Business customer terms for global use of FlowDocs

Business terms. These Terms govern access to the FlowDocs ticketing, workflow and document-management software made available through Microsoft Teams and related interfaces. They apply only to customers acquiring the Services for business purposes. They do not offer the Services to a person acting mainly for personal, family or household purposes.

The Contract is formed only when an authorised Administrator affirmatively accepts the Contract Documents or when both parties sign an Order. Creating credentials or merely browsing a website does not by itself accept these Terms. The Customer must not use the Services if the accepting person lacks authority or the Customer does not agree.

1 Definitions

1.1. “Administrator” or “Admin” means a User authorised by the Customer to configure a Workspace, manage Users, receive notices and bind the Customer for account administration.

1.2. “Applicable Law” means law binding on a party in connection with the Contract, the Services, the Customer, the Processing or the relevant territory.

1.3. “Contract” means the Order, these Terms, the DPA and any promotion-specific terms that are validly incorporated at acceptance.

1.4. “Customer” means the legal entity identified in the Order or activation record and excludes a natural person acting mainly for personal, family or household purposes.

1.5. “Customer Data” means data, documents, tickets, messages, attachments, configurations and other material submitted to or generated through the Services by or for the Customer.

1.6. “DPA” means the then-current FlowDocs Data Processing Addendum (https://flowdocs.co/dpa) presented at acceptance or otherwise executed by the parties.

1.7. “Fees” means the amounts payable for the Services under an Order, excluding taxes, third-party charges, interest and collection costs.

1.8. “Order” means a marketplace purchase, online checkout, order form or other written ordering document that identifies the Services, plan, term and Fees.

1.9. “Services” means the FlowDocs software service, Microsoft Teams application and related support expressly included in an Order.

1.10. “User” means an individual whom the Customer authorises to use the Services.

1.11. “Workspace” means the FlowDocs environment associated with the Customer and its Microsoft tenant or other designated account.

2 Contract Documents and Precedence

2.1. If documents conflict, an Order prevails for its commercial terms; the DPA prevails for Processing of Customer Personal Data; promotion-specific terms prevail for the relevant promotion; and these Terms prevail for the Services generally. A document prevails only to the extent of the conflict.

2.2. The Privacy Notice (https://flowdocs.co/privacy_policy) describes FlowDocs’ controller processing and is not an agreement to vary the Contract. FlowDocs’ current subprocessor register is published at https://flowdocs.co/subprocessors Customer purchase orders and portal terms do not bind FlowDocs unless expressly accepted in a signed writing.

2.3. FlowDocs will make the Contract Documents available before acceptance and retain or identify the version accepted. The Customer should download or retain them with its Order.

3 Acceptance Authority and Notices

3.1. An Admin accepts by ticking an unchecked acceptance box linked to the Contract Documents and selecting the activation or purchase button, or by signing an Order. The Admin represents that they are at least 18 years old, have authority to bind the Customer and supplied accurate entity and contact details.

3.2. The parties consent to electronic contracting. FlowDocs may retain the document version or hash, timestamp, tenant and Workspace identifiers, Admin account, business email, authentication event, IP address and acceptance action as evidence, subject to Applicable Law.

3.3. The Customer must maintain a current Admin and monitored legal-notice email. Operational, security, billing, expiry, deletion and legal notices may be sent to that address, displayed in the Services or sent through Microsoft Teams. These notices are not marketing consent.

4 Availability and Services

4.1. FlowDocs may sell the Services to business customers worldwide where its sales channel makes them available. Availability does not represent that the Services satisfy every local, sector-specific, residency, procurement, licensing or accessibility requirement.

4.2. The Services depend on Microsoft Teams, Microsoft Entra ID, cloud, internet and other services outside FlowDocs’ control. The Customer is responsible for compatible Microsoft licences, devices, connectivity, configuration and third-party charges.

4.3. FlowDocs may modify features for security, law, third-party platform changes or service improvement. It will use reasonable efforts to give advance notice of a material reduction to paid core functionality. No service level, support response time, data-residency commitment or certification applies unless stated in the Order.

4.4. FlowDocs may impose and update reasonable technical, storage, message, automation, traffic, API and security limits. It may throttle activity that threatens the Services or creates disproportionate cost.

5 Accounts and Customer Responsibilities

5.1. The Customer is responsible for its Users, credentials, permissions, Workspace configuration, workflows, approvals, lawful instructions and Customer Data. It must promptly remove access for departing Users and notify FlowDocs of suspected unauthorised access.

5.2. The Customer must obtain all rights, notices and consents needed for Customer Data; maintain independent copies of critical records; export required data before expiry; and comply with employment, records, surveillance, sector and other laws applicable to its use.

5.3. The Customer must not share licences; create deceptive or duplicate accounts; resell except under a signed partner agreement; probe or bypass limits or security; introduce malware; scrape data; interfere with other users; use unapproved bots; or use the Services unlawfully or to infringe rights.

5.4. The Customer must not submit classified, highly regulated or special-category data unless the Order and DPA expressly permit it and appropriate safeguards are in place. FlowDocs is workflow software, not legal, medical, tax, accounting, employment, financial or regulatory advice.

6 Orders Fees and Taxes

6.1. Plan, quantity, term, currency, billing cycle and Fees are those shown in the Order. Purchases may be processed by Microsoft Marketplace or another channel identified at checkout. Channel terms govern payment processing, refunds and cancellation mechanics; this Contract governs the Services. FlowDocs does not accept card payments directly and does not store payment-card details; no payment channel other than the Microsoft Commercial Marketplace is offered at launch.

6.2. Paid subscriptions renew only as disclosed in the Order or checkout. The Customer must cancel through the stated channel before renewal. Promotional access does not convert to a paid subscription unless the Customer affirmatively orders a paid plan.

6.3. Fees are non-cancellable and non-refundable except as stated in the Order, the applicable sales-channel rules or mandatory law. FlowDocs may issue a credit at its discretion without admitting liability.

6.4. Fees exclude VAT, withholding and other taxes unless stated. The Customer must pay applicable taxes and, where law requires withholding, provide valid evidence and cooperate on available relief. FlowDocs remains responsible for taxes on its net income.

6.5. For direct invoices, undisputed sums are due within the period stated in the Order. FlowDocs may suspend paid access for overdue amounts after reasonable notice and may recover lawful collection costs and interest. The Customer may not set off amounts except where mandatory law requires.

7 Intellectual Property and Customer Data

7.1. The Customer and its licensors retain ownership of Customer Data. The Customer grants FlowDocs and its subprocessors a non-exclusive, worldwide, royalty-free licence during the Contract to host, copy, transmit, display, modify for technical formatting and otherwise process Customer Data only as needed to provide, secure and support the Services, comply with law and follow documented instructions.

7.2. FlowDocs and its licensors retain all rights in the Services, documentation, software, designs, trademarks, usage metrics and improvements. No right is granted except the limited subscription right in the Order.

7.3. FlowDocs may use aggregated or de-identified information that cannot reasonably identify the Customer, a User or a Data Subject to operate, secure and improve the Services and produce statistics, subject to Applicable Law.

7.4. If the Customer provides feedback, it grants FlowDocs a perpetual, irrevocable, worldwide and royalty-free right to use it without identifying the Customer or breaching confidentiality.

8 Data Protection

8.1. The DPA governs FlowDocs’ Processing of Personal Data on the Customer’s behalf. The Customer ordinarily acts as Controller and FlowDocs as Processor. Each party will comply with Applicable Data Protection Law in its role.

8.2. FlowDocs acts as an independent Controller for business contact, account, security, contracting and billing information as described in its Privacy Notice. Marketing is subject to separate consent or another lawful basis and may be withdrawn without charge.

9 Confidentiality

9.1. Each receiving party will protect the other party’s non-public information that is marked confidential or reasonably should be understood as confidential, use it only for the Contract and disclose it only to personnel, professional advisers, subprocessors and authorities who need it and are bound by suitable duties.

9.2. Confidential Information excludes information the receiving party can show was lawfully known without restriction, independently developed, lawfully received from another source or made public without breach. A legally compelled disclosure is permitted after notice where lawful and reasonable cooperation at the disclosing party’s cost.

9.3. These duties continue for three years after termination and for trade secrets and Personal Data for so long as protected by Applicable Law.

10 Security and Suspension

10.1. FlowDocs will maintain reasonable technical and organisational measures described in the DPA. No internet or cloud service is completely secure, uninterrupted or error-free.

10.2. FlowDocs may investigate and immediately restrict, quarantine or suspend affected access where reasonably necessary to address security risk, unlawful use, sanctions, fraud, abuse, non-payment, third-party platform action or material legal, operational or financial risk. Where the issue can safely be cured, FlowDocs will give notice and a reasonable opportunity to cure.

11 Warranties and Disclaimers

11.1. For a paid Service, FlowDocs warrants that it will provide the Service with reasonable skill and care and substantially in accordance with then-current documentation. The Customer’s exclusive contractual remedy is re-performance or, if FlowDocs cannot materially cure, termination of the affected Service and a pro-rata refund of prepaid unused Fees.

11.2. To the maximum extent permitted by law, all other warranties and conditions are excluded. FlowDocs does not warrant uninterrupted operation, preservation of every record, compatibility with every configuration, any business result, legal compliance of Customer workflows, absolute security or that all defects will be corrected.

11.3. Free, trial and promotional Services are provided as is and as available without contractual warranty, subject to rights that cannot lawfully be excluded.

12 Indemnities

12.1. The Customer will defend and indemnify FlowDocs, its affiliates and personnel against third-party claims, regulatory losses, damages, penalties and reasonable legal costs arising from Customer Data, the Customer’s or Users’ unlawful or unauthorised use, infringement of third-party rights, failure to obtain required rights or consents, or breach of Sections 3, 5, 13 or 14, except to the extent caused by FlowDocs’ breach of the Contract.

12.2. FlowDocs will defend the Customer against a third-party claim that the unmodified paid Service, when used as authorised, infringes that party’s copyright, patent or trademark, and will pay finally awarded damages or approved settlement amounts. FlowDocs may procure continued use, modify or replace the Service, or terminate the affected Service and refund prepaid unused Fees.

12.3. FlowDocs has no obligation for claims caused by Customer Data, third-party products, unauthorised use or modification, combination not supplied by FlowDocs, continued use after notice, or compliance with Customer instructions. The indemnified party must give prompt notice, reasonable cooperation and sole defence control, without permitting an admission or non-monetary obligation for that party without consent.

13 Limitation of Liability

13.1. To the maximum extent permitted by law, FlowDocs’ total aggregate liability arising out of or relating to the Contract, the DPA, the Services and all Orders, including its indemnity obligations, will not exceed the lesser of: (a) the Fees paid or payable by the Customer for the affected Order during the twelve months before the first event giving rise to liability; and (b) the total Fees paid or payable for the then-current subscription term of that affected Order. For a free, trial or promotional Service, the cap is zero.

13.2. The cap is cumulative, not per claim, incident, User, Workspace, document or theory, and related events are one event. Credits, refunds, re-performance and indemnity payments count toward the cap. Liability does not stack across these Terms, the DPA, an Order or promotion terms.

13.3. To the maximum extent permitted by law, FlowDocs is not liable for indirect, incidental, special, exemplary, punitive or consequential loss, or for loss of profit, revenue, opportunity, anticipated savings, goodwill, business interruption or data, whether direct or indirect. FlowDocs is not liable for third-party platforms, customer configuration or failure to maintain backups.

13.4. Nothing excludes or limits liability only to the extent exclusion or limitation is prohibited by mandatory law. The Contract does not cap the Customer’s payment obligations or its liability under Section 12.1. No contractual cap prevents a regulator or other authority from exercising powers it has under mandatory law.

14 International Trade and Compliance

14.1. The Customer represents that it and its Users are not prohibited or sanctioned persons and will not access or use the Services in an embargoed territory or for prohibited end uses. FlowDocs may refuse, suspend or terminate access where required by export-control, sanctions or trade law.

14.2. Each party will comply with anti-bribery and anti-corruption law applicable to it. The Customer is responsible for local registrations, approvals, records and sector rules arising from its deployment or resale of the Services.

15 Term Termination and Data

15.1. The Contract begins on acceptance or the Order effective date and continues for the subscription term. Either party may terminate for material breach not cured within thirty days after notice, or immediately if cure is impossible, the other party becomes insolvent, or continued performance is unlawful.

15.2. On expiry or termination, access ends, unpaid Fees become due, and the Customer must export required Customer Data during any stated retrieval period. Return, deletion, backup retention and certification are governed by the DPA and any Order-specific commitment.

15.3. Provisions intended by nature to survive do so, including accrued payment, ownership, confidentiality, data protection, indemnities, liability, dispute and general provisions.

16 Changes

16.1. FlowDocs may update the Contract Documents for law, security, operations or product reasons. It will notify registered Admins of a material change at least fourteen days before effect unless urgent action requires a shorter period.

16.2. A change that materially increases Customer obligations, adds an indemnity, reduces a promised paid-term benefit or changes dispute terms applies during an existing paid term only after affirmative acceptance, unless required by law. Other changes may apply on the stated date; continued use after that date constitutes acceptance to the extent permitted by law.

17 Governing Law and Courts

17.1. The Contract and non-contractual obligations arising from it are governed by the federal laws of the United Arab Emirates and the laws applicable in the Emirate of Sharjah, without regard to conflict-of-law rules. The courts of Sharjah have exclusive jurisdiction, subject to mandatory jurisdiction and either party’s right to seek urgent interim relief from a competent court.

17.2. Customers outside the UAE remain responsible for mandatory local law that applies despite the chosen law. This clause does not create consumer rights where the Customer contracted solely for business purposes. The English version governs between the parties, subject to mandatory law and any certified Arabic translation required in UAE proceedings.

18 General and Contact

18.1. Neither party is liable for delay caused by events beyond reasonable control, excluding payment obligations. Neither party creates a partnership, agency or employment relationship. The Customer may not assign without consent; FlowDocs may assign to an affiliate or with a merger, financing, reorganisation or sale of the relevant business or assets.

18.2. If a provision is unenforceable, it will be limited or removed only to the minimum extent and the remainder continues. Failure to enforce is not a waiver. No third party has Contract rights except an indemnified party or as mandatory law requires.

18.3. Provider and legal notices: FlowBe FZE, SRTIP Licence 4157, Sharjah Research Technology and Innovation Park, Block B-B21-121, Sharjah, United Arab Emirates. Service and support: support@flowdocs.co. Legal notices: admin@flowdocs.co. FlowDocs aims to respond to support requests within one to two UAE business days; this is a target, not a service level.