Flow365 Expiry Terms of Service and Subscription Agreement

1. Acceptance, eligibility, and authority

These Terms of Service and Subscription Agreement, together with the applicable checkout page, order details, pricing page, Privacy Policy, and any written addendum accepted by both parties, form the agreement governing Flow365 Expiry.

You must be legally capable of entering into a binding contract. If you use the service on behalf of a company, employer, client, or other organization, “Customer,” “you,” and “your” refer to that organization, and you represent that you are authorized to accept these Terms for it.

If you do not agree to these Terms, do not create an account, start a trial, complete checkout, or use the service.

2. The Flow365 Expiry service

Flow365 Expiry is a business tracking service for organizing expiration and renewal records, supporting documents, owners, reminders, notifications, and history.

Subject to these Terms and payment of applicable fees, Flow365 grants Customer a limited, non-exclusive, non-transferable, revocable right during the subscription term to access and use the service for Customer’s lawful internal business purposes.

Product capabilities

• Expiration, renewal, license, permit, certificate, insurance, contract, and vendor-document tracking.
• Record ownership, dates, notes, status, document proof, and history.
• Configurable reminder schedules, notification contacts, and reminder delivery.
• Workspace administration and reporting of upcoming, overdue, renewed, and completed items.

Features, limits, integrations, storage, communications capacity, and availability may vary by plan, configuration, location, provider availability, or product stage. The current application, pricing page, checkout page, and written order details describe the applicable commercial offer.

3. Accounts, workspaces, users, and administrators

Customer must provide accurate registration and account information, maintain current contact and billing information, and protect account credentials. Accounts may not be shared in a manner that defeats user limits, security controls, or access restrictions.

Customer is responsible for all activity performed through its accounts and workspaces, except to the extent caused by Flow365’s breach of these Terms. Customer must promptly notify Flow365 of suspected unauthorized access, compromised credentials, or misuse.

Workspace administrators may invite or remove users, assign roles, configure integrations, manage Customer Content, access records, and control billing. Customer is responsible for administrator selections and for ensuring that each user is authorized to access the information made available to that user.

4. Customer Content, instructions, and permissions

Customer retains ownership of Customer Content. Customer grants Flow365 and its contracted service providers a limited right to host, copy, transmit, display, transform, analyze, and otherwise process Customer Content only as reasonably necessary to provide, secure, support, and improve the service, follow Customer instructions, and comply with law.

Customer represents that it has all rights, notices, consents, permissions, and lawful bases necessary for Flow365 to process Customer Content as directed. Customer is responsible for the accuracy, legality, quality, and appropriateness of Customer Content.

Customer must not submit information that it is prohibited from using or disclosing. Unless Flow365 expressly agrees otherwise in a separate written agreement, Customer must not use the service as a substitute for a legally required records system or submit information subject to special regulatory requirements that the service has not expressly agreed to support.

5. Acceptable use

Customer and its users must not:

• Use the service for unlawful, fraudulent, deceptive, abusive, harassing, or harmful activity.
• Send spam, unsolicited communications, or messages that violate consent, telemarketing, calling, or messaging laws.
• Upload malware, malicious code, destructive content, or material intended to compromise another system.
• Attempt to gain unauthorized access to an account, workspace, network, API, database, or system.
• Probe, scan, overload, disrupt, or interfere with the service or another customer’s use of it.
• Bypass usage limits, authentication, billing controls, rate limits, or security protections.
• Reverse engineer, decompile, disassemble, copy, scrape, or reproduce the service except where applicable law expressly permits it.
• Use the service to violate intellectual-property, privacy, publicity, confidentiality, contractual, or other rights.
• Misrepresent identity, authority, affiliation, communication origin, approval status, or business purpose.
• Use the service to make or facilitate decisions prohibited by law.
• Resell, sublicense, rent, or provide the service to third parties unless Flow365 has expressly authorized that use in writing.

6. Customer responsibilities

Customer is responsible for:

• Entering accurate dates, owners, contact information, reminder settings, and record details.
• Reviewing records and independently confirming legal, contractual, licensing, insurance, and compliance obligations.
• Maintaining original documents and any legally required system of record.
• Acting on reminders and maintaining independent procedures for critical deadlines.

Product-specific terms

• Flow365 Expiry is a tracking and reminder tool, not a legal, compliance, insurance, licensing, tax, or records-management opinion.
• The service does not guarantee that a reminder will be delivered, noticed, correct, or early enough for a renewal or required action.
• Customer remains solely responsible for every filing, renewal, payment, inspection, notice, document, permit, certificate, contract, license, and compliance deadline.
• Uploaded documents are not independently authenticated, validated, or reviewed by Flow365.

Customer remains responsible for its business operations, legal obligations, employees, contractors, customers, callers, contacts, vendors, communications, approvals, deadlines, and decisions. Flow365 provides software assistance and does not assume those responsibilities.

7. Artificial intelligence features

The service may use artificial intelligence to generate summaries, classifications, recommendations, suggested questions, drafts, reminders, extracted information, or other output. AI output is generated probabilistically and may be inaccurate, incomplete, outdated, biased, misleading, or unsuitable.

Customer must review AI output before relying on it, communicating it, recording a decision, or taking an action. AI output is not legal, medical, accounting, tax, employment, compliance, safety, or financial advice.

Flow365 does not guarantee that AI output is unique, and other customers may receive similar output. Customer is responsible for determining whether it has the rights and permissions required to use generated output.

8. Third-party services, communications networks, and integrations

Flow365 Expiry may rely on or connect with third-party services, including cloud infrastructure, payment processors, authentication providers, email services, telecommunications carriers, messaging providers, storage systems, analytics providers, and AI providers.

Third-party services are governed by their own terms, privacy policies, technical limits, and availability. Flow365 is not responsible for an outage, delay, rejection, filtering decision, data loss, account restriction, carrier action, integration change, or other event caused by a third party outside Flow365’s reasonable control.

Customer authorizes Flow365 to exchange information with connected services as needed to perform requested functions. Customer is responsible for maintaining valid third-party accounts, permissions, credentials, numbers, addresses, and configurations.

9. Free trials, subscriptions, billing, and automatic renewal

Offer details

The applicable pricing, trial duration, introductory charge, recurring fee, billing interval, included features, and payment requirements are displayed on the Flow365 Expiry pricing page, signup flow, or checkout page. Those offer details control the commercial terms for the selected subscription.

Trials

A trial may require no payment method, may require a payment method, or may include an introductory charge. When no payment method is required, access may pause, become limited, or end when the trial expires unless Customer adds a valid payment method or selects a paid plan.

If checkout states that a trial converts automatically, Customer authorizes Flow365 and its payment processor to charge the applicable recurring fee when the trial ends unless Customer cancels before the conversion date.

Recurring subscriptions

Unless the checkout page expressly states otherwise, paid subscriptions automatically renew for successive billing periods at the then-applicable price until canceled. Customer authorizes recurring charges to the payment method associated with the account.

Payment authorization

Customer authorizes the payment processor to store payment credentials and to charge subscription fees, usage fees, introductory fees, taxes, and other amounts shown during checkout or otherwise agreed. Customer must maintain a valid payment method.

Failed payment

If a charge fails, Flow365 may retry the payment, request updated billing information, restrict paid features, pause the subscription, or suspend access. Customer remains responsible for unpaid amounts.

Taxes

Prices may exclude sales, use, telecommunications, value-added, withholding, or similar taxes and regulatory charges. Customer is responsible for taxes associated with its purchase, excluding taxes based on Flow365’s net income.

Price changes

Flow365 may change prices for a future billing period. When required, we will provide advance notice. Continued use after the change takes effect constitutes acceptance of the new price.

10. Cancellation, suspension, and termination

Customer cancellation

Customer may cancel through the available billing controls or by contacting support. Unless otherwise stated during checkout, cancellation takes effect at the end of the current paid billing period. Customer remains responsible for charges incurred before cancellation becomes effective.

Refunds

Fees are non-refundable and non-creditable except where the applicable offer expressly states otherwise or where required by law. We do not provide prorated refunds for partially used billing periods unless required by law.

Suspension

Flow365 may suspend or restrict access when reasonably necessary to address nonpayment, security risk, legal requirements, abuse, service harm, third-party provider restrictions, or a material breach of these Terms. When practical, we will provide notice and an opportunity to cure.

Termination

Either party may terminate the agreement if the other party materially breaches it and does not cure the breach within a reasonable period after notice. Flow365 may terminate immediately for unlawful activity, fraud, intentional security abuse, or use that creates a material risk to the service or others.

Effect of termination

On termination, Customer’s right to use the service ends. Customer should export needed information before termination where export functionality is available. Flow365 may delete or de-identify Customer Content after a reasonable retention period, subject to legal, backup, billing, security, and audit requirements.

11. Intellectual property and feedback

Flow365 and its licensors retain all rights in the service, software, APIs, interfaces, designs, documentation, trademarks, logos, templates, workflows, and technology, excluding Customer Content.

No rights are granted except the limited right to use the service under these Terms. Customer may not remove proprietary notices or use Flow365 trademarks without permission.

If Customer provides suggestions, ideas, or feedback, Customer grants Flow365 a perpetual, worldwide, royalty-free right to use that feedback without restriction or obligation, provided Flow365 does not publicly identify Customer as the source without permission.

12. Confidentiality

Each party may receive non-public information that should reasonably be understood as confidential. The receiving party will use reasonable care to protect confidential information and will use it only to perform or exercise rights under the agreement.

Confidential information does not include information that becomes public without breach, was already lawfully known, is received lawfully without confidentiality duty, or is independently developed without use of the other party’s confidential information.

A party may disclose confidential information when required by law, provided it gives notice when legally permitted and reasonably cooperates with efforts to seek protective treatment.

13. Privacy and data protection

Flow365’s collection and processing of personal information is described in the Flow365 Expiry Privacy Policy. Customer is responsible for notices, permissions, retention decisions, and lawful instructions relating to Customer Content.

14. Availability, support, changes, and preview features

Flow365 works to keep the service available and reliable, but does not guarantee uninterrupted, error-free, or delay-free operation. Maintenance, software changes, telecommunications conditions, provider outages, internet failures, security events, or events outside our reasonable control may affect availability.

Unless a separate written service-level agreement applies, response times, uptime targets, recovery times, and feature roadmaps are goals rather than guarantees.

We may add, modify, replace, or discontinue features. If a change materially reduces the core functionality of a paid service, we will provide reasonable notice when practical.

Preview, beta, experimental, or early-access features may be changed or discontinued at any time and are provided without warranties or service-level commitments.

15. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, FLOW365 EXPIRY AND ALL RELATED SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” FLOW365 DISCLAIMS ALL EXPRESS, IMPLIED, STATUTORY, AND OTHER WARRANTIES, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, ACCURACY, AVAILABILITY, SECURITY, AND ERROR-FREE OPERATION.

FLOW365 DOES NOT WARRANT THAT THE SERVICE WILL PREVENT MISSED COMMUNICATIONS, LOST BUSINESS, LATE RENEWALS, INCORRECT DECISIONS, UNAUTHORIZED ACTIVITY, REGULATORY VIOLATIONS, DATA LOSS, OR OTHER BUSINESS CONSEQUENCES.

Some jurisdictions do not allow certain warranty exclusions, so some exclusions may not apply to Customer.

16. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, BUSINESS, OPPORTUNITIES, GOODWILL, OR DATA, ARISING FROM OR RELATED TO THE AGREEMENT, EVEN IF ADVISED THAT SUCH DAMAGES WERE POSSIBLE.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, FLOW365’S TOTAL AGGREGATE LIABILITY ARISING FROM OR RELATED TO THE SERVICE OR AGREEMENT WILL NOT EXCEED THE AMOUNT CUSTOMER PAID FLOW365 FOR THE AFFECTED SERVICE DURING THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.

The exclusions and limitations in this section do not apply where prohibited by law. They apply regardless of the legal theory and even if a remedy fails of its essential purpose.

17. Indemnification

Customer will defend, indemnify, and hold harmless Flow365, its affiliates, officers, directors, employees, and contractors from third-party claims, damages, fines, penalties, costs, and reasonable legal fees arising from Customer Content, Customer’s instructions, Customer’s communications, Customer’s violation of law, or Customer’s breach of these Terms.

Flow365 will promptly notify Customer of a covered claim and provide reasonable cooperation. Customer may control the defense, but may not settle a claim in a manner that admits fault by or imposes an obligation on Flow365 without Flow365’s written consent.

18. Compliance with laws

Each party will comply with laws applicable to its performance under the agreement. Customer is specifically responsible for laws governing its industry, employment practices, communications, calling, messaging, consent, recording, privacy, advertising, records, approvals, and use of Customer Content.

Customer must not use the service in violation of export controls, sanctions, or restrictions applicable to either party.

19. Governing law and disputes

These Terms are governed by the laws of the State of New Jersey, United States, without regard to conflict-of-law principles. The state and federal courts located in New Jersey will have exclusive jurisdiction over disputes arising from or related to these Terms, and each party consents to that jurisdiction and venue.

Before filing a claim, each party agrees to make a good-faith effort to resolve the dispute by providing written notice describing the issue and requested resolution.

20. Changes to these Terms

Flow365 may update these Terms to reflect changes in the service, law, security requirements, or business practices. The updated Terms will be posted with a revised date. When required, we will provide additional notice. Continued use after the effective date constitutes acceptance of the updated Terms.

21. Notices

Flow365 may provide notices through the service, by email to the account contact, through checkout or billing interfaces, or by posting on the applicable website. Customer must keep contact information current.

22. General provisions

• Entire agreement. These Terms and incorporated documents are the complete agreement concerning the service.
• Order of precedence. Specific checkout or written order details control price, trial, billing interval, and included plan features. These Terms control all other matters unless a signed written addendum states otherwise.
• Assignment. Customer may not assign the agreement without Flow365’s written consent. Flow365 may assign it as part of a merger, reorganization, sale of assets, or affiliate transfer.
• No waiver. Failure to enforce a provision is not a waiver.
• Severability. If a provision is unenforceable, it will be limited to the minimum extent necessary, and the remaining provisions remain effective.
• No partnership. The agreement does not create an employment, agency, partnership, joint venture, or franchise relationship.
• Force majeure. Neither party is liable for delay caused by events beyond its reasonable control, except Customer’s obligation to pay amounts already due.
• Survival. Provisions concerning payment, intellectual property, confidentiality, disclaimers, liability, indemnification, disputes, and other provisions that should reasonably survive will remain effective after termination.

23. Contact information