Terms and Conditions

1. About Hubflow

• Legal entity: [FULL LEGAL ENTITY NAME]
• Trading name: Hubflow
• Registered address: [ADDRESS]
• Registration number: [NUMBER, IF APPLICABLE]
• Contact email: [LEGAL OR BUSINESS EMAIL]

Our services are offered to businesses and professional users, not to consumers acting primarily for personal, family or household purposes.

2. Contract Documents and Priority

A client engagement may include:

• a signed proposal, statement of work or order form;
• a data-processing agreement, where applicable;
• these Terms; and
• referenced service or acceptable-use policies.

If there is a conflict, the documents apply in the order listed above unless the signed document expressly states otherwise.

3. Our Services

Hubflow designs, configures and may manage AI-enabled workflows, automation systems, integrations, websites and related digital services. The exact scope, deliverables, assumptions, supported integrations, timeline and fees are set out in the applicable proposal or statement of work.

An “AI employee” is a business-facing description of a configured system using AI, automation, integrations, approved rules and human escalation. It is not a human employee, legal representative or independent professional adviser.

Any item not expressly included in the agreed scope is outside the service and may require a separate quote.

4. Proposals, Acceptance and Changes

A proposal remains open for the acceptance period stated in it. A contract begins when the client signs, accepts electronically, pays an invoice that states acceptance constitutes agreement, or otherwise confirms acceptance in writing.

Changes to scope, channels, integrations, data, volumes, business rules, delivery dates or approval requirements may affect fees and timing. We will document material changes through a change request, revised proposal or written confirmation.

5. Client Responsibilities

The client agrees to:

• provide accurate, complete and lawful instructions, information and content;
• appoint an authorised contact for decisions, approvals and escalations;
• provide timely access to required systems and accounts;
• obtain necessary permissions, notices and consents for personal information and communications;
• review and approve workflows, knowledge, messages, permissions and test results;
• maintain appropriate human oversight for sensitive or high-risk activities;
• keep credentials secure and notify us promptly of suspected compromise;
• comply with applicable laws, platform rules and third-party terms; and
• avoid submitting data or requesting actions outside the agreed scope.

Delays or additional work caused by missing access, late approvals, inaccurate information or changed requirements may result in revised dates and additional fees.

6. AI-Specific Conditions

AI systems can produce incomplete, inaccurate or unexpected outputs. The client must not rely on an AI employee as the sole decision-maker for legal rights, employment, credit, healthcare, safety, financial advice or another high-impact decision unless the parties have expressly agreed an appropriate compliant design and human-review process.

Unless expressly included in writing, Hubflow does not guarantee:

• a particular number of leads, meetings, sales, resolutions or payments;
• error-free or uninterrupted operation;
• complete accuracy of AI-generated content;
• compatibility with every third-party platform or future platform change; or
• that automation removes the need for human review.

The client remains responsible for its offers, products, services, customer commitments, professional decisions and use of system outputs.

7. Acceptable Use

You must not use the website or services to:

• break the law or infringe another person’s rights;
• send unlawful spam, harassment, threats or deceptive communications;
• impersonate another person or misrepresent automated communication;
• process data without an appropriate lawful basis or authority;
• create malware, bypass security or gain unauthorised system access;
• automate discrimination or prohibited high-impact decisions;
• generate or distribute illegal, fraudulent or harmful content;
• conduct formal debt collection, legal threats or regulated activity through an invoice workflow unless expressly lawful, approved and included; or
• exceed agreed usage, technical or platform limits.

We may suspend affected services where reasonably necessary to address security, legal, payment or material misuse concerns.

8. Fees, Taxes and Payment

Fees and payment dates are stated in the relevant proposal or invoice. Unless stated otherwise:

• pilots and prepaid packages are payable in full before work begins;
• implementation fees are payable according to the milestones in the proposal;
• recurring management fees are payable in advance;
• fees exclude applicable taxes, duties and third-party charges;
• bank, currency-conversion and payment-processing fees are the client’s responsibility; and
• paid and commenced pilots are non-refundable except where mandatory law requires otherwise.

If payment is overdue, we may pause work after providing reasonable notice. We may charge lawful late-payment interest and reasonable recovery costs where permitted and stated in the contract.

9. Third-Party Services and Usage Costs

Our services may depend on third-party platforms, including hosting, AI models, email, messaging, CRM, help-desk, accounting, calendar and automation providers.

Unless expressly included:

• the client is responsible for third-party subscriptions, usage fees and accounts;
• third-party services are governed by their own terms and privacy policies;
• Hubflow does not control their availability, pricing, features or policy changes; and
• work needed because a third party changes or withdraws an integration may be separately chargeable.

We will use reasonable care when selecting and configuring agreed providers but do not warrant a third party’s service.

10. Intellectual Property

Each party retains ownership of intellectual property it owned before the engagement or developed independently from it.

The client retains ownership of its brand assets, content, data, policies, documentation and confidential business information.

Subject to full payment, the client receives the ownership or licence expressly stated in the applicable proposal for custom deliverables. Unless the proposal states otherwise, Hubflow retains ownership of its reusable methods, know-how, templates, libraries, prompts, connectors, generic workflow components and pre-existing materials. Hubflow grants the client a non-exclusive licence to use any retained Hubflow component only as incorporated into and necessary to use the paid deliverable.

Third-party and open-source components remain subject to their applicable licences.

11. Client Materials and Permissions

The client grants Hubflow a limited licence to use client-provided information, content, trademarks, systems and data solely to scope, build, test, deliver, secure and support the agreed services.

The client confirms that it has the rights and authority necessary to provide those materials and instructions.

12. Confidentiality

Each party will protect the other party’s non-public business, technical and commercial information using reasonable care and will use it only for the engagement. Confidentiality does not apply to information that is public through no breach, already lawfully known, independently developed or lawfully received without restriction.

A party may disclose confidential information where required by law, where legally permitted after giving reasonable notice to the other party.

13. Data Protection

Each party will comply with data-protection laws applicable to its role. Where Hubflow processes personal information on the client’s documented instructions, the parties will enter into an appropriate data-processing agreement where required.

The client is responsible for determining the purposes and lawful basis for its business processing, providing required notices and instructions, and ensuring the workflow is used lawfully. Hubflow is responsible for processing client personal information according to the agreed instructions and applicable processor obligations.

14. Security

Hubflow will use risk-based technical and organisational measures appropriate to the agreed service. No system is completely secure, and the client must maintain security for its own accounts, devices, users, permissions and credentials.

Additional information appears on our Security & Data page and, where applicable, in a data-processing agreement or security schedule.

15. Testing, Acceptance and Launch

The client must review deliverables and report material issues within [5/10] business days of delivery or the acceptance period stated in the proposal. A deliverable is treated as accepted when the client approves it, uses it in production, or does not report a material non-conformity within that period.

Before launch, the client is responsible for approving business rules, messages, knowledge, permissions, escalation paths and test outcomes. Hubflow may recommend against launch where material risks or incomplete requirements remain.

16. Maintenance and Support

Ongoing monitoring, maintenance, reporting and improvements are provided only where included in an active management plan. Support hours, response targets and included changes are those stated in the proposal.

Maintenance does not include unlimited redesign, new workflows, new integrations, major scope expansion or correction of third-party failures unless expressly stated.

17. Warranties and Disclaimers

Hubflow warrants that it will perform services with reasonable skill and care.

Except for express terms in the contract and warranties that cannot lawfully be excluded, the website and services are provided “as is” and “as available”. We disclaim implied warranties of merchantability, fitness for a particular purpose, non-infringement and uninterrupted availability to the maximum extent permitted by law.

18. Limitation of Liability

Nothing in these Terms excludes or limits liability that cannot legally be excluded, including liability for fraud or fraudulent misrepresentation and any other mandatory liability under the governing law.

Subject to that sentence, neither party will be liable for indirect, incidental, special or consequential loss, or for loss of profits, revenue, anticipated savings, goodwill or data, except to the extent such exclusion is prohibited by law.

Subject to the first paragraph of this section, Hubflow’s total aggregate liability arising from a service engagement will not exceed [THE FEES PAID OR PAYABLE UNDER THE RELEVANT STATEMENT OF WORK DURING THE PRECEDING 12 MONTHS / OTHER LAWYER-APPROVED CAP].

The exclusions and cap must be interpreted in light of the agreed service, applicable law and any liability terms in a signed proposal, which will take priority.

19. Indemnity

To the extent permitted by law, the client will indemnify Hubflow against third-party claims arising from client materials, unlawful instructions, misuse of the service, infringement caused by client-provided content, or the client’s breach of data-protection, communications or platform obligations, except to the extent caused by Hubflow’s breach, negligence or wilful misconduct.

20. Suspension

We may suspend all or part of a service where reasonably necessary because of overdue payment, a security risk, unlawful use, material breach, third-party platform restriction or a request that would expose either party to material legal or operational risk. Where practicable, we will provide notice and an opportunity to remedy the issue.

21. Term and Termination

The contract term and any minimum commitment are stated in the proposal. Either party may terminate for material breach if the breach is not remedied within [10/14] days after written notice, unless the breach cannot be remedied or immediate termination is legally justified.

Termination does not affect accrued rights or fees. The client must pay for completed work, committed third-party costs and approved work in progress up to the termination date.

On termination, Hubflow will handle client data as stated in the proposal, data-processing agreement and Privacy Policy. Transition or export assistance beyond the agreed scope may be chargeable.

22. Publicity and Case Studies

We will not use the client’s name, logo, testimonial, confidential results or project details publicly without prior written permission. Any permission may define the approved wording, channels and duration.

23. Force Majeure

Neither party is liable for delay or failure caused by events beyond its reasonable control, including major internet or cloud outages, natural disasters, war, civil unrest, government action, labour disputes or widespread cyber incidents. The affected party will take reasonable steps to reduce the impact.

24. Notices

Contractual notices must be sent to the email or address specified in the proposal. A notice is treated as received according to the notice rules in the proposal or, if none are stated, when delivery is confirmed and no failure notice is received.

25. General

Neither party may assign the agreement without the other party’s consent, except in connection with a merger, reorganisation or sale of substantially all relevant business assets, subject to applicable law.

If a provision is unenforceable, it will be modified to the minimum extent necessary or removed without affecting the remaining provisions. A delay in enforcing a right is not a waiver. The agreement does not create a partnership, joint venture, employment or agency relationship.

26. Governing Law and Disputes

These Terms and any non-contractual obligations are governed by the laws of [CHOOSE JURISDICTION AFTER LEGAL REVIEW]. The courts of [CHOOSE COURTS] will have [EXCLUSIVE/NON-EXCLUSIVE] jurisdiction, unless the signed proposal provides another dispute process or mandatory law requires otherwise.

Before starting formal proceedings, the parties will attempt in good faith to resolve the dispute through authorised representatives for at least [15/30] days, except where urgent relief is reasonably required.

27. Changes to These Terms

We may update the website provisions of these Terms by publishing a revised version. Changes to an existing client engagement will apply only as permitted by the applicable contract or with the parties’ agreement.