to use the service after a change takes effect means you accept it.

4. Your workspace and your data

• Your organization owns the content created in its workspace (tasks, requests, approvals, projects, documents, comments, attachments, and voice notes).
• Workspace administrators control membership, roles, permissions, workspace settings, and data exports, and can see workspace content according to the permissions the workspace grants them.
• You are responsible for the content in your workspace and for having the right to store it — including personal data of your staff, customers, and suppliers.
• If you enable email intake, messages sent to your workspace's intake address — with their attachments and sender details — are stored in your workspace as records. You are responsible for telling senders that this happens.
• Voice notes may be transcribed automatically by a transcription service we run on our own infrastructure. Audio is not sent to third-party AI providers.
• Audit history is retained for the window your plan provides (30 to 365 days). Export what you need to keep before that window passes.
• We process workspace content only to provide, secure, and support the service — see the Privacy Policy.

5. Accounts, access, and security

• Keep your credentials confidential; you are responsible for activity under your account. Accounts are personal — do not share one between people.
• You may sign in with a password, Google or Microsoft single sign-on, or a passkey, and administrators may require two-factor authentication. Where you connect an identity provider, you are responsible for how it is configured and for the accounts it authorizes.
• Workspace administrators are responsible for who they invite and for what those members can reach.
• Notify us promptly of any suspected unauthorized access.
• We may suspend an account or workspace immediately where it threatens the security, integrity, or lawful operation of the service.

6. Acceptable use

You agree not to use FlowX, and not to let anyone using your workspace use it, to:

• store or distribute unlawful content;
• infringe others' intellectual-property or privacy rights;
• upload malware, or attempt to reach data, workspaces, or systems you are not authorized to reach;
• probe, disrupt, or overload the service or other tenants, including automated load and security testing without our written consent;
• circumvent seat counts, quotas, plan limits, or payment gates;
• send bulk unsolicited email or messages through the service;
• resell or provide the service to a third party without a written agreement with us.

We may remove content or suspend access where we reasonably believe this section has been breached.

7. Plans, seats, and limits

• Your plan sets the features enabled, the seats and storage included, and the monthly API and webhook allowances.
• Billable seats are the greater of the active paid users in your workspace and the plan's minimum billed users. A user added mid-cycle is charged for that cycle.
• You can add capacity — extra seats, storage packages, and resource blocks — which is charged monthly for as long as it is active.
• Usage above your allowance is billed as an overage, per started block of 10,000 calls or events.
• Hard limits block the action; soft limits warn. Current limits, usage, and prices are shown in Settings → Billing & usage before you purchase.

8. Trials

• Where a plan offers a trial, it runs for the period shown when you create the workspace and is free within its seat and quota limits. One trial per organization.
• Trials are provided "as is", with no service-level commitment.
• We notify administrators before a trial ends. If it is not converted to a paid plan, access ends after a short grace window and the workspace is closed, subject to section 12.

9. Fees, billing, and taxes

• Paid plans are billed in advance, monthly or annually, at the prices shown at the time of purchase. On annual subscriptions the base fee and seats are invoiced at the annual renewal; monthly-recurring items and usage overages are invoiced monthly.
• Depending on your billing country, either FlowX bills you directly through its payment gateway, or a merchant of record processes the sale as the seller for that transaction and its terms apply to that payment. Your checkout and your invoice state which applies.
• We never receive or store your full card details — the payment provider handles them under its own PCI-DSS compliance.
• Prices exclude tax unless stated otherwise. Applicable VAT or sales tax is added at the rate for your billing country, based on the billing details you give us; keeping those details accurate is your responsibility.
• Setup fees are invoiced separately from recurring charges. Coupons and account credits apply to the invoice they are issued for and have no cash value.
• Invoices, receipts, and the calculation behind each line are available in Settings → Billing & usage.

10. Late payment and suspension

If an invoice is not paid by its due date we send reminders, and the workspace enters the grace period stated in the overdue notice (7 days by default). If payment is still unresolved after it, the workspace is suspended: sign-in and your data remain available, new work is blocked. A suspended workspace is reactivated once the balance is cleared, and one that stays suspended may be closed under section 12.

11. Price changes

We may change prices, plan contents, and included allowances. Changes take effect at your next renewal, and we give workspace administrators at least 30 days' notice by email before they apply. If you do not accept a price change, cancel before the renewal date.

12. Cancellation, termination, and export

• You can cancel a subscription at any time; access continues to the end of the paid period. Fees already paid are not refunded except where section 3 or the law requires it.
• Administrators can export their workspace's records from the app at any time, and close the workspace in Settings → System. A full workspace archive is available from support on request.
• After closure, workspace data is retained so that support can reverse the closure. It is not deleted automatically: an administrator can ask us to erase it, and we do so on request.
• We may suspend or terminate for a material breach not remedied within 14 days of notice, for non-payment under section 10, or immediately for unlawful use or a threat to the platform.

13. Availability and support

We aim for high availability and take maintenance windows when needed, announcing planned maintenance that affects use. Unless your plan or a signed order form states a service level, no uptime commitment applies, and none applies during a trial. Support is available in the product (Report an issue) and at support@flowx.ninja.

14. Early-access features

Features we label preview or early access may be incomplete, may change, and may be withdrawn at any time without notice. They carry no service level, are excluded from the notice period in section 3, and are not certified for regulated or safety-critical work. We tell you in the product when a feature is in that state.

15. Intellectual property and feedback

• We and our licensors own the FlowX platform, software, design, and brand. These terms grant you a non-exclusive, non-transferable right to use the service for the duration of your subscription, and nothing else.
• You keep ownership of your workspace content and grant us only the limited licence needed to host, process, back up, and display it to your authorized users in order to run the service.
• If you send us feedback, suggestions, or bug reports, we may use them to improve the service without obligation or compensation.

16. Confidentiality

Each party keeps the other's non-public information confidential, uses it only for the purposes of these terms, and protects it with at least the care it applies to its own confidential information. This does not cover information that is public, was independently developed, or must be disclosed by law.

17. Disclaimers

Except where these terms or a signed order form say otherwise, the service is provided "as is" and "as available", without warranties of any kind, express or implied — including merchantability, fitness for a particular purpose, and non-infringement — to the maximum extent permitted by law. We do not warrant that the service will be uninterrupted or error-free, or that it satisfies a regulatory requirement that applies to your business.

18. Liability

To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, or consequential damages, or for lost profits, lost revenue, or lost or corrupted data. Our total aggregate liability under these terms is limited to the amounts you paid us in the twelve months before the claim arose. Nothing here limits liability that cannot be limited by law, or your obligation to pay fees due.

19. Indemnity

You will defend and indemnify us against third-party claims arising from your workspace content, from use of the service in breach of these terms, or from your breach of applicable law — including claims by your members, customers, or the people whose data you store — except to the extent the claim arises from our own breach.

20. Changes to these terms

We may update these terms. The current version is always on this page with the date above. For material changes we give workspace administrators at least 30 days' notice by email or in the product before they take effect; other changes take effect when posted. If you do not accept a change, cancel before it takes effect — continued use after that is acceptance.

21. Governing law and disputes

These terms are governed by the laws of the Kingdom of Saudi Arabia, without regard to conflict-of-law rules, unless a signed order form states otherwise. The parties will first try in good faith to resolve any dispute; failing that, the competent courts of Riyadh have exclusive jurisdiction.

22. General

You may not assign these terms without our written consent; we may assign them to an affiliate or in connection with a merger or sale of the business. If a provision is held unenforceable, the rest stays in force. A delay in enforcing a right is not a waiver of it. Neither party is liable for a failure caused by events beyond its reasonable control. Notices to you go to the workspace administrators' email addresses on file; notices to us go to support@flowx.ninja. These terms, any signed order form, and the policies they reference are the entire agreement between the parties on this subject.

23. Contact

Questions about these terms: support@flowx.ninja.