Terms & Conditions

CollabFlow is offered in early access. Parts of the Service are pre-release, and you should treat them accordingly.

• Early access, beta, and preview features are provided as is, may contain defects, and may be changed, suspended, or withdrawn at any time without notice.
• We offer no uptime commitment or service level agreement, on any plan.
• While we take backups, you should not rely on the Service as your only record of anything that matters. Keep your own copies of contracts, invoices, and financial records.
• Free plans are provided without charge and without warranty. We may change, limit, or discontinue a free plan at any time.

• Accounts are created through Google sign-in. You are responsible for securing the Google account you use, and we strongly recommend enabling two-factor authentication on it.
• You are responsible for all activity under your account, whether or not you authorised it, unless it results from our own failure.
• Provide accurate account information and keep it current. Do not impersonate anyone or misrepresent your affiliation with a person or organisation.
• Accounts are for a single creator or their authorised team members. Do not share sign-in credentials, sell or transfer your account, or use one account to provide the Service to people who are not covered by your plan.
• Tell us promptly at support@getcollabflow.com if you suspect unauthorised access.

Your use of the Service is subject to our Acceptable Use Policy, which prohibits, among other things, sending unsolicited bulk email through a connected inbox, unlawful or infringing content, impersonation, interfering with the Service or its rate limits, reverse engineering, and uploading sensitive categories of data the Service is not built to hold. Breaching that policy is a material breach of these Terms and may result in immediate suspension.

The Service becomes useful when you connect Gmail and, optionally, Notion. Connecting them gives CollabFlow the ability to act in your name, so the responsibilities below matter.

• Messages sent through CollabFlow come from your address and are your messages. You are responsible for their content and for complying with the anti-spam and electronic communications laws that apply to you and your recipients, including CAN-SPAM, the EU ePrivacy rules, and equivalents.
• You warrant that you have the right to enter and process the personal data you put into the Service — brand contacts, team members, brief recipients, and the contents of matched emails — and that you have any notice or consent their law requires.
• You are responsible for complying with the terms of the third-party services you connect, including the Google Terms of Service and the Notion Terms of Service.
• You may disconnect an integration at any time from CollabFlow or from your Google or Notion account. Doing so stops the dependent features immediately.
• Do not use a connected inbox that belongs to an employer or client without their permission.

Some features use artificial intelligence to read a matched email or a submitted brief and produce a draft — extracted budgets, deliverables and deadlines, or a suggested reply. What we send to the model is described in our Privacy Policy.

• AI output is a draft, not advice and not a verified fact. It can be incomplete, inaccurate, or wrong about amounts, dates, and terms. Check anything you rely on.
• If you enable automatic Smart Reply, the Service will send replies from your connected email address without you reviewing each message individually. You choose to enable this. By enabling it you accept responsibility for the replies sent, and you agree that we are not liable for the content of an automated reply, for a reply sent to the wrong person, for a reply sent when you would have preferred silence, or for any deal, obligation, or reputational consequence arising from one.
• You can disable automatic replies at any time in your settings. If you are not comfortable with automated sending, leave the feature off — the rest of the Service works without it.
• You must not present AI output as independently verified, or use the Service to generate content that is deceptive or unlawful.

• Plans and prices are those shown on our pricing page at the time you subscribe, which is the authoritative source for what each plan includes and what it costs. Plan limits — such as the number of tracked collaborations, keywords, matched emails, and connected inboxes — are part of the plan you buy and are enforced by the Service.
• Billing cycle. Paid plans are billed in advance, monthly or yearly as you choose. Yearly plans are charged up front for the full term. Subscriptions renew automatically at the then-current price until you cancel.
• Payment processing and merchant of record. Payments are handled by our payment provider, Dodo Payments, which acts as merchant of record for purchases of paid plans. Its terms and privacy policy apply to the payment transaction in addition to these Terms. We never receive or store your full card details.
• Taxes. Prices are shown in US dollars. Sales tax, VAT, GST, or equivalent is calculated, collected, and remitted by the merchant of record where applicable, and may be added at checkout.
• Price changes. We may change prices. We will give you at least 30 days' notice by email before a change applies to your subscription, and the new price takes effect at your next renewal. If you do not accept it, cancel before that renewal.
• Failed payments. If a charge fails, we may retry it and may downgrade or suspend paid features until payment succeeds.
• Chargebacks. If you initiate a chargeback instead of contacting us, we may suspend your account while the dispute is resolved. Please email us first — it is faster.

Cancellation

You can cancel at any time from your account settings. Cancellation stops future renewals. Your paid features remain available until the end of the billing period you have already paid for, and we do not refund the remainder of that period.

Refunds

Except where this section or applicable law says otherwise, fees are non-refundable, including for partial billing periods, unused time, and periods during which you did not use the Service. We may grant a refund at our discretion as a goodwill gesture; doing so once does not oblige us to do it again.

Consumers in the EEA and the UK

If you are a consumer resident in the EEA or the UK, you have a statutory right to withdraw from a distance contract within 14 days of entering into it, without giving a reason.

• By subscribing and gaining immediate access to the Service, you expressly request that we begin providing the Service immediately, during the withdrawal period.
• If you then withdraw within the 14 days, you must pay an amount proportionate to the Service provided up to the point you told us, and we refund the balance. If the Service has been fully performed within that period at your express request, and you acknowledged that you would lose the right of withdrawal on full performance, the right no longer applies.
• To withdraw, send a clear statement to support@getcollabflow.com within 14 days. We refund using the same payment method, without undue delay and within 14 days of being informed.

Nothing in this section limits any non-waivable statutory refund or cancellation right you have under the consumer law of your country of residence.

Your content

Campaign notes, deliverables, brand records, briefs, financial data, and everything else you put into the Service remain yours. You grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, transmit, adapt for technical and formatting purposes, and display that content solely to operate and provide the Service to you and as described in our Privacy Policy. This licence ends when you delete the content or your account, subject to the backup cycle described in the Privacy Policy.

You are responsible for holding the rights to any brand assets, contracts, or campaign materials you upload, and you warrant that your content does not infringe anyone's rights or break any law.

Our property

The Service, including its software, interface, design, and documentation, and the CollabFlow name, logo, and marks, belong to us and our licensors. We grant you a limited, revocable, non-exclusive, non-transferable right to use the Service in accordance with these Terms. You may not copy, modify, translate, reverse engineer, decompile, or create derivative works from the Service, resell or sublicense access to it, remove proprietary notices, or use our marks in a way that implies endorsement without our written permission.

Feedback

If you send us suggestions, ideas, or feature requests, you grant us a perpetual, irrevocable, worldwide, royalty-free, sublicensable licence to use and commercialise them without restriction, attribution, or payment. Please do not send us anything you consider confidential.

Publicity

We will not use your name, handle, or logo in our marketing without asking you first.

Core features depend on services we do not control, including the Gmail API, Google Cloud Pub/Sub, Google's Gemini models, the Notion API, and our payment provider. Their availability, rate limits, pricing, and policies can change or end at any time, and your use of them is subject to their own terms. If a provider restricts, deprecates, or terminates access — including where Google changes its requirements for the Gmail scopes we rely on — the dependent features may stop working. We will tell you if that happens and will try to offer an alternative, but we are not liable for a third party's acts, omissions, outages, or decisions.

CollabFlow is a software tool for organising collaborations and tracking payments. It is not a legal, accounting, tax, or financial service, and nothing in the app is professional advice. We do not review your contracts, verify brands, guarantee that you will be paid, or act as an escrow, collections, or payment-facilitation service. Decisions about which deals to accept, what to charge, what to invoice, and what to declare are yours, and you should take professional advice where it matters.

To the maximum extent permitted by law, the Service is provided "as is" and "as available", without warranties of any kind, whether express, implied, or statutory. We specifically disclaim the implied warranties of merchantability, satisfactory quality, fitness for a particular purpose, title, and non-infringement.

We do not warrant that:

• the Service will be uninterrupted, timely, secure, or error-free;
• every relevant email will be matched, every match will be correct, or every reply will be delivered;
• AI-generated output will be accurate, complete, or suitable for your purposes;
• defects will be corrected, or that data will never be lost or corrupted.

Some jurisdictions do not allow the exclusion of implied warranties, so parts of this section may not apply to you. Nothing here affects the statutory guarantees a consumer has under the law of their country of residence.

To the maximum extent permitted by law:

• We are not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost or corrupted data, lost business or opportunity, loss of goodwill, or the cost of substitute services — even if we were advised that such damages were possible and even if a limited remedy fails of its essential purpose.
• Our total aggregate liability for all claims arising out of or relating to the Service or these Terms is limited to the greater of (a) the amounts you actually paid us for the Service in the 12 months before the event giving rise to the claim, and (b) USD 100.
• These limits apply to all theories of liability — contract, tort including negligence, statute, or otherwise — and apply in aggregate, not per claim.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, for gross negligence or wilful misconduct, or for any other liability that cannot lawfully be excluded or limited. If you are a consumer, these limits apply only to the extent permitted by the consumer law of your country of residence, and your non-waivable statutory rights are unaffected.

You acknowledge that these limits reflect a reasonable allocation of risk, that the price of the Service is set on that basis, and that we would not provide the Service on these terms without them.

You agree to defend, indemnify, and hold harmless CollabFlow, its officers, employees, and contractors from any claim, demand, proceeding, loss, liability, damage, fine, or expense (including reasonable legal fees) arising out of or relating to:

• your content, and the personal data you enter into or process through the Service;
• messages sent from your connected email address through the Service, including automated replies you enabled;
• your breach of these Terms, the Acceptable Use Policy, or applicable law;
• your infringement or misappropriation of anyone's intellectual property or privacy rights;
• a dispute between you and a brand, client, collaborator, or team member, including disputes about payment, deliverables, or the terms of a deal;
• your reliance on AI-generated output.

We will notify you of any claim we seek indemnity for, and you may not settle it in a way that imposes an obligation or admission on us without our written consent. This section does not apply to the extent the claim results from our own breach of these Terms, and it applies to consumers only to the extent permitted by law.

By you

Cancel or delete your account at any time from your settings. Deleting your account stops your Gmail notification subscription, cancels any active subscription on a best-effort basis, and deletes your data as described in the Privacy Policy.

By us

We may suspend or terminate your access, with notice where practicable and immediately where not, if you materially breach these Terms or the Acceptable Use Policy, if your use creates a security, legal, or abuse risk to us or others, if a payment remains unpaid after we have asked you to fix it, if we are required to by law or by a provider we depend on, or if we discontinue the Service.

Where the reason is capable of being fixed and the risk allows, we will tell you what is wrong and give you a reasonable chance to fix it before terminating.

What happens next

• Your right to use the Service ends immediately.
• Unless we terminated you for breach, you have 30 days to ask us for an export of your data before it is deleted.
• If we discontinue the Service or terminate without cause, we will refund the unused portion of any prepaid fees on a pro-rata basis.
• Sections that by their nature should survive do survive, including intellectual property, disclaimers, limitation of liability, indemnity, and governing law.

We are actively developing CollabFlow. We may add, change, or remove features. Where we remove or materially reduce a paid feature you rely on, we will give account holders at least 30 days' notice by email or in-app, and if you do not accept the change you may cancel and receive a pro-rata refund of prepaid fees for the affected period.

We may also update these Terms. The date at the top reflects the current version. For material changes we will give at least 30 days' notice before they take effect. Continued use after that date means you accept the revised Terms; if you do not, stop using the Service and cancel your account. Changes required by law or to address a security issue may take effect immediately.

These Terms and any dispute arising out of them or the Service are governed by the laws of India, without regard to conflict of law rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Talk to us first

Before starting formal proceedings, email support@getcollabflow.com with a description of the dispute and what you want. We will try in good faith to resolve it within 30 days. Most problems are resolved this way.

Arbitration

If we cannot resolve it, the dispute will be referred to and finally settled by arbitration by a sole arbitrator under the Arbitration and Conciliation Act, 1996. The seat and venue of arbitration is [CITY], India, and the language is English. The award is final and binding. Either party may seek urgent injunctive relief from a court to protect intellectual property or confidential information.

Courts

Subject to the arbitration clause, the courts at [CITY], India have exclusive jurisdiction. Claims must be brought individually and not as a class, consolidated, or representative action.

If you are a consumer

Nothing in this section deprives you of the protection of the mandatory provisions of the law of the country where you habitually reside, or of your right to bring proceedings in the courts of that country where its law gives you that right. Consumers in the EU may also use the European Commission's online dispute resolution platform.

• Force majeure. Neither party is liable for a failure to perform caused by events beyond its reasonable control, including internet or hosting failures, acts of a third-party provider, natural disasters, war, or government action.
• Export and sanctions. You agree to comply with applicable export control and sanctions laws and not to use the Service in breach of them.
• Assignment. You may not assign or transfer these Terms without our written consent. We may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets, on notice to you.
• Severability. If a provision is held unenforceable, it is modified to the minimum extent necessary or severed, and the rest remains in force.
• No waiver. Not enforcing a provision is not a waiver of the right to enforce it later.
• Entire agreement. These Terms, the Privacy Policy, and the Acceptable Use Policy are the entire agreement between us about the Service and supersede any prior understanding.
• No third-party beneficiaries. These Terms do not give rights to anyone who is not a party to them.
• Notices. We may give notice by email to the address on your account or by in-app notice; you agree to receive communications electronically. Send notices to us at support@getcollabflow.com, copied to our registered address.
• Relationship. These Terms do not create a partnership, joint venture, agency, or employment relationship between us.

Our Grievance Officer under India's Information Technology Rules, 2021 and the Digital Personal Data Protection Act, 2023 is [GRIEVANCE OFFICER NAME], reachable at support@getcollabflow.com or by post at [LEGAL ENTITY NAME], [REGISTERED ADDRESS], India. We acknowledge complaints within 24 hours and aim to resolve them within 15 days.

If you believe content on the Service infringes your intellectual property, email us with enough detail to identify the work, the material complained of, your contact details, and a statement that you have a good-faith belief the use is unauthorised. We investigate every notice and will remove infringing material and terminate repeat infringers.