Flow Terms & Conditions
Version 2026-10-08 · Effective date: October 8, 2026 · Last updated: October 8, 2026
These Terms & Conditions (the “Terms”) govern your access to and use of the Flow website at theflowtool.com, the Flow web application at app.theflowtool.com, and related services (collectively, the “Services”) provided by Flow Labs LLC (“Flow,” “we,” “us,” or “our”). By creating an account, accepting an invitation, or using the Services, you agree to these Terms.
If you do not agree to these Terms, do not create an account or use the Services. If you are using the Services on behalf of an organization, you represent that you have authority to bind that organization, and “you” includes that organization.
1. Eligibility and Accounts
The Services are intended for business use. You must be at least 18 years old to create a Flow account. Accounts are created by signing up for a paid plan or by invitation from an administrator of an organization already using Flow. You are responsible for providing accurate information, keeping your account credentials secure, and all activity that occurs under your account.
If your account belongs to an organization, that organization controls the workspace, determines who may access it, and is responsible for its users’ compliance with these Terms. Do not share credentials or allow unauthorized access.
2. The Services
Flow is a project-management and client-collaboration platform for organizing work, tasks, deliverables, files, messages, forms, invoicing, calendars, and related workflows. We may improve, modify, or discontinue features from time to time. We will use reasonable efforts to keep the Services available, but the Services may be unavailable for maintenance, updates, outages, or events outside our control.
3. Your Content and Use of the Services
You retain ownership of the files, documents, projects, tasks, messages, comments, form responses, invoices, and other material that you or your organization submit to or store in the Services (“User Content”). You grant Flow a limited, worldwide, non-exclusive license to host, store, reproduce, transmit, display, and otherwise process User Content only as needed to provide, secure, maintain, and improve the Services and to comply with law.
You are responsible for User Content and for having all rights, permissions, notices, and lawful bases needed to place it in the Services. You must not use Flow to store government identification numbers, full payment card numbers, protected health information subject to HIPAA, or other sensitive or regulated data unless we have agreed in writing.
4. Acceptable Use
You may not use the Services to violate law or another person’s rights; upload malicious code; interfere with the Services or bypass access controls; probe, scan, or test systems without permission; reverse engineer or attempt to extract source code; resell or sublicense the Services except as expressly permitted; send spam or conduct fraud; infringe intellectual-property rights; or use the Services to build a competing product.
5. Privacy and Data Processing
Our Privacy Policy explains how Flow handles personal information collected for our own purposes, including how we use certain personal information for advertising and how you can manage advertising choices. Our Cookie Policy explains the cookies and similar technologies used by the Services. When you use Flow for an organization’s work, that organization may control the User Content and personal data in its workspace. Our Data Processing Agreement applies to that processing where incorporated into your agreement with Flow.
6. Plans, Fees, and Payment
If you subscribe to a paid plan, you agree to pay the fees shown at purchase or in your order. Fees are generally billed in advance and are non-refundable except where required by law or stated otherwise in writing. You authorize Flow and its payment processor to charge the selected payment method. Taxes, duties, and similar charges are your responsibility unless Flow is required to collect them.
We may suspend or limit access for nonpayment, suspected abuse, security risk, or a violation of these Terms. Where practical, we will provide notice and an opportunity to resolve the issue before suspension.
7. Intellectual Property
Flow and its licensors own the Services, including the software, design, branding, documentation, and other materials provided by Flow. Except for the limited right to use the Services under these Terms, no rights are transferred to you. Flow welcomes feedback and may use it without restriction or obligation.
8. Confidentiality
Each party may receive non-public information from the other party that is identified as confidential or should reasonably be understood to be confidential. The receiving party will use reasonable care to protect it and will use it only to perform under these Terms. These obligations do not apply to information that is public, independently developed, already known without restriction, or lawfully received from another source.
9. Disclaimers
THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, FLOW DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, AND ANY WARRANTY THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE. YOU ARE RESPONSIBLE FOR KEEPING INDEPENDENT BACKUP COPIES OF CONTENT YOU CANNOT AFFORD TO LOSE.
10. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, FLOW AND ITS AFFILIATES, OFFICERS, EMPLOYEES, AGENTS, AND LICENSORS WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS INTERRUPTION. FLOW’S TOTAL LIABILITY ARISING OUT OF OR RELATING TO THE SERVICES OR THESE TERMS WILL NOT EXCEED THE GREATER OF THE AMOUNTS YOU PAID TO FLOW FOR THE SERVICES IN THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM OR ONE HUNDRED U.S. DOLLARS.
11. Indemnification
You will defend, indemnify, and hold harmless Flow and its affiliates, officers, employees, agents, and licensors from claims, losses, liabilities, damages, costs, and expenses, including reasonable attorneys’ fees, arising from your User Content, your use of the Services, your violation of these Terms, or your violation of another person’s rights or applicable law.
12. Termination
You may stop using the Services at any time. We may terminate or suspend your access if you materially breach these Terms, create risk or legal exposure, or if providing the Services is no longer commercially reasonable. Upon termination, your right to use the Services ends. Provisions that by their nature should survive termination will survive, including ownership, confidentiality, disclaimers, limitations of liability, indemnification, and dispute terms.
13. Governing Law and Disputes
These Terms are governed by the laws of the Commonwealth of Virginia, without regard to conflict-of-law rules. The state and federal courts located in Fairfax County, Virginia will have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Services, and each party consents to personal jurisdiction and venue in those courts.
14. Changes to These Terms
We may update these Terms from time to time. We will post the updated version with a revised “Last updated” date. For material changes, we will provide reasonable advance notice, such as by email or an in-app notice. Your continued use of the Services after the updated Terms take effect means you accept them.
15. General
These Terms, together with any order form, DPA, or other agreement expressly incorporated by reference, are the entire agreement between you and Flow regarding the Services. If a provision is held unenforceable, the remaining provisions remain in effect. You may not assign these Terms without our prior written consent; Flow may assign them in connection with a merger, acquisition, reorganization, or sale of assets. No waiver is effective unless in writing. These Terms do not create a partnership, agency, employment, or joint-venture relationship.
16. Contact
Flow Labs LLC · 13620 Weinstein Court, Centreville, VA 20120 · support@theflowtool.com