These Terms & Conditions (the "Terms") govern your access to and use of the EntityFlo platform and related services. By creating an account or subscribing to a Plan, you agree to be bound by these Terms.
Version 1.0 · Effective Date: 1 June 2026
These Terms, together with EntityFlo's Privacy Policy, form an agreement between EntityFlo Pty Ltd (ABN 12 692 755 614), 1150 Gold Coast Hwy, Palm Beach 4221, Queensland, Australia ("EntityFlo", "we", "us", "our"), and the customer that creates an account or subscribes to the Services ("Customer", "you", "your").
These Terms, together with EntityFlo's Privacy Policy, form the agreement between the parties for the Customer's use of the Services. By creating an account, subscribing to a Plan, clicking to accept, or using the Services, the Customer agrees to be bound by these Terms. The person accepting confirms they are authorised to bind the Customer.
If the Customer has signed a separate written agreement with EntityFlo for the Services, that agreement prevails to the extent of any inconsistency with these Terms.
Subject to these Terms, EntityFlo grants the Customer a non-exclusive, non-transferable right to access and use the Services during the Subscription Term for the internal business purposes of the Customer Group, in accordance with the Plan the Customer selects.
The Customer may permit members of the Customer Group and its Authorised Users to use the Services. The Customer remains responsible for their use and for any act or omission that would breach these Terms if done by the Customer. The Customer is responsible for the security of its account credentials.
Use of the Services is subject to the limits of the Plan (including entity and user limits) and to clause 6 (Acceptable Use).
The Customer must pay the Fees for the Plan it selects. Unless stated otherwise, Fees are billed in advance for each billing cycle and are payable within 14 days of invoice (or, for card payments, when the cycle begins). Fees are exclusive of GST and other applicable taxes, which the Customer must pay.
Unless either party gives at least 30 days' notice before the end of the then-current term, the subscription automatically renews for a further period equal to the current billing cycle. EntityFlo may change the Fees for a renewal term by giving notice before the renewal.
If any amount is overdue, EntityFlo may charge interest at a reasonable rate and, on notice, suspend the Services until payment is made. Except where required by law, Fees are non-refundable and no credit is given for partial periods.
As between the parties, the Customer owns and retains all rights in Customer Data. The Customer grants EntityFlo a non-exclusive licence to host, copy, process, transmit, and display Customer Data, and to create back-ups, solely to provide and support the Services and as permitted by these Terms.
The Customer is responsible for the accuracy, quality, and legality of Customer Data and for ensuring it has the rights and, where required, the consents to provide personal information about third parties (including directors, officers, and beneficial owners) for processing through the Services.
EntityFlo may collect and use aggregated and de-identified data derived from use of the Services to operate, improve, and develop the Services, provided such data does not identify the Customer or any individual.
The Customer must use the Services only for lawful purposes and in accordance with these Terms. The Customer must not, and must not permit any Authorised User to:
EntityFlo will use commercially reasonable efforts to make the Platform available with a target availability of 99.5% in each calendar month, excluding scheduled maintenance, emergency maintenance, and factors outside EntityFlo's reasonable control. EntityFlo will give reasonable notice of scheduled maintenance where practicable.
EntityFlo will provide support in accordance with the Customer's Plan, and may publish additional support or service level details for particular Plans.
EntityFlo maintains appropriate technical and organisational measures designed to protect Customer Data against unauthorised access, loss, or disclosure, including encryption in transit and at rest, role-based access controls, and regular security reviews. EntityFlo is pursuing ISO/IEC 27001 and SOC 2 Type II certification. EntityFlo will notify the Customer without undue delay on becoming aware of a personal data breach affecting Customer Data, in accordance with applicable law.
Each party must keep the other party's Confidential Information confidential, use it only to perform these Terms, and disclose it only to personnel and advisers who need it and are bound by confidentiality. These obligations do not apply to information that is public through no fault of the receiving party, independently developed, or required to be disclosed by law. They survive termination.
The Services include AI Features, including the AI assistant Rebecca, which generate automated outputs to support the Customer's governance and administrative tasks.
Outputs from AI Features may be incomplete or inaccurate, do not constitute legal, financial, or professional advice, and must not be relied on as a substitute for professional advice or the Customer's own judgement. The Customer is responsible for reviewing all outputs and for any decision, document, or regulatory filing it makes.
EntityFlo may process Customer Data through AI Features to provide the Services. EntityFlo will not use Customer Data to train generally available, third-party AI models, except in de-identified form or as necessary to provide the Services. Where required by the Privacy Act 1988 (Cth) (as amended), EntityFlo discloses its use of automated decision-making in its Privacy Policy.
EntityFlo and its licensors own all intellectual property rights in the Platform, the Services, the documentation, and any improvements or modifications to them. Except for the limited rights expressly granted in these Terms, no rights are granted to the Customer. The Customer's rights in Customer Data are addressed in clause 5.
If the Customer provides feedback or suggestions about the Services, EntityFlo may use them without restriction or obligation.
EntityFlo warrants that it will provide the Services with reasonable care and skill and substantially in accordance with the documentation. To the maximum extent permitted by law, the Services are otherwise provided "as is" and EntityFlo excludes all other warranties, whether express or implied.
The Customer warrants that it has the rights and consents necessary to provide Customer Data, including personal information about third parties, for processing through the Services.
To the maximum extent permitted by law, neither party is liable for any indirect, incidental, special, or consequential loss, or for any loss of profits, revenue, anticipated savings, goodwill, or data, however arising.
Each party's total aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence), under statute, or otherwise, is limited to the total Fees paid or payable by the Customer in the 12 months immediately before the first event giving rise to the liability.
Nothing in these Terms limits or excludes liability for: liability that cannot be limited or excluded under applicable law; death or personal injury caused by negligence; fraud; or the Customer's obligation to pay Fees.
EntityFlo will indemnify the Customer against damages finally awarded against the Customer arising from a third-party claim that the Platform infringes that third party's intellectual property rights, provided the Customer promptly notifies EntityFlo, allows EntityFlo to control the defence, and provides reasonable assistance. This indemnity does not apply to claims arising from Customer Data, misuse of the Services, or combination of the Services with items not supplied by EntityFlo.
The Customer will indemnify EntityFlo against losses arising from a third-party claim relating to Customer Data, the Customer's breach of clause 6 (Acceptable Use), or the Customer's breach of its warranties under clause 11 (including any failure to hold the necessary rights or consents for third-party personal information).
These Terms apply from the date the Customer first accepts them or uses the Services and continue for the Subscription Term, renewing in accordance with clause 4, until terminated.
Either party may terminate (or the Customer may cancel its subscription) on notice if the other party materially breaches these Terms and does not remedy the breach within 30 days of notice, or becomes insolvent. EntityFlo may suspend access where required for non-payment, a breach of clause 6, or a security risk, giving notice where practicable.
On termination or expiry, the Customer's right to access the Services ends and any accrued Fees become payable.
For 30 days after termination or expiry, EntityFlo will make Customer Data available for export in a commonly used, machine-readable format. After that period, EntityFlo will delete Customer Data from the Platform, subject to any legal retention requirement and to back-ups that cycle out in the ordinary course. On request, EntityFlo will confirm deletion.
Each party will comply with the privacy and data protection laws that apply to it, including the Privacy Act 1988 (Cth) (as amended) and, where applicable, the GDPR and UK GDPR. EntityFlo handles personal information in accordance with its Privacy Policy. Where EntityFlo processes personal information on the Customer's behalf, the Customer is the controller and EntityFlo is the processor, and EntityFlo will process that personal information only to provide the Services and in accordance with the Customer's reasonable instructions. A separate data processing agreement is available on request for customers who require one.
EntityFlo may engage Sub-processors to provide the Services. EntityFlo maintains a current list of Sub-processors and will give the Customer a way to be notified of changes. EntityFlo remains responsible for its Sub-processors' compliance and will impose data protection obligations on them that are substantially the same as those that apply to EntityFlo.
EntityFlo may make trial or beta versions of the Services available. Trial and beta Services are provided "as is", without any warranty or service level, and may be changed or withdrawn at any time. Data entered during a trial may be deleted at the end of the trial unless a paid subscription is taken. To the maximum extent permitted by law, EntityFlo's liability for trial and beta Services is excluded.
These Terms are governed by the laws of Queensland, Australia. The parties submit to the exclusive jurisdiction of the courts of Queensland and the courts competent to hear appeals from them.
These Terms, together with the Privacy Policy, are the entire agreement between the parties about their subject matter and supersede any prior understanding. EntityFlo may update these Terms on reasonable notice; material changes take effect from the next renewal of the Subscription Term, and the Customer's continued use after that constitutes acceptance.
The Customer may not assign or transfer these Terms without EntityFlo's consent. EntityFlo may assign these Terms to an affiliate or to a successor of its business, and may subcontract its obligations while remaining responsible for performance. Notices must be in writing and sent to the email address on the Customer's account or, for EntityFlo, to hello@entityflo.com.
A failure to enforce a provision is not a waiver of it. If any provision is invalid or unenforceable, the remaining provisions continue in full force. Neither party is liable for failure to perform caused by events beyond its reasonable control. The parties are independent contractors. Clauses intended to survive termination (including those relating to confidentiality, intellectual property, liability, indemnities, and data) survive.
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