Terms of Service

Who we are and what these terms cover

These terms govern the use of CRM FLOW (crmflow.io) and all of its editions — DentalPro, PlumbPro, ElectroPro, CodePro, GardenPro, NailPro, LawPro, TaxPro and PhysioPro. The provider is VAULT DESK, SINGLE MEMBER P.C., Archaiou Theatrou 59, 136 75 Athens, Greece, company number 163840403000.

By creating an account or using the service, you accept these terms. If you disagree with any of them, do not use the service.

Together with the Privacy Policy they form the entire agreement between us and replace any earlier understanding on the same subject.

Definitions

• Service — the CRM FLOW application, its public pages and the support that comes with it.
• Subscriber or you — the individual or legal entity that opens the account: the professional or the business.
• User — any staff account you create under your subscription.
• Client content — everything you enter into the app: records, appointments, jobs, notes, files and financial data.
• Edition — the variant of the service for your trade, with its own terminology, tools and price.

Accounts and professional use

The service is provided for professional use only. By opening an account you confirm that you are acting in the course of your profession or business, that you are over 18, and that the details you give are accurate and kept up to date.

You are responsible for keeping your credentials safe and for everything done through your account and your staff’s accounts. Tell us immediately if you suspect unauthorised access.

Each user account is personal. Sharing one account between several people destroys the audit trail — which is also your own evidence in an inspection — and is not permitted.

Free trial

The trial lasts 14 days, with full access to every feature of your edition. You are not charged during it and we notify you before the first charge.

If you do not continue, the account is deactivated and you can export your data within the grace period described below. One trial is provided per business; we reserve the right not to grant a second one to the same business.

Subscriptions, editions and prices

The service is provided by subscription per business, monthly or yearly. Each edition has its own price; current prices are always shown on the Pricing page. On yearly prepayment you are charged 10 months for 12 months of use.

Prices shown exclude VAT, which is calculated at checkout according to your country and tax status.

We may adjust prices. A new price applies from your next renewal and we tell you at least 30 days in advance; if you do not accept it, you can cancel before it takes effect.

Payments and invoicing

Payments are handled by Polar, acting as Merchant of Record: it is your counterparty for the transaction itself, collects the price, issues the invoices and remits the taxes. Polar’s own terms apply to that transaction alongside these.

Card details are never stored in CRM FLOW and never pass through our servers.

If a charge fails, it will be retried. If it stays unpaid, access to the app is suspended until it is settled — your data is not deleted during suspension and comes back as soon as the balance is paid.

Renewal, cancellation and refunds

The subscription renews automatically at the end of each period unless you cancel it. Cancellation is done inside the app and takes effect at the end of the current period: you keep access until then and are not charged again. There is no cancellation penalty and no minimum commitment beyond the period you have already paid for.

Because the service is aimed exclusively at professionals, the 14-day right of withdrawal that the law grants consumers does not apply. Fees for a period already started are not refunded pro rata, unless the law provides otherwise or the inability to use the service is our fault.

Add-on services

Some services are charged separately because they carry a real per-use cost: SMS reminder packs (prepaid, charged per message) and data migration from a previous system (by quotation). Prepaid messages are not redeemable for cash and are not refundable.

Acceptable use

In using the service, you agree not to:

• Use it for any unlawful purpose or in breach of data protection law.
• Enter third parties’ data without a lawful basis and the required notices.
• Attempt to access other subscribers’ accounts or data.
• Decompile, copy, resell or sublicense the service, or create derivative works from it.
• Overload or disrupt the infrastructure, circumvent security measures or usage limits, or scrape data by automated means.
• Upload malware or content that infringes third-party rights.

A serious or repeated breach entitles us to suspend or terminate the account after notifying you and allowing a reasonable time to fix it — and without notice where there is an immediate risk to the platform, to other subscribers’ data or to third parties.

Your content and your obligations

Client content remains yours. We acquire no rights over it; we receive only the limited licence to store and process it as far as needed to provide the service to you.

As the controller of your clients’ data, it falls to you to see to:

• The lawful basis for the processing and the information given to the people concerned.
• Professional secrecy and the specific legislation of your sector.
• The accuracy of the records and responses to data subject requests.
• The management of your staff accounts and their access rights.

The service is a record-keeping tool. It does not replace your clinical, legal, accounting or technical judgement and is not advice; the decisions you make remain your responsibility.

Processing data on your behalf

This section is the data processing agreement under Article 28 GDPR and applies for as long as your subscription lasts. You are the controller; we are the processor.

• Subject matter and duration — provision of the service, for the term of the subscription.
• Nature and purpose — storing, organising, retrieving, amending and deleting client content so that the application works.
• Categories of data and data subjects — your clients or patients and your staff: identity and contact details, financial data and, depending on the edition, health data or case details.
• Instructions — we process data only on your documented instructions, which here are embodied in your use of the application’s features, and where required by law — in which case we tell you, if we are permitted to.
• Confidentiality — our staff are bound by confidentiality undertakings and access data only to the extent necessary.
• Security — we apply the technical and organisational measures of Article 32 described in the Privacy Policy.
• Sub-processors — we use those listed in the Privacy Policy, under the same protection obligations. You give general authorisation for them; any addition is announced 30 days in advance and you may object by terminating the subscription before it takes effect.
• Assistance — we assist you with data subject requests, impact assessments and breach notification, informing you without undue delay once we become aware of a breach.
• Deletion or return — on termination we delete the data as described under “Termination and data export”, after you have had the opportunity to export it.
• Audit — we provide the information needed to demonstrate our compliance and accept audits on reasonable notice, at times that do not disrupt operations.

Availability, support and maintenance

We aim for continuous availability without guaranteeing it numerically. The service may be interrupted for maintenance — scheduled at quiet hours and announced where that is practicable.

Support is provided in Greek and English by email at info@crmflow.io on business days, and is included in the subscription together with all future updates to your edition.

Intellectual property

The service, its code and design, the marks “CRM FLOW”, “DentalPro”, “PlumbPro”, “ElectroPro”, “CodePro”, “GardenPro”, “NailPro”, “LawPro”, “TaxPro”, “PhysioPro” and the content of the public pages belong to us or to our licensors. We grant you a non-exclusive, non-transferable right of use, for the term of the subscription and for its purposes only.

If you send us suggestions or feedback, we are free to implement them without any obligation of attribution or compensation.

Warranties and disclaimers

We make every reasonable effort to keep the service working correctly and securely. We do not warrant, however, that it will be uninterrupted or free of errors, nor that it satisfies on its own the regulatory obligations of your profession.

The backups we keep do not relieve you of keeping your own records, where law or your sector requires it. The app gives you data export for exactly that purpose.

Limitation of liability

Our liability for any claim relating to the service is limited to the amount of subscription fees you paid in the twelve months before the event giving rise to it.

We are not liable for lost profits, loss of clientele or reputation, or for indirect or consequential damage. We are not liable for data loss caused by you or your users, nor for interruptions caused by third-party providers or by your own internet connection.

None of these limitations applies in cases of wilful misconduct or gross negligence, personal injury, or where mandatory law does not permit the limitation.

Termination and data export

You may terminate the subscription at any time from inside the app. We may terminate it on 30 days’ notice, or immediately in case of a serious breach of these terms or non-payment.

After termination you have 30 days to export your data. It is then permanently deleted from live systems, and from backups at their next rotation. Tax documents are retained for as long as the law requires.

Changes to the service and to these terms

The service evolves: we add features and, more rarely, retire some. Any material reduction in functionality is announced at least 30 days in advance.

We may amend these terms. Changes are announced by updating this page and its date; material ones are additionally notified by email or in-app 30 days before they take effect. If you continue using the service after that, you are taken to have accepted them; otherwise you may cancel the subscription.

Force majeure

We are not liable for delay or failure to perform caused by events beyond our reasonable control: natural disasters, war, strikes, network or power outages, failures of infrastructure providers, acts of authorities.

Governing law and jurisdiction

These terms are governed by Greek law. The courts of Athens have jurisdiction over any dispute arising from them, subject to mandatory provisions applicable in your country.

If any term is held invalid, the rest remain in force. Not exercising a right does not waive it. You may not assign this agreement without our consent; we may do so in the context of a corporate reorganisation, on prior notice to you.

Contact

VAULT DESK, SINGLE MEMBER P.C. · Archaiou Theatrou 59, 136 75 Athens, Greece · Company no. 163840403000 · info@crmflow.io