Terms and Conditions

1. About Hubflow

• Business operator: Abdullah Anjum
• Trading name: Hubflow
• Business status: Individually operated business; Hubflow is not an incorporated company.
• Operating location: Lahore, Pakistan
• General contact: hello@hubflowhq.com

Lahore, Pakistan identifies our operating location. It is not presented as a postal or legal-service correspondence address. Any address required for contractual notices or formal correspondence will be specified in the applicable project documents.

Hubflow primarily provides services to businesses, organisations and professional users. Any mandatory legal rights available to a particular customer remain unaffected.

2. Website Use, Enquiries and Paid Engagements

Visitors may browse our websites and review information about our services, subject to the website-use provisions of these Terms.

Sending a contact form, requesting a consultation, booking an introductory discussion or requesting a quotation is an enquiry only. It is not an order, acceptance of a proposal or commitment by either party to purchase or provide services.

A paid service engagement begins only when the parties have accepted an identifiable offer or project arrangement, including through a signed agreement, written or electronic acceptance, or payment of an invoice that expressly states that payment constitutes acceptance.

We may decline enquiries or proposed engagements that are outside our capabilities, available capacity, technical requirements or lawful operating scope.

3. Contract Documents and Priority

A paid engagement may include the following documents:

• a signed proposal, statement of work, order form or other project agreement;
• a data-processing agreement or related data-protection schedule, where applicable;
• these Terms and Conditions; and
• any service-specific or acceptable-use policies expressly incorporated into the engagement.

If documents conflict, the signed project agreement takes priority for the relevant commercial and service obligations, followed by these Terms and expressly incorporated policies, unless the project agreement specifies another order.

An applicable data-processing agreement takes priority over other documents specifically for conflicting provisions concerning the processing of personal data.

Mandatory legal obligations and rights that cannot lawfully be excluded or varied continue to apply.

4. Services and Scope

Hubflow provides agreed digital development, AI-enabled and workflow implementation services, which may include:

• website design and development;
• web applications, mobile applications, custom software and SaaS development;
• AI employees, AI agents, chatbots, knowledge systems and voice AI;
• CRM integrations and workflow automation;
• document processing, data extraction and data automation;
• custom APIs, software integrations and connected business systems; and
• agreed hosting-related assistance, technical maintenance, monitoring and ongoing support.

The exact scope, deliverables, features, integrations, usage limits, assumptions, acceptance criteria, milestones, fees and responsibilities are defined in the relevant project agreement.

Services or deliverables not expressly included in that agreed scope are excluded unless the parties approve an additional arrangement.

“AI employee” is a descriptive term for a configured business system combining AI, automation, approved rules, connected tools and human escalation. It does not mean a human worker, legal representative or independently qualified adviser.

5. Proposals, Acceptance and Scope Changes

Proposals are available for acceptance during the period stated in the relevant proposal. A quotation or preliminary estimate does not guarantee that resources have been reserved.

Work begins according to the accepted project arrangements, required approvals, payment conditions and availability of necessary inputs.

Changes to deliverables, channels, integrations, features, data volumes, permissions, business rules, delivery dates or technical requirements may affect the price, schedule and feasibility.

Material changes will be documented through a written change request, revised proposal or other agreed written confirmation before the additional work is undertaken.

Neither party is required to accept additional scope without agreement on its consequences.

6. Client Responsibilities

The client agrees to:

• provide accurate, lawful and sufficiently complete instructions, information and content;
• designate an authorised contact for decisions, approvals, reviews and escalations;
• provide timely access to approved systems, accounts and technical resources;
• obtain necessary permissions, notices and consents for its data and communications;
• review and approve business rules, messages, knowledge sources, permissions and test results;
• retain appropriate human oversight for sensitive, regulated or high-impact decisions;
• maintain the security of its own credentials, accounts, devices and users;
• notify Hubflow promptly of suspected security incidents affecting the engagement;
• comply with applicable laws and third-party platform requirements; and
• avoid directing the system to process unauthorised data or perform actions outside the approved scope.

Inaccurate information, delayed approvals, unavailable systems or changed requirements may justify revised schedules and additional agreed charges.

7. AI and Automation Conditions

AI-generated outputs may be incomplete, inaccurate, inconsistent or unexpected, even when reasonable configuration and testing have been completed.

Unless a compliant process has been expressly agreed, AI systems must not be relied upon as the sole decision-maker for legal, healthcare, employment, credit, safety, regulated financial or other high-impact decisions.

Hubflow does not guarantee:

• a specific number of leads, meetings, bookings, sales, conversions or payments;
• completely accurate or error-free AI-generated responses;
• uninterrupted operation or availability of external AI and software platforms;
• compatibility with every external system or future software version; or
• elimination of the need for human monitoring and review.

These limitations do not remove Hubflow’s obligation to perform agreed services with reasonable skill and care, meet express contractual commitments or honour mandatory rights.

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

8. Acceptable Use

Website visitors and clients must not use Hubflow websites or services to:

• engage in unlawful, fraudulent or misleading conduct;
• infringe intellectual property, confidentiality or privacy rights;
• send unlawful spam, harassment, threats or deceptive communications;
• impersonate people or misrepresent automated communication unlawfully;
• access systems or information without appropriate authorisation;
• distribute malware, interfere with security or abuse technical infrastructure;
• process personal data without appropriate authority or a lawful basis;
• implement prohibited discriminatory or high-impact automated decisions;
• use invoice follow-up workflows for formal debt collection, legal threats or receiving payments on behalf of clients unless separately and lawfully agreed; or
• exceed agreed usage, access, technical or platform limits.

Hubflow may take reasonable steps to restrict affected website access or suspend relevant services where necessary to address material misuse, security concerns or legal risks.

9. Fees, Taxes and Payment

Fees, currencies, payment dates and any agreed milestones are specified in the relevant proposal, agreement or invoice.

Unless otherwise agreed in writing:

• pilot engagements and prepaid packages are payable in full before work begins;
• implementation fees are payable according to the agreed milestones;
• recurring management fees are payable in advance;
• fees exclude applicable taxes, duties and third-party costs;
• client-payable bank, currency-conversion and payment-processing charges must be identified in the proposal; and
• cancellation and any prepaid-balance reconciliation are governed by the provisions below and the applicable written agreement.

If payment is overdue, Hubflow may pause affected work after providing reasonable notice. Lawful late-payment interest or recovery costs may apply where permitted and expressly stated in the contract.

10. Cancellations and Refunds

The applicable project agreement should identify cancellation arrangements, payment milestones, committed third-party expenses and any project-specific charges.

Where a pilot or project is cancelled, Hubflow will account for properly completed work, approved work in progress and previously authorised non-recoverable third-party costs.

Any unused prepaid balance will be refunded after that reconciliation, subject to the agreed contract and rights or remedies that cannot lawfully be excluded.

A different cancellation or refund arrangement must be expressly agreed in writing before work begins.

These Terms do not establish a fixed refund-processing deadline or an automatic right to a full refund after work has begun. Any required deadline or different entitlement must be specified in the applicable project agreement, subject to mandatory law.

11. Third-Party Services and Costs

Projects may involve external hosting, domains, AI models, APIs, CRMs, email, voice, messaging, payment, analytics, automation and other software providers.

Unless expressly included in writing:

• clients are responsible for their third-party subscriptions, accounts, usage fees and related charges;
• third-party products remain governed by their own terms and licences;
• Hubflow does not control third-party uptime, pricing, security policies, availability or feature changes; and
• additional work required after a provider changes or withdraws an integration may be separately chargeable.

Hubflow will use reasonable skill and care when selecting, integrating and configuring agreed providers, but does not independently guarantee their services.

12. Intellectual Property and Deliverables

Each party retains ownership of materials, intellectual property, tools and know-how that it owned previously or develops independently of the engagement.

The client retains its existing ownership rights in its branding, data, content, business documentation and other client-supplied materials.

Ownership or licensing of custom websites, applications, source code, designs, automation workflows, AI configurations, documentation and other project deliverables will be determined by the relevant project agreement.

Subject to full payment, the client receives the ownership rights or licence expressly agreed for the custom deliverables.

Unless otherwise agreed, Hubflow retains its reusable libraries, templates, generic workflow components, connectors, prompts, methods, development utilities, pre-existing code and know-how.

Where retained Hubflow components are incorporated into a paid deliverable, the client receives a non-exclusive licence to use those components to the extent necessary to operate that deliverable.

The project agreement must specify whether source-code files, repositories, credentials, design files, deployment packages, documentation and technical handover materials are included, together with their delivery conditions.

Third-party and open-source software remains subject to its applicable licences and restrictions.

13. Client Materials and Permissions

The client grants Hubflow a limited right to use the materials, content, data, credentials and system access that the client provides, only as reasonably required to scope, build, test, secure, deliver and support the agreed services.

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

Neither party acquires ownership of the other’s materials merely by participating in the engagement.

14. Confidentiality

Each party will protect the other’s confidential business, commercial, technical and operational information using reasonable care.

Confidential information may be used only for the agreed engagement and disclosed only to people or service providers who reasonably need access and are subject to appropriate confidentiality obligations.

Confidentiality obligations do not apply to information that becomes public without breach, was already lawfully known, is independently developed or is lawfully received without restrictions.

Disclosure required by law is permitted, with reasonable notice to the other party where legally allowed.

15. Privacy and Data Protection

Each party will comply with data-protection requirements applicable to its activities and role in the engagement.

Where Hubflow processes personal data on behalf of a client under documented instructions, the parties will enter into an appropriate data-processing agreement where required.

The client is responsible for its processing purposes, lawful basis, required notices, permissions and instructions. Hubflow is responsible for complying with its agreed processor obligations and applicable law.

Processing arrangements, permitted subprocessors, international transfers, retention, deletion, security measures and assistance obligations are addressed in the applicable agreements where required.

Information about personal data collected through Hubflow websites is provided in our Privacy Policy. Website tracking technologies are addressed in our Cookie Policy.

16. Security

Hubflow will use reasonable, risk-based technical and organisational measures appropriate to the agreed services and applicable obligations.

No website, application or connected system can be guaranteed completely secure against every threat.

Clients remain responsible for managing access to their own accounts, devices, users, permissions and credentials.

Any additional security requirements, incident-notification duties or compliance commitments must be specified in the applicable project agreement, data-processing agreement or security schedule.

Additional general information may be provided on Hubflow’s Security & Data page.

17. Testing, Acceptance and Launch

Hubflow will perform the agreed testing and provide deliverables for review against the applicable acceptance criteria.

Unless the project agreement specifies another period, the client should report material departures from the agreed acceptance criteria within 10 business days after delivery.

Acceptance requires written approval against the agreed criteria. Silence alone does not constitute acceptance.

Hubflow will address notified issues within the agreed scope and resubmit affected work for review.

Business days mean Monday to Friday, excluding public holidays applicable at the operator’s location in Pakistan, unless the project agreement provides another definition.

The client is responsible for approving business rules, messages, permissions, knowledge sources, data handling and escalation procedures before launch.

Hubflow may recommend postponing a launch where material testing, access, security or approval requirements remain incomplete.

18. Maintenance and Support

Ongoing monitoring, maintenance, reporting, operational support and improvements are provided only where included in an active service or management agreement.

Support hours, availability, response targets, included changes, escalation procedures and service commitments are defined in the applicable project documents.

Unless expressly included, maintenance does not cover unlimited redesigns, new software features, additional integrations, major scope changes or third-party platform failures.

There is no automatically implied support-response guarantee or additional warranty period beyond express contractual terms and mandatory legal rights.

19. Reasonable Skill and Care

Hubflow will perform agreed services with reasonable skill and care, consistent with the relevant scope and contractual obligations.

Project-specific functionality, performance requirements and acceptance criteria are governed by the applicable agreement.

Descriptions, examples and demonstrations on Hubflow websites are informational and do not replace a project specification.

Limitations concerning AI outputs, external platforms and business results do not remove express commitments, reasonable skill and care obligations or rights that cannot lawfully be excluded.

20. Liability

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded, including fraud, fraudulent misrepresentation and other mandatory liabilities.

Responsibility for loss is assessed under applicable law, including causation, foreseeability and reasonable mitigation of loss.

These Terms do not establish an automatic financial cap on either party’s liability.

Any agreed liability cap, exclusion of specific categories of loss or other allocation of contractual risk must be expressly recorded in the signed project agreement, subject to applicable law.

21. Third-Party Claims and Indemnity

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

This obligation does not apply to the extent that a claim is caused by Hubflow’s breach, negligence or wilful misconduct.

A party seeking indemnification must provide prompt notice, reasonable cooperation and take reasonable steps to reduce the resulting loss.

No settlement admitting fault or imposing obligations on the other party may be agreed without that party’s written consent.

Recovery is limited to reasonable, substantiated amounts legally recoverable under this provision.

22. Suspension of Services

Hubflow may suspend all or part of a service where reasonably necessary because of:

• overdue payments;
• material contractual breach;
• security threats or compromised access;
• unlawful or prohibited activities;
• third-party platform restrictions; or
• material legal or operational risks affecting the engagement.

Where reasonably practicable, Hubflow will provide advance notice and an opportunity to remedy the issue.

Suspension does not remove accrued rights, payment obligations or mandatory legal remedies.

23. Term and Termination

The engagement term, any minimum commitment and ordinary cancellation arrangements are defined in the project agreement.

Either party may terminate for material breach where the breach remains unremedied for 14 calendar days after written notice, unless the breach cannot be remedied or immediate termination is legally justified.

Termination does not extinguish accrued rights, outstanding fees, confidentiality obligations or other provisions intended to continue.

Amounts due and prepaid balances will be reconciled according to Section 10 and the applicable project agreement.

On termination, client information and personal data will be handled according to the project agreement, applicable data-processing terms and legal obligations.

Any additional migration, export, transition assistance or technical handover must be covered by the agreed scope or separately agreed charges.

24. Publicity and Case Studies

Hubflow will not publicly use a client’s name, logo, testimonial, confidential results or identifiable project information without prior written permission.

Any such permission may specify approved wording, materials, publication channels and duration.

25. Events Beyond Reasonable Control

Neither party is responsible for delays or failures directly caused by events beyond its reasonable control that could not reasonably have been prevented or overcome.

Such events may include major infrastructure outages, natural disasters, war, civil unrest, government action, labour disruption and widespread cyber incidents.

The affected party will notify the other where practicable and take reasonable steps to reduce the impact.

This provision does not excuse negligence or eliminate payment obligations already accrued.

26. Notices and Communications

Routine enquiries may be sent to hello@hubflowhq.com .

Formal contractual notices must be sent using the email address, correspondence details or notice procedure agreed in the project documents.

Where no contractual receipt rule is provided, receipt must be acknowledged or otherwise demonstrable.

These provisions do not replace mandatory legal procedures for statutory notices, court documents or service of legal proceedings.

The operator’s location in Lahore, Pakistan is not designated by these Terms as a postal or legal-service address.

27. General Provisions

Neither party may assign the agreement without the other’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 found unenforceable, it will be modified to the minimum extent necessary or removed, without automatically invalidating the remaining terms.

Failure or delay in enforcing a contractual right does not automatically waive that right.

A client engagement does not create a partnership, employment relationship, joint venture or general agency relationship between the parties.

Any special commercial arrangement, including exclusivity or authority to act on behalf of another party, must be expressly agreed in writing.

28. Governing Law and Disputes

These Terms and related non-contractual obligations are governed by the laws of Pakistan.

Courts in Pakistan having jurisdiction under applicable law will have non-exclusive jurisdiction, unless a signed project agreement provides an alternative lawful dispute process or mandatory law requires otherwise.

Before beginning formal proceedings, the parties will attempt in good faith to resolve the dispute through authorised representatives for up to 30 calendar days after written notification.

This process does not prevent urgent relief, proceedings to preserve legal time limits or complaints to competent authorities.

Customers may contact hello@hubflowhq.com with concerns, without being required to waive statutory rights.

29. Changes to These Terms

Hubflow may revise website-use provisions and publish updated Terms on its websites.

Changes to an existing paid engagement apply only as permitted by the relevant agreement, applicable law or the parties’ agreement.

Publication of revised website Terms alone does not automatically amend signed project obligations.