Terms of Service

3.1. Platform Overview

Aflux is a modular, cloud-based software-as-a-service (SaaS) platform designed to support and optimize the lifecycle ("flux") of documents and information. The Services enable individuals and teams to manage, process, distribute, sign, and track documents and data through a unified platform.

The Services are made available through multiple functional modules, supported by a common core of user management, auditing, and file management capabilities. Users may access the Services through a web interface and, where applicable, through APIs or other integrations provided by Aflux.

Aflux may update, modify, enhance, or discontinue any aspect of the Services at its discretion, subject to the terms of this Agreement.

3.2 Modules

The Services are composed of distinct functional modules, which may be enabled or disabled depending on the User's subscription plan.

3.3 Core Services (User Management and File Management)

The Services include core functionality that supports all Modules, including:

• User and role management (such as Administrators, Users, and Guests)
• File storage, organization, and lifecycle management
• Activity tracking and audit-related features

These Core Services allow Users to collaborate, manage Content, and control access across the platform.

3.4 External Storage Integrations

Aflux may allow Users to connect External Storage services to the platform in order to access, manage, or process Content stored with third-party providers. When a User connects an External Storage service:

• Access is granted solely at the User's direction and authorization
• The External Storage provider's terms and policies continue to govern the User's relationship with that provider
• Aflux does not control and is not responsible for the availability, security, or performance of External Storage services

Integration with External Storage is provided for convenience and does not transfer responsibility for third-party services to Aflux.

4.1 Account Creation and Registration

To access and use the Services, you must create an Account. When registering for an Account, you agree to provide accurate, current, and complete information and to keep such information up to date at all times.

You are responsible for all activities conducted through your Account, whether such activities are performed by you directly or by other Users authorized under your Account. Aflux reserves the right to refuse registration, suspend, or terminate an Account at its discretion, subject to this Agreement.

4.2 Organizational Accounts, Administrators, Users, and Guests

Accounts may be created and managed on behalf of an organization, team, or other legal entity. An Account may include multiple Users with different roles, including Administrators, Users, and Guests, as supported by the Services. Administrators are responsible for:

• Managing Users, roles, and permissions
• Configuring Modules and integrations
• Managing subscription plans and billing
• Ensuring compliance with this Agreement by all Users under the Account

You acknowledge that actions taken by Administrators or other authorized Users under your Account are deemed actions taken by you or your organization, and you remain fully responsible for such actions.

4.3 Account Security and Responsibility

You are responsible for maintaining the confidentiality of your Account credentials and for all access to and use of the Services through your Account. You agree to:

• Use reasonable measures to protect login credentials
• Promptly notify Aflux of any unauthorized access or security breach
• Ensure that only authorized Users access the Services under your Account

Aflux is not responsible for any loss or damage arising from unauthorized access to your Account caused by your failure to safeguard credentials or comply with this Section.

5.1 Free Tier

Aflux may offer a Free Tier that allows Users to access certain features of the Services at no cost. The Free Tier may be subject to limitations, including but not limited to usage caps, feature restrictions, storage limits, or branding requirements.

Aflux reserves the right to modify, suspend, or discontinue the Free Tier at any time, with or without notice. Free Tier access does not include any service-level commitments, warranties, or support obligations unless expressly stated otherwise.

5.2 Paid Plans (Pro and Business)

Aflux offers paid subscription plans, including Pro and Business plans, which provide access to additional features, higher usage limits, or enhanced capabilities compared to the Free Tier.

By subscribing to a paid plan, you agree to pay all applicable fees in accordance with the pricing and billing terms presented at the time of purchase. Paid plans are billed on a recurring basis (for example, monthly or annually), unless otherwise specified.

You have the right to request a full refund within fourteen (14) days from the start date of your initial paid subscription, provided that the request is made within this period. This refund right applies only to the first purchase of a paid plan and does not apply to renewals, upgrades, or subsequent subscription periods, unless otherwise required by applicable law.

After the fourteen (14) day refund period has elapsed, subscription fees are non-refundable, except where required by applicable law or expressly stated otherwise by Aflux.

Refund requests must be submitted through Aflux’s designated support channels. Aflux reserves the right to deny refund requests in cases of abuse, fraud, or violation of these Terms of Service.

5.3 Enterprise Plans and Custom Agreements

Enterprise plans are offered under separate, individually negotiated written agreements ("Enterprise Agreements"). Such agreements may include custom pricing, terms, service levels, data protection provisions, and support arrangements.

In the event of any conflict between this Agreement and an Enterprise Agreement, the Enterprise Agreement shall prevail with respect to the Enterprise customer.

5.4 Billing, Invoicing, and Taxes

Fees for paid plans are due in advance of the applicable billing period unless otherwise specified. You authorize Aflux to charge the payment method provided for all applicable fees, including recurring subscription charges.

You are responsible for all applicable taxes, duties, or governmental charges associated with your use of the Services, excluding taxes based on Aflux's income. If required by law, Aflux may collect and remit such taxes on your behalf.

5.5 Failure to Pay

If payment of any fees is not received by the due date, Aflux may, at its discretion and without limiting other remedies:

• Suspend or restrict access to the Services
• Downgrade your subscription to the Free Tier
• Terminate your Account in accordance with Section 19

You remain responsible for all outstanding fees incurred prior to suspension or termination.

6.1 Prohibited Activities

You agree not to use the Services in any manner that is unlawful, harmful, or interferes with the proper operation of the Services. Without limiting the foregoing, you agree not to:

• Use the Services to send, upload, distribute, or store unlawful, fraudulent, misleading, defamatory, obscene, or abusive Content
• Use the Bulk Email module to send unsolicited messages, spam, phishing attempts, or communications that violate anti-spam or marketing laws
• Infringe or misappropriate intellectual property, privacy, or other rights of any third party
• Upload or transmit malware, viruses, or other harmful code
• Attempt to gain unauthorized access to the Services, Accounts, systems, or networks
• Circumvent or interfere with security features, usage limits, or access controls
• Use the Services in a manner that degrades, disrupts, or interferes with the Services or other Users
• Reverse engineer, decompile, or otherwise attempt to derive the source code of the Services, except where expressly permitted by law

Aflux reserves the right to investigate and take appropriate action, including suspension or termination of Accounts, for any violation of this Section.

6.2 Compliance With Applicable Laws and Regulations

You agree to use the Services in compliance with all applicable laws, regulations, and industry standards, including but not limited to:

• Data protection and privacy laws
• Electronic communications and anti-spam regulations
• Electronic signature and recordkeeping laws
• Export control and sanctions laws, where applicable

You are solely responsible for determining whether your use of the Services is compliant with laws applicable to your jurisdiction, industry, and use case. Aflux does not provide legal or regulatory compliance advice.

7.1 Content Ownership

You retain all right, title, and interest in and to your User Content. Nothing in this Agreement transfers ownership of User Content to Aflux.

Except for the limited rights expressly granted under this Agreement, Aflux does not claim any ownership or control over User Content.

7.2 License Granted to Aflux

By uploading, transmitting, storing, or otherwise making User Content available through the Services, you grant Aflux a limited, non-exclusive, worldwide, royalty-free, sublicensable (solely as necessary to provide the Services), and revocable license to host, store, process, transmit, display, and otherwise use User Content solely for the purpose of operating, providing, maintaining, and improving the Services in accordance with this Agreement.

This license terminates when your User Content is deleted or made unavailable from the Services, except where retention is required by law or permitted under this Agreement.

7.3 Responsibility for Content

You are solely responsible for all User Content and for ensuring that your User Content:

• Is accurate, lawful, and does not violate any applicable laws or regulations
• Does not infringe or misappropriate the rights of any third party
• Is uploaded, shared, or processed with all necessary rights, permissions, and consents

Aflux does not review, monitor, or control User Content and is not responsible for the content, accuracy, legality, or use of User Content by you or other Users.

7.4 Confidentiality of User Content

Aflux will treat User Content as confidential and will not access, use, or disclose User Content except:

• As necessary to provide and support the Services
• As authorized by you or your Administrators
• As required to comply with applicable laws, regulations, or legal processes
• To protect the rights, property, or safety of Aflux, Users, or third parties

Confidentiality obligations under this Section do not apply to information that is publicly available through no fault of Aflux or that is independently developed without use of User Content.

8.1 Data Protection and Privacy

Aflux processes Personal Data in accordance with applicable data protection and privacy laws and regulations. Details regarding the collection, use, storage, and disclosure of Personal Data by Aflux are described in the Aflux Privacy Policy, which is incorporated into this Agreement by reference.

You acknowledge and agree that you are responsible for ensuring that any Personal Data you upload, process, or otherwise make available through the Services is collected and used in compliance with applicable laws, including obtaining all necessary notices, consents, and authorizations from data subjects.

8.2 Data Processing Roles

Depending on the nature of the Services and your use thereof, Aflux may act as a data processor (or service provider) processing Personal Data on your behalf, while you act as the data controller (or business).

You acknowledge that:

• You determine the purposes and means of processing Personal Data through the Services
• Aflux processes Personal Data solely in accordance with your instructions and this Agreement

Where required by applicable law, the parties may enter into a separate data processing agreement ("DPA") governing the processing of Personal Data, which shall form part of this Agreement.

8.3 Data Security Measures

Aflux implements reasonable technical and organizational measures designed to protect Personal Data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access.

You acknowledge that no system can be completely secure and that Aflux does not guarantee absolute security of Personal Data. You are responsible for implementing appropriate safeguards within your Account, including managing access rights, user permissions, and credential security.

9.1 Recipient Consent and Mailing Lists

You represent and warrant that you have obtained all necessary rights, permissions, and consents to collect, store, and use recipient contact information and to send email communications to all recipients through the Bulk Email module.

You are solely responsible for ensuring that your mailing lists comply with all applicable laws and regulations, including anti-spam, electronic communications, and data protection laws. You agree to maintain accurate and up-to-date recipient information and to honor opt-out, unsubscribe, and suppression requests in a timely manner.

9.2 Message Content and Attachments

You are solely responsible for the content of all email messages, templates, and attachments sent through the Bulk Email module. You agree that such content:

• Is lawful, accurate, and not misleading
• Does not infringe intellectual property, privacy, or other rights of third parties
• Does not contain malware, harmful code, or prohibited materials

Aflux does not review or approve email content prior to sending and is not responsible for the content or consequences of messages sent through the Services.

9.3 Deliverability and Third-Party Email Providers

Aflux does not guarantee email delivery, inbox placement, or sending reputation. Email delivery may be affected by factors outside Aflux's control, including recipient mail servers, spam filters, and third-party email service providers.

If the Bulk Email module relies on third-party email infrastructure or providers, such providers' terms and policies may apply. Aflux is not responsible for the availability, performance, or actions of third-party email providers, including blocking, throttling, or filtering of emails.

10.1 Legal Effect and Limitations of Electronic Signatures

The Electronic Signature module provides technical tools that enable the creation, transmission, and collection of electronic signatures on documents. You acknowledge that the legal recognition, validity, and enforceability of electronic signatures may vary depending on jurisdiction, document type, and applicable law.

You are solely responsible for determining whether the use of electronic signatures is appropriate and legally valid for your specific use case, documents, and jurisdiction. Certain documents or transactions may not be eligible for electronic signing under applicable law.

10.2 Signature Requests and Multi-Party Workflows

The Electronic Signature module allows you to initiate signature requests and configure workflows involving one or more signatories. You are responsible for:

• Identifying and selecting appropriate signatories
• Ensuring that signatories have the authority and capacity to sign
• Defining configuration, signing order, and access permissions

Aflux does not verify the identity, authority, or intent of signatories and does not guarantee that a signature was made by a specific individual or that a signed document reflects the signatory's intent.

10.3 No Legal Advice

Aflux does not provide legal advice, legal opinions, or assurances regarding the legality, validity, or enforceability of any document or electronic signature. Any information provided through the Services is for general informational purposes only and should not be relied upon as legal advice.

You should consult a qualified legal professional regarding the use of electronic signatures and compliance with applicable laws.

11.1 QR Code Content and Access Management

The QR Code module enables you to generate QR codes that link to User Content, documents, folders, or other resources managed through the Services. You are solely responsible for the content and resources accessible through any QR codes you generate.

You acknowledge that QR codes may be scanned and accessed by unintended parties if shared publicly or without appropriate access controls. You are responsible for configuring and maintaining appropriate access permissions and for monitoring how QR codes are distributed and used.

11.2 Lifecycle and Permission Controls

The QR Code module may allow you to manage the lifecycle of QR codes and the associated content, including activation, expiration, access restrictions, and permission settings.

You are responsible for:

• Defining and maintaining lifecycle rules and permissions
• Ensuring that access settings align with your intended use and compliance requirements
• Reviewing and updating QR code configurations as needed

Aflux is not responsible for unauthorized access or misuse resulting from your configuration choices or failure to manage QR code lifecycle settings.

12.1 Authorization to Access External Storage

The Services may allow you to connect and integrate External Storage services provided by third parties. By enabling such integrations, you expressly authorize Aflux to access, retrieve, process, and manage Content stored in External Storage on your behalf, solely as necessary to provide the Services and in accordance with your instructions.

You represent and warrant that you have the right and authority to grant such access and that your use of External Storage integrations complies with the terms and policies of the applicable third-party providers.

12.2 Third-Party Terms and Availability

External Storage services are provided and controlled by third parties, and your use of such services remains subject to the applicable third-party terms, conditions, and privacy policies.

Aflux does not control and is not responsible for the availability, security, functionality, or performance of External Storage services, nor for any data loss, service interruptions, or changes caused by third-party providers. Integration with External Storage services is provided for convenience and does not constitute an endorsement of any third-party service.

13.1 Aflux Intellectual Property

All rights, title, and interest in and to the Services, including the platform, software, source code, object code, architecture, APIs, user interfaces, designs, trademarks, logos, trade names, documentation, and any related intellectual or industrial property rights, are and shall remain the exclusive property of Aflux or its licensors.

Nothing in this Agreement grants you any ownership rights in the Services or Aflux intellectual property.

13.2 License of Limited Use

Subject to your compliance with this Agreement and payment of applicable fees, Aflux grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Services solely for your internal business or personal purposes, in accordance with your subscription plan and this Agreement.

You may not copy, modify, distribute, sell, lease, reverse engineer, or otherwise exploit the Services or any portion thereof except as expressly permitted by law or authorized in writing by Aflux.

13.3 Feedback

If you provide suggestions, ideas, feedback, or recommendations regarding the Services ("Feedback"), you grant Aflux a perpetual, irrevocable, worldwide, royalty-free, and unrestricted right to use, modify, incorporate, and exploit such Feedback for any purpose, without obligation or compensation to you.

14.1 Service and Transactional Communications

You acknowledge and agree that Aflux may send you service-related and transactional communications that are necessary for the operation of the Services. Such communications may include, but are not limited to, account notifications, security alerts, billing notices, technical updates, and changes to the Services or this Agreement.

These communications are considered an integral part of the Services, and you may not opt out of receiving them while maintaining an active Account.

14.2 Electronic Communications

By creating an Account or using the Services, you consent to receive communications from Aflux electronically, including via email, in-app notifications, or through the Services. You agree that all agreements, notices, disclosures, and other communications provided electronically satisfy any legal requirement that such communications be in writing.

It is your responsibility to maintain accurate and up-to-date contact information associated with your Account.

14.3 Marketing Communications and Opt-Out

Subject to applicable law, Aflux may send you marketing or promotional communications regarding products, services, features, or offerings. You may opt out of receiving marketing communications at any time by following the unsubscribe instructions provided in such communications or by adjusting your communication preferences within the Services.

Opting out of marketing communications will not affect your receipt of service-related or transactional communications.

16.1 No Warranty

To the maximum extent permitted by applicable law, the Services are provided on an "as-is" and "as-available" basis, without warranties of any kind.

Aflux expressly disclaims all warranties, whether express, implied, statutory, or otherwise, including but not limited to any implied warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, or availability. Aflux does not warrant that the Services will be uninterrupted, error-free, secure, or free from defects.

16.2 Provider Warranties Disclaimer

Without limiting the foregoing, Aflux makes no representations or warranties regarding:

• The legality, validity, or enforceability of documents or electronic signatures created or processed through the Services
• The delivery, receipt, or performance of emails sent through the Bulk Email module
• The accuracy, completeness, or reliability of any Content or information processed through the Services
• The availability, security, or performance of third-party services, including External Storage or email providers

You assume all risks associated with your use of the Services and any reliance on the output or results generated through the Services.

17.1 Limitation of Liability

To the maximum extent permitted by applicable law, Aflux, its affiliates, officers, directors, employees, agents, and licensors shall not be liable for any damages arising out of or related to your use of, or inability to use, the Services, whether based on contract, tort (including negligence), strict liability, or any other legal theory.

Except where prohibited by law, Aflux's total aggregate liability for all claims arising under or in connection with this Agreement shall not exceed the total amount of fees paid by you to Aflux for the Services during the twelve (12) months preceding the event giving rise to the claim. If you are using the Free Tier, Aflux's total liability shall be limited to zero (0) or the minimum amount permitted by law.

17.2 Exclusion of Certain Damages

To the maximum extent permitted by applicable law, Aflux shall not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including but not limited to damages for loss of profits, revenue, business, goodwill, data, or anticipated savings, even if Aflux has been advised of the possibility of such damages.

The foregoing limitations and exclusions apply regardless of whether the damages arise from use of the Services, third-party services, User Content, system interruptions, security incidents, or any other cause related to the Services.

19.1 Term of the Agreement

This Agreement begins on the date you first access or use the Services and continues until terminated in accordance with this Section.

For paid subscriptions, the Agreement remains in effect for the duration of the applicable subscription term and any renewal periods, unless terminated earlier as provided herein or in an applicable Enterprise Agreement.

19.2 Suspension or Termination by Aflux

Aflux may suspend or terminate your access to the Services, in whole or in part, at any time and with or without notice if:

• You violate this Agreement or applicable laws
• You fail to pay fees when due
• Your use of the Services poses a security, legal, or operational risk to Aflux or other Users
• We are required to do so by law or governmental authority

Where reasonably practicable, Aflux will provide notice prior to termination. Aflux may immediately suspend access to protect the Services or Users.

19.3 Termination by the User

You may terminate this Agreement at any time by canceling your Account through the Services or by providing written notice to Aflux. Termination does not relieve you of any obligation to pay fees accrued prior to the effective date of termination.

19.4 Effects of Termination

Upon termination or expiration of this Agreement:

• Your right to access and use the Services immediately ceases
• Any outstanding fees become immediately due and payable
• Licenses granted under this Agreement terminate

Sections that by their nature should survive termination shall survive, including but not limited to Sections relating to intellectual property, confidentiality, limitation of liability, indemnification, and governing law.

19.5 No Access to Content or Services After Termination

Following termination or expiration of this Agreement, you will no longer have access to the Services or your User Content, unless otherwise required by law or expressly agreed in writing (such as under an Enterprise Agreement).

Aflux may delete or anonymize User Content after termination in accordance with its data retention policies. You are responsible for exporting or backing up your User Content prior to termination.

20.1 Informal Resolution

Before initiating any formal legal action, you agree to first attempt to resolve any dispute, claim, or controversy arising out of or relating to this Agreement or the Services through good-faith informal discussions with Aflux.

To initiate informal resolution, you must provide written notice to Aflux describing the nature of the dispute and the relief sought. The parties agree to attempt to resolve the dispute within a reasonable period before pursuing formal proceedings.

20.2 No Class Action Litigation

To the maximum extent permitted by applicable law, you agree that any dispute, claim, or proceeding arising out of or relating to this Agreement or the Services shall be brought only in your individual capacity and not as a plaintiff or class member in any purported class, collective, representative, or consolidated action.

You expressly waive any right to participate in a class action, class arbitration, or other representative proceeding against Aflux.

20.3 Waiver of Jury Trial

To the maximum extent permitted by applicable law, you and Aflux each knowingly, voluntarily, and irrevocably waive any right to a trial by jury in any action or proceeding arising out of or relating to this Agreement or the Services.

21.1 Applicable Legislation

This Agreement and any dispute, claim, or obligation arising out of or in connection with it shall be governed by and construed in accordance with the laws of Romania, without regard to its conflict of law principles.

Where applicable, mandatory provisions of European Union law, including consumer protection and data protection regulations, shall apply and prevail over any conflicting provisions of this Agreement.

21.2 Jurisdiction

Except where prohibited by applicable law, the courts of Romania shall have exclusive jurisdiction to resolve any dispute, claim, or controversy arising out of or relating to this Agreement or the Services.

Nothing in this Section shall prevent Aflux from seeking injunctive or equitable relief in any competent jurisdiction to protect its intellectual property rights, confidential information, or enforce compliance with this Agreement.

23.1 Assignment

You may not assign or transfer this Agreement, in whole or in part, without the prior written consent of Aflux. Aflux may assign or transfer this Agreement, in whole or in part, without restriction, including in connection with a merger, acquisition, corporate reorganization, or sale of assets.

Any attempted assignment in violation of this Section shall be null and void.

23.2 Severability

If any provision of this Agreement is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be enforced to the maximum extent permissible, and the remaining provisions shall remain in full force and effect.

23.3 Force Majeure

Aflux shall not be liable for any failure or delay in performance of its obligations under this Agreement due to events beyond its reasonable control, including but not limited to natural disasters, acts of government, war, terrorism, labor disputes, power failures, internet or telecommunications failures, or failures of third-party service providers.

23.4 Entire Agreement

This Agreement constitutes the entire agreement between you and Aflux regarding the Services and supersedes all prior or contemporaneous agreements, communications, or understandings, whether written or oral, relating to the subject matter herein.

In the event of a conflict between this Agreement and any additional terms, policies, or an Enterprise Agreement, the applicable Enterprise Agreement shall prevail.

23.5 Relationship of the Parties

Nothing in this Agreement shall be deemed to create any partnership, joint venture, agency, or employment relationship between you and Aflux. Each party acts as an independent contractor in all respects.