Terms & Conditions

These Terms & Conditions ("Terms") govern the provision and use of the Ezyflow service ("Service") by EzyFlow.ai B.V., registered in the Netherlands under Chamber of Commerce (KvK) number 91433398 ("Ezyflow"), and the business customer that subscribes to the Service ("Customer").

The Service is offered exclusively to businesses and other organisations acting in the course of a profession or business. It is not offered to consumers.

By ordering, accessing or using the Service, the Customer accepts these Terms on behalf of its organisation and confirms that the person accepting them is authorised to do so.

• Organization — the Customer's environment within the Service, containing its users, templates and dossiers.
• Template — the configured structure that defines which information a type of dossier holds.
• Dossier — a single case, project, order, file or client record maintained in the Service.
• Source Communication — an email, WhatsApp message, document or other received communication that is stored in the Service.
• Evidence — the reference from an interpreted value in a Dossier back to the Source Communication that supports it.
• Item — a task, action point or follow-up identified within a Dossier.
• Issue — a conflict, gap or inconsistency surfaced within a Dossier.
• External User — a person outside the Customer's Organization who is given restricted access to a specific Dossier.
• Customer Data — all data, communications, documents and content that the Customer or its users submit to, or route into, the Service.

Ezyflow receives business communication and documents, interprets them in the context of a Dossier, and maintains a current, evidence-backed view of that Dossier. It can identify Items and Issues, classify documents, link information to Evidence and present internal and external views of the same Dossier.

The Service is provided as software as a service. Ezyflow makes the Service available over the internet; no software is delivered for installation, and no source code, model or infrastructure is licensed to the Customer.

The Customer is responsible for its Organization, its users, the access rights it grants and the use made of its accounts. Credentials must be kept confidential and must not be shared.

The Customer may grant External Users restricted access to a specific Dossier. The Customer remains responsible for deciding who receives such access and what information becomes visible to them.

The Customer must notify Ezyflow without undue delay of any suspected unauthorised access to its Organization.

Customer Data remains the property of the Customer or its respective rights holders. Ezyflow acquires no ownership of Customer Data and uses it to provide, maintain, secure and support the Service.

The Customer warrants that it is entitled to submit Customer Data to the Service and that doing so does not infringe third-party rights or applicable law.

The Customer will not use the Service to:

• process content that is unlawful, infringing or harmful;
• attempt to gain unauthorised access to the Service or other customers' data;
• circumvent security, access control or usage limits;
• reverse engineer, copy or derive the Service, other than to the extent that mandatory law permits;
• impose a load that unreasonably affects the availability of the Service for others.

The Service uses AI-assisted processing to extract, structure and interpret information from communications and documents. This is an essential characteristic of the Service and the Customer accepts it as such.

• AI can make mistakes.
• Extracted or interpreted information may be incomplete or incorrect.
• Information that is not supported by evidence may remain unknown or uncertain.
• Conflicting information may be surfaced as an Issue rather than silently resolved.
• Ezyflow does not warrant that any interpretation is accurate, complete or fit for a particular decision.

The Customer is responsible for applying appropriate human review to materially significant decisions. The Service does not provide legal, tax, financial, medical or other regulated professional advice.

Ezyflow is not designed or offered as a medical, clinical or healthcare-record system and is not intended for diagnosis, treatment or clinical decision-making.

Evidence identifies the Source Communication that supports an interpretation. Evidence does not by itself prove that the underlying statement is objectively true.

If a communication states that payment has been made, that communication is evidence that the sender reported payment. It does not by itself prove that payment was actually received.

The current state of a Dossier can differ from earlier Source Communication. Correcting a current interpreted value does not require altering a historically accurate communication: a delivery date first reported as 20 November and later changed to 23 November leaves the Dossier showing 23 November while the earlier communication remains historical evidence.

The Service is not automatically the legally authoritative system of record for the Customer's business. The Customer decides which records are authoritative for its own purposes.

The Service is designed to process the information reasonably required for the relevant Dossier operation. In normal incremental processing, this generally consists of new or changed evidence together with the existing Dossier context reasonably required to interpret that evidence.

Additional historical information may be processed where necessary, including during reprocessing, correction of inconsistent information, resolution of an Issue, Template changes, integrity checks or other exceptional processing operations.

Unless otherwise agreed in writing, the following amounts apply:

• Inactive Dossier: €19 per dossier per month.
• Active Dossier: €99 per dossier per month.
• Enterprise: from €199 per dossier per month.
• Template Launch: €4.750 one-time per template.

All prices exclude VAT and other applicable taxes. Enterprise pricing may vary based on volume, activity and agreed requirements. Template Launch is a one-time fee and is separate from recurring dossier fees.

Pricing classifications describe the commercial subscription treatment of a Dossier and do not by themselves determine its technical, evidentiary or legal lifecycle status. The Inactive classification is a commercial subscription classification and does not by itself determine the technical, evidentiary or legal lifecycle state of a Dossier; in particular, it is not synonymous with an archived, closed or deleted Dossier.

Recurring fees are invoiced periodically in accordance with the agreed billing cycle. One-time fees are invoiced upon order or delivery as agreed. Unless agreed otherwise, invoices are payable within thirty days of the invoice date.

If payment is not made when due, Ezyflow may charge statutory commercial interest and reasonable collection costs, and may suspend the Service after reasonable notice.

Ezyflow may change the technology, infrastructure, models and service providers used to operate the Service, provided that such changes do not materially reduce the core contracted functionality and remain subject to applicable contractual and data-protection obligations.

Ezyflow may amend these Terms. Material changes are communicated in advance through the Service or by email. Continued use after the effective date constitutes acceptance.

The processing of personal data in connection with the Service is described in the Ezyflow Privacy Statement. Where Ezyflow processes personal data on the Customer's behalf, a Data Processing Agreement applies to that processing.

The Customer is responsible for determining whether its use of Ezyflow is appropriate for its organisation, data, legal obligations and intended business process, and must ensure it has an appropriate legal basis and any other required rights to provide personal data and business communications to Ezyflow for processing.

Each party will keep confidential the non-public information it receives from the other party and use it only for the performance of the agreement. This obligation does not apply to information that is or becomes public without breach, that was already lawfully held, or that must be disclosed under mandatory law.

Ezyflow applies appropriate technical and organisational measures to protect the Service and Customer Data, including access control, authentication, encryption where appropriate, logging and monitoring, restricted personnel access and vulnerability management. No security measure eliminates all risk, and Ezyflow does not warrant that the Service can never be compromised.

Ezyflow makes reasonable efforts to keep the Service available and to resolve reported problems within a reasonable time. Planned maintenance is performed where possible outside normal business hours. Unless an availability commitment has been individually agreed in writing, no service level, uptime percentage or service credit applies.

All intellectual property rights in the Service, including its software, templates supplied by Ezyflow, structure, design and documentation, remain with Ezyflow or its licensors. The Customer receives a non-exclusive, non-transferable right to use the Service during the term of the agreement.

Ezyflow's aggregate liability under the agreement is limited, per calendar year, to the fees paid by the Customer for the Service in the twelve months preceding the event giving rise to liability.

Ezyflow is not liable for indirect or consequential damage, including lost profits, lost savings, missed opportunities, reputational damage, or damage resulting from decisions made on the basis of interpreted information without appropriate human review.

These limitations do not apply in the case of intent or deliberate recklessness on the part of Ezyflow's management, or where mandatory law does not permit limitation.

Neither party is liable for failure to perform caused by circumstances beyond its reasonable control, including failures of internet or telecommunication infrastructure, failures of third-party service providers, cyber attacks, government measures and comparable events.

The agreement runs for the agreed term and renews in accordance with the agreed billing cycle unless terminated with the agreed notice period.

Either party may terminate the agreement with immediate effect if the other party is in material breach and fails to remedy that breach within thirty days of written notice, or in the event of insolvency or comparable circumstances.

Ezyflow may suspend access in the event of non-payment after reasonable notice, or immediately where required for security, legal compliance or to prevent misuse.

After termination the Customer may, within a reasonable period agreed with Ezyflow, request export of its Customer Data. After that period Customer Data may be deleted in accordance with the applicable retention arrangements and any statutory retention obligations.

If there is a conflict between these Terms and an individually agreed and signed Order Form, proposal, Subscription Agreement or Enterprise Agreement, the individually agreed document prevails to the extent of that conflict.

Where a Data Processing Agreement applies, the Data Processing Agreement prevails specifically with respect to the processing and protection of personal data. It does not govern pricing, subscription scope, payment obligations or other commercial matters.

These Terms are governed by the laws of the Netherlands. Disputes are submitted to the competent court in the Netherlands, unless mandatory law provides otherwise. The applicability of the Vienna Sales Convention (CISG) is excluded.

EzyFlow.ai B.V., KvK 91433398, the Netherlands. support@ezyflow.ai