Terms of Service

1. Acceptance of Terms

By creating an account, accessing, or using the WorkFlowHQ platform ("Service") operated via workflowhq.net, you ("Tenant", "you", "your") agree to be bound by these Terms of Service. If you do not agree, you must not use the Service.

2. Service Description

WorkFlowHQ provides a cloud-based, multi-tenant practice management platform for accounting and professional services firms. Each tenant receives an isolated workspace with its own database, subdomain, staff accounts, client management, task tracking, document storage, and invoicing capabilities. The platform includes built-in AI tools with optional cloud processing (see Section 13 for full details).

3. Account Registration & Obligations

• You must provide accurate and complete information during registration.
• You are responsible for maintaining the confidentiality of your account credentials.
• One person or entity may not maintain more than one active account without prior written consent.
• You must be at least 18 years of age to create an account.

4. Plans & Pricing

WorkFlowHQ operates on a per-user-per-month pricing model. The available plans are:

Your billing amount is calculated as: Price per User × Number of Seats per billing cycle. All prices are in US Dollars (USD).

Annual billing receives a 20% discount on all plans, billed once per year in advance. Prices are subject to change with 30 days’ prior notice.

5. Free Trial

New accounts receive a 21-day free trial. During the trial period:

• You have full access to all features of your selected plan.
• No payment is charged until the trial period ends.
• Your payment method is collected at signup but will only be charged upon trial expiry.
• You may cancel at any time during the trial with no charge.

6. Billing & Payment

6.1 Billing Cycle & Anchor Date

All subscriptions align to the 1st day of a calendar month as their billing date. The first invoice after your trial ends is a prorated charge covering the days from your trial end date to the next 1st of the month. Regular monthly or annual invoices are issued on the 1st thereafter.

6.2 Payment Methods

We accept payments through Stripe (major credit/debit cards), PayPal, Razorpay, and manual bank transfers as arranged with our team.

6.3 Automatic Renewal

Subscriptions renew automatically on each billing date (the 1st of each month or year). Your payment method on file is charged on the billing date.

7. Plan & Seat Changes

7.1 Upgrades (Plans & Seats)

Upgrades take effect immediately. A prorated invoice for the remaining days of the current month is generated immediately and is due within 7 days.

7.2 Downgrades (Plans & Seats)

Downgrades are deferred to your next billing date. Your current plan and seat count remain active until the end of the paid billing period. No partial refunds or credits are issued for downgrades.

8. Failed Payments & Grace Period

If payment fails on the billing date, the following process applies:

1. Grace period: A 7-day grace period is provided during which account access remains fully active.
2. Reminders: Email alerts are sent on Day 1, Day 7, and Day 14.
3. Suspension: If payment is unresolved after 14 days from the invoice due date, the account is suspended and workspace access is revoked.
4. Termination: Accounts suspended for 2 consecutive months with unpaid invoices are automatically terminated.

9. Cancellation

You may cancel your subscription at any time from the Tenant Portal. Cancellation takes effect at the end of the paid billing period. No refunds are issued for unused days. Data is retained for 30 days after account deactivation before permanent deletion.

10. Reactivation & Restoration

Cancelled or suspended accounts may reactivate within 30 days by paying outstanding invoices plus 1 month subscription fee. Terminated accounts may request data restoration within 30 days subject to a 2-month restoration fee.

11. Data Ownership & Security Controls

You retain full ownership of all data uploaded or created within your workspace. WorkFlowHQ does not claim ownership of Customer Data.

Security Controls (FTC Safeguards Alignment): WorkFlowHQ implements technical and administrative safeguards — including TLS encryption in transit, AES-256 encrypted database backups stored in geographically separate datacenters, bcrypt password hashing, and strict role-based access controls — to assist US accounting firms with FTC Safeguards Rule compliance.

12. Acceptable Use

You agree to use the Service in compliance with all applicable laws and our Acceptable Use Policy. Reverse-engineering, scraping, unauthorized vulnerability testing, or transmitting unlawful content is strictly prohibited.

13. AI Features & Cloud AI Disclosure

The Service includes built-in AI tools operating under two modes:

• Local AI (default): Processing occurs entirely on WorkFlowHQ’s own servers. No data leaves the platform.
• Cloud AI (optional, opt-in): Plain-text extracts are transmitted to a third-party AI provider (Google Gemini). Cloud AI usage is at Tenant's sole risk.

Taxpayer Data Consent Warranty (IRC §7216): If Tenant processes US tax return information or uploads client tax records to the Service or optional Cloud AI engine, Tenant explicitly warrants that it has obtained all necessary written consents from its clients in full compliance with Internal Revenue Code Section 7216 and Treasury Regulation §301.7216-3. Tenant agrees to indemnify WorkFlowHQ against any claims, fines, or damages arising from Tenant's failure to secure valid client consents.

14. Limitation of Liability & Datacenter Destruction

The Service is provided "AS IS" and "AS AVAILABLE" without warranty of any kind, express or implied. To the maximum extent permitted by law, WorkFlowHQ shall not be liable for any indirect, incidental, consequential, special, or punitive damages.

Datacenter Destruction & Infrastructure Failure Disclaimer: WorkFlowHQ utilizes professional third-party datacenter facilities and cloud infrastructure providers (including servers hosted in Helsinki, Finland and backup locations). WorkFlowHQ shall have zero liability to Tenant or any third party for data loss, data corruption, service unavailability, or business disruption resulting from the partial or total destruction, physical damage, fire, power grid failure, flood, hardware breakdown, cyberattack, sabotage, or catastrophic failure of any datacenter or cloud hosting facility, regardless of cause. Tenant is strictly advised to maintain independent local backups of all critical files and records.

WorkFlowHQ’s total aggregate liability for any claim arising out of or related to the Service shall not exceed the total fees paid by you to WorkFlowHQ in the twelve (12) months preceding the claim.

15. Indemnification

You agree to indemnify and hold harmless WorkFlowHQ, its owners, and employees from any claims, losses, damages, liabilities, and legal expenses arising out of your use of the Service, violation of these Terms, datacenter incidents, or missing client tax consents.

16. Third-Party Integrations (Google, Microsoft & Zoom)

The platform enables optional integration with third-party software including Google Calendar, Microsoft Outlook Calendar, and Zoom Meetings. You acknowledge that all such integrations are provided purely on an "AS IS" and "AS AVAILABLE" basis. WorkFlowHQ disclaims all liability and makes no warranties regarding the uptime, performance, sync accuracy, or security protocols of Google LLC, Microsoft Corporation, or Zoom Video Communications, Inc. Your use of these third-party products is governed by their respective Terms of Service and Privacy Policies. WorkFlowHQ shall have no liability for integration failures, meeting dropouts, or calendar sync errors occurring on third-party servers.

17. Force Majeure

WorkFlowHQ shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay arises from events, circumstances, or causes beyond its reasonable control. Force Majeure events include, but are not limited to: acts of God, natural disasters, fire, flood, earthquake, explosion, pandemic, war, terrorism, civil unrest, riots, embargoes, acts of civil or military authorities, labor strikes, power grid failures, telecommunications or Internet service provider outages, failure of third-party hosting infrastructure or datacenters, denial-of-service (DoS) attacks, or changes in applicable law or government regulations.

18. Severability

If any provision of these Terms is held invalid or unenforceable, the remaining provisions shall continue in full force and effect.

19. Governing Law, Class Action Waiver & Binding Arbitration

These Terms and all rights, obligations, and disputes arising out of or in connection with the Service shall be governed by, interpreted, and construed strictly in accordance with the substantive laws of the Republic of India, without giving effect to any conflict of law principles.

CLASS ACTION WAIVER: TO THE MAXIMUM EXTENT PERMITTED UNDER APPLICABLE LAW, ALL CLAIMS AND DISPUTES MUST BE RESOLVED ON AN INDIVIDUAL BASIS. TENANT HEREBY EXPRESSLY AND IRREVOCABLY WAIVES ANY RIGHT TO INITIATE, JOIN, OR PARTICIPATE AS A PLAINTIFF OR CLASS MEMBER IN ANY CLASS ACTION, GROUP LITIGATION, REPRESENTATIVE PROCEEDING, OR CONSOLIDATED ARBITRATION AGAINST WORKFLOWHQ.

Binding Arbitration (As per Indian Law): Any dispute, controversy, difference, or claim arising out of or relating to these Terms, including any question regarding its existence, validity, interpretation, performance, breach, or termination, shall be referred to and finally resolved by binding arbitration in accordance with the Arbitration and Conciliation Act, 1996 of India (as amended from time to time).

• Seat and Venue: The seat and venue of arbitration shall be Kolkata, West Bengal, India.
• Arbitrator: The arbitration proceedings shall be conducted by a sole arbitrator to be mutually appointed by the parties, or failing agreement within 30 days, in accordance with the provisions of the Arbitration and Conciliation Act, 1996.
• Language: The language of the arbitration shall be English.
• Arbitral Award: The award rendered by the arbitrator shall be in writing, reasoned, final, and binding on both parties, and may be enforced in any court of competent jurisdiction.

Exclusive Court Jurisdiction: Subject to the arbitration agreement herein, the parties hereby irrevocably agree that the competent courts located in Kolkata, West Bengal, India shall have exclusive jurisdiction over all court proceedings relating to or arising out of these Terms, including applications for interim relief under Section 9 of the Arbitration and Conciliation Act, 1996 or enforcement of arbitral awards.