Version: 2026-10-19 · Authoritative English version
1. Parties and Contract Documents
Flowifier GmbH, Am Europlatz 2, 1120 Vienna, Austria, company register number FN 657274 f ("Flowifier"), offers the platform exclusively to businesses and organisations for their professional or organisational use ("Customer"). Consumers acting for private purposes are excluded. The specific scope of services, limits, prices and subscription period are set out in the plan description recorded at the time of ordering or in an accepted Enterprise offer. Individual agreements prevail over these Terms. The separate Data Processing Agreement ("DPA") additionally applies to processing on behalf of the Customer and prevails in the event of a conflict concerning data protection.
Anyone creating a tenant, placing an order or accepting contractual terms for the Customer represents that they are authorised to do so. The technical role of Tenant Owner alone does not replace the necessary authority to represent the Customer. These Terms and the DPA are accepted separately in versioned form; the applicable versions and acceptances are recorded. The Customer must keep its contractual contact details up to date.
2. Contract Formation and Trial
A contract is formed when Flowifier accepts the order. For standard plans, the checkout displays the plan, price, applicable taxes, currency, term and payment method before the binding order is placed. Enterprise contracts are concluded through the agreed offer process. The person creating the tenant expressly accepts these Terms and the separate DPA on behalf of the Customer.
Flowifier may provide a free trial for 14 days and may extend it at its discretion. The trial requires no payment method and does not automatically convert into a paid subscription. Unless the Customer expressly places an order, productive use ends when the trial expires. For the next 30 calendar days, Tenant Owners may export all remaining data, view contract documents and deletion dates, and arrange paid reactivation. All other use, including workflow execution, task completion, public forms and uploads, is disabled.
The same tenant may be reactivated only before deletion begins and after a paid plan has been confirmed as active. Before workflow execution resumes, a Tenant Owner must expressly confirm the resumption. Existing waiting states and open tasks remain stored until then; one-off timers that have become due are executed at most once following a renewed check of their state. Recurring schedules missed during the interruption and public-form, provider and webhook events not accepted during that period are not replayed. Reactivation is no longer possible after the 30 days; deletion is governed by Section 10.
3. Service and Permitted Use
Flowifier makes the ordered platform available over the Internet during the contract term. The Customer manages its users and their permissions. Within the agreed scope, the Customer may also invite external participants and provide public forms, including file uploads. The Customer is responsible for the purposes and content of those forms and the information given to submitters; Flowifier is responsible for the secure operation of its form functionality.
The standard Starter, Team and Business plans and any individual Enterprise offer are governed by the applicable order. User, monthly workflow-action and file-storage limits apply only in the amounts specified there. A workflow action is an execution attempt of a workflow node visible in the execution history. A new business-level retry counts again; technical message redelivery and continuation of the same suspended attempt do not. Creating an instance, submitting a form and manually completing a task are not counted separately. The action allowance renews monthly from the relevant contract anchor date, including where payment is annual. The stated file-storage limit counts retained unique file content and attachments referenced by Customer data, rather than workflow definitions or instance data.
Flowifier shows the Tenant Owner when limits are approaching or have been reached. Once the action limit is reached, instances may still be created and tasks completed; subsequent automated steps and the resumption of paused instances wait for a renewed allowance or an ordered upgrade. Execution already admitted may complete and exceed the limit without an additional charge. Waiting states remain stored and are then resumed in a controlled manner. In this situation, public forms may accept submissions, including permitted uploads, as waiting instances. Flowifier may temporarily limit further acceptance if a backlog becomes excessive or to prevent abuse. Public-form submissions are not accepted after the trial expires, during a payment-default restriction or after contract termination. Business deadlines may shift while execution is held; external events not accepted during an interruption and missed recurring schedules are not replayed.
An exhausted user limit prevents the addition of users; existing users and their workflows continue to operate. Once file storage is exhausted, existing files remain accessible and exportable, while new file content requiring additional storage is rejected. Upgrades and additional charges arise only from an express order.
Flowifier may develop the platform further and correct defects or security vulnerabilities. Material reductions to the agreed core utility are governed by Section 11. Individual consulting, migration or development is owed only if separately ordered.
4. Fees and Payment
Prices are net of any applicable taxes. The plans, currencies and total amounts displayed at the time of ordering apply.
Standard plans: The Customer pays monthly or annually in advance using a supported credit or debit card through the offered payment service and authorises charges for agreed renewal periods. The full annual amount is displayed before an annual order; any additional monthly comparison is not a monthly payment option. The plan is activated only after payment is confirmed and the billing status has been synchronised.
Enterprise: Flowifier issues a separate invoice for each agreed period. The Customer pays it manually by bank transfer or card where the offer permits. An Enterprise card is not charged automatically for later periods unless separately agreed. Currency, payment due date and other terms are set out in the offer; if no due date is specified, the invoice is due upon receipt.
Payment default: If a payment fails when due, the Customer receives a payment request and an opportunity to remedy the failure; use is not restricted solely because of the first failure. If payment remains outstanding for at least seven calendar days after the payment request has been successfully handed over to the email service, Flowifier may temporarily limit the tenant to viewing, searching, downloading, exporting and resolving the payment issue. Changes, new instances, automated execution, task completion and uploads are then blocked. Public forms accept no data during the restriction. Existing waiting states and open tasks are preserved. Once payment is confirmed, the service is restored; submissions and external events not accepted during the restriction and missed recurring schedules are not replayed.
If payment remains outstanding 30 calendar days after the restriction begins, Flowifier may send a final payment request with a further period of at least 14 calendar days and an express warning of termination. If that period expires without payment, Flowifier may terminate the contract for cause. Access to data after termination is governed by Section 10; outstanding payment claims remain due. Other statutory rights remain unaffected.
5. Term and Termination
The paid term begins on the date stated in the order and lasts one month or one year. Standard plans renew for the same period unless a person authorised to act for the Customer cancels them at any time effective at the end of the current contract period through the Customer account or by email to the published contract contact address. Enterprise offers may specify different terms and notice periods. The right to terminate for cause remains unaffected; where a breach can be remedied, a reasonable opportunity to remedy it must be given where practicable.
6. Customer Data, Security and Third Parties
The Customer retains its rights in data, files, processes and forms it provides. It permits Flowifier to process and secure them in accordance with the contract. Flowifier retains its rights in the platform, software and documentation; the Customer receives a right to use them within the ordered scope during the contract term. The Customer is responsible for the lawfulness of its content and its users' authority. It protects access credentials and reports misuse. Flowifier takes appropriate security measures and may proportionately restrict affected access where a specific risk exists.
The Customer chooses the external services it connects and assesses their terms, privacy practices and possible processing outside the European Economic Area ("EEA"). Flowifier remains responsible for its own connection, data transfers and other obligations. Primary storage of tenant data in the EEA does not mean that AI services, remote access or Customer-selected integrations process data exclusively in Europe. The DPA governs the locations and conditions of processing by subprocessors engaged by Flowifier. Flowifier processes its own contract and billing data in accordance with its privacy notices.
Each party complies with the economic and financial sanctions and export-control rules applicable to it. The Customer must not use the service in breach of those rules or make it available to prohibited persons. Where performance of the contract is legally prohibited, Flowifier may refuse, suspend or end the affected service. Flowifier informs the Customer where legally permitted and enables data retrieval and winding up only to the extent allowed by law.
7. AI Features
The optional Copilot for the workflow and form designers is in beta and disabled by default. Following tenant-wide activation by a Tenant Owner, inputs and the current draft context may be sent to OpenAI and may be processed outside the EEA, in particular in the United States. Before activation, Flowifier explains the provider, data flows and retention; a Tenant Owner may disable Copilot again for the entire tenant. Stored Copilot conversations are generally deleted 30 calendar days after the last accepted request; deleting a chat or disabling Copilot may trigger earlier deletion. The Customer reviews outputs before using them in production. Flowifier does not guarantee their accuracy or exclusivity. Use of Customer data to train general AI models requires a separate, unambiguous basis.
8. Operations and Support
Flowifier operates the platform with reasonable care. No guaranteed availability percentage or fixed response or resolution times apply to standard plans. Support requests may be submitted at any time by email or through the support portal. Flowifier generally handles support requests Monday to Friday from 09:00 to 17:00 in the Europe/Vienna time zone (CET or CEST), excluding Austrian public holidays. Enterprise services, priority support and service-level agreements apply only where separately agreed. Where reasonably possible, Flowifier gives at least 48 hours' notice of material planned maintenance expected to cause a noticeable restriction or unavailability of the platform. Routine updates and releases without an expected material impact are excluded. Urgent security or stability measures may be taken without this notice. Flowifier informs affected Customers of significant disruptions and relevant security incidents. The DPA governs personal data breaches.
9. Defects, Liability and Third-Party Rights
The Customer reports material deviations from the agreed service. Flowifier investigates them and remedies defects for which it is responsible within a reasonable time or offers a reasonable workaround. Statutory rights remain unaffected.
Intentional misconduct, gross negligence and mandatory statutory liability are governed by law. For a slightly negligent breach of a material contractual obligation, Flowifier is liable for foreseeable damage typical of the contract, subject to an aggregate cap equal to the higher of EUR 1,000 and the net fees accrued up to the event giving rise to the claim, for a period of no more than twelve months. To the extent permitted by law, liability for slight negligence in respect of other obligations is excluded. Mandatory rights, including claims of data subjects, remain unaffected.
Flowifier is liable for independent services of providers selected by the Customer and for unreviewed adoption of AI suggestions only to the extent that Flowifier's own obligations are involved. If content for which the Customer is responsible infringes a third party's rights, the Customer bears the necessary and reasonable costs caused by that infringement, provided it receives prompt notice and a reasonable opportunity to participate in the defence. If an infringement of intellectual-property rights is alleged in relation to the Flowifier platform, Flowifier may modify the function or offer a reasonable alternative; statutory rights remain unaffected.
10. Data Retention and End of Contract
During the contract term, tenant data remains stored unless the Customer requests its deletion through an available product function or the designated instruction or support channel and no legal retention obligation prevents deletion. Data already effectively deleted cannot be recovered. Configurable or automatic retention periods apply only if expressly agreed or enabled in the product.
After the end of a paid contract, the Customer may retrieve remaining tenant data for 60 calendar days; after a trial without an order, for 30 calendar days. The export includes remaining definitions and versions, instances, tasks, decisions, related audit data, configurations and files with their relationships in a commonly used machine-readable format. Data already lawfully deleted, passwords, access tokens, API keys and comparable secrets in plain text, and Flowifier's source code and internal infrastructure information are excluded.
Where the EU Data Act rules on switching data processing services apply, a person authorised to act for the Customer may request a provider switch during the contract term or the erasure of exportable data at the end of the contract. To facilitate a seamless switch, the request should be made before productive use ends; this does not limit any mandatory switching rights. Flowifier supports the switch and provides exportable data and the information required for it. Direct transfer into every destination system, a universal importer or functional equivalence in the destination system is not owed. The transitional period is generally no longer than 30 calendar days, subject to alternatives and extensions provided by law. The Customer can retrieve data for at least a further 30 calendar days after that period. In such a switch, retrieval ends no earlier than the later of 60 calendar days after contract termination and 30 calendar days after the transitional period ends. Further mandatory rights remain unaffected.
After the applicable retrieval period ends, Flowifier deletes remaining production tenant data within a further 30 calendar days unless applicable law requires retention or mandatory switching rules require earlier deletion. Remaining backup copies are deleted under the agreed backup and deletion rules and are not used for ordinary production purposes in the meantime. Flowifier treats its own invoices and contract records that it must retain by law separately and does not indiscriminately preserve tenant content within them. The DPA further governs the return and deletion of personal data processed on the Customer's behalf.
11. Changes to the Contract
Flowifier may offer a new version of these Terms for the next contract period. The Customer receives an understandable summary of changes at least 30 calendar days before the end of a monthly period or 60 calendar days before the end of an annual period. A new version applies only after express acceptance by a person authorised to act for the Customer; silence and mere continued use are insufficient. Without acceptance, Flowifier may terminate the contract with effect at the end of the period, subject to the applicable notice requirements. If no valid termination occurs, the existing terms continue to apply. Changes during a current period require the express agreement of both parties. New versions may also be published only for new Customers or for information, without changing existing contracts. Changes to the DPA and subprocessors follow the DPA procedure. Pending renewed acceptance alone does not automatically restrict the tenant.
12. Confidentiality and Final Provisions
Both parties keep non-public information and Customer data confidential and disclose them only to persons who need them and are subject to appropriate confidentiality obligations. Disclosures required by law remain permitted. Flowifier names the Customer as a reference only with the Customer's prior consent.
Austrian law applies. To the extent validly agreed, the competent courts in Vienna have jurisdiction. Mandatory law remains unaffected. This English-language version is the authoritative text. Any German translation made available upon request is for information; in the event of a discrepancy, this English version prevails unless an Enterprise agreement expressly specifies another contract language.