Terms of Service

1. Term

Unless otherwise agreed in writing, this Agreement begins on the date your ExtraflowDoc account is activated and continues on a monthly or annual basis, depending on your subscription plan, until terminated by either party in accordance with this Agreement.

2. Your ExtraflowDoc Account

You are fully responsible for all activity under your account. You agree to:

• Provide accurate and complete registration information.
• Keep all passwords secure and confidential.
• Ensure login credentials are not shared between users.
• Use the Service only in compliance with all applicable laws.
• Refrain from uploading any viruses, malware, or harmful code.
• Immediately notify us of unauthorized access or misuse.

We reserve the right to suspend or terminate your account without notice in case of fraud, abuse, or violation of this Agreement.

2.1 Account Usage and Seat Licensing

Each user account is licensed for use by a single natural person only ("Named User").

Sharing login credentials or allowing multiple individuals to access the Service through a single account is strictly prohibited.

You agree that:

• Provide accurate and complete registration information.
• Each Named User must have a separate account or paid seat;
• Login credentials may not be shared, transferred, or reused by multiple individuals;
• Accounts may not be used as a shared or pooled resource within a team or organization.

We reserve the right to monitor account usage patterns to detect violations of this policy, including but not limited to concurrent logins, IP address discrepancies, and abnormal usage behavior.

If we reasonably determine that an account is being used by multiple individuals:

• We may temporarily suspend or restrict access to the account;
• We may require you to purchase additional seats or upgrade your subscription to reflect actual usage;
• Continued violation may result in permanent suspension or termination of the account without refund.

We are not liable for any loss of data, access, or business interruption resulting from enforcement of this policy.

3. Payment of Fees, Refunds, and Plan Changes

a. Monthly and Annual Fees

Fees are charged in advance and are non-refundable. Subscriptions auto-renew unless cancelled in advance.

b. Plan Changes

• Upgrades take effect immediately.
• Downgrades become effective at the end of the current billing cycle.

c. Consumer Right to Cancel

If you are a Consumer and unless the below exception applies, you have the right to cancel this Agreement and return the Product within 14 days without giving any reason. The cancellation period will expire after 14 days from the day after completion of the Transaction. To meet the cancellation deadline, it is sufficient that you send us your communication concerning your exercise of the cancellation right before the expiration of the 14 day period.

To cancel your order, you must inform ExtraflowDoc of your decision. Please note that in respect of subscription services your right to cancel is only present following the initial subscription and not upon each automatic renewal.

d. Refunds

We do not offer refunds for:

• Unused documents or credits
• Unused time within an active period
• Partial months of service
• Accounts with any recorded usage activity

Refunds for inactive monthly subscriptions may be reviewed on a case-by-case basis, at our sole discretion.

d. Add-ons and Customizations

Paid custom services are billed before delivery unless agreed otherwise.

e. Billing Currency

Charges may be made in EUR, GBP, or USD depending on your location. We may adjust your billing currency as needed.

f. Taxes

All prices are exclusive of taxes. You are responsible for all applicable taxes, levies, and duties.

g. Failure to Pay

Accounts unpaid after 14 days may be suspended. If not resolved within 30 days, your account and all associated data may be permanently deleted.

4. Reasonable Use Policy

• Unlimited Documents: Capped at 1,000 per month by default.
• Unlimited Users: Capped at 50 per account by default.

Higher limits may be approved by request.

5. Support

We provide email support via team@extraflowdoc.com.
Our goal is to respond within five business days.

6. Cancellation and Termination

a. By You

You may terminate this Agreement at any time by ceasing use and contacting us.

b. By ExtraflowDoc

We may suspend or terminate your access with or without cause or notice. This includes system shutdowns or your breach of terms.

c. Final Payment

You are responsible for all charges incurred through the end of your billing period.

d. Data Deletion

Upon termination, your account data may be deleted immediately. Please back up your documents in advance.

7. Changes to the Service, Pricing, or Billing

a. Service Changes

We may modify, suspend, or discontinue any aspect of the Service at any time without liability.

b. Pricing and Billing Changes

We may change pricing or billing methods with 30 days’ notice via email, on the Site, or within the Service.

8. Intellectual Property

All rights, titles, and interests in the Service and all associated intellectual property remain the exclusive property of ExtraflowDoc and its licensors.

Use of the Service does not grant you any rights to reproduce or use ExtraflowDoc or third-party trademarks.

9. Changes to the Agreement

We may update this Agreement at any time. Continued use of the Service after changes constitutes acceptance of the updated terms.

10. General Representation and Warranty

You represent and warrant that:

• Your use of the Service will comply with all applicable laws and our Privacy Policy.
• You will not infringe the rights of any third party.

11. Limitations

We aim for 24/7 availability but may experience planned or unplanned downtime. We are not responsible for:

• Interruptions due to maintenance or external factors
• Failures or downtime of third-party payment gateways
• Any indirect impact caused by payment systems or their outages

We do not process payments ourselves. Payments are handled securely by Stripe, a PCI-compliant provider. We do not store credit card data.

12. Disclaimer of Warranties

The Service is provided “as is” without warranties of any kind. We disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee error-free or uninterrupted service.

13. Limitation of Liability

To the fullest extent allowed by law:

• We are not liable for any indirect, incidental, special, consequential, or punitive damages.
• Our total liability under this Agreement is limited to USD $100, regardless of the nature or basis of the claim.
• You acknowledge that ExtraflowDoc is a software tool, and all usage is at your own discretion and risk.

14. Indemnification

You agree to indemnify and hold harmless ExtraflowDoc, its employees, contractors, and affiliates from any claims, damages, or expenses arising from your use of the Service or violation of this Agreement.

15. Contact Us & Customer Support

We are committed to providing you with the best possible experience using ExtraflowDoc. If you have any questions, encounter any issues, or would like personalized guidance on using the platform, we warmly encourage you to reach out to us by email.

Our support team is here to help you with:

• Onboarding & Guidance — Get step-by-step help setting up your documents, templates, and workflows.
• Troubleshooting — Report bugs, unexpected behavior, or technical issues so we can resolve them promptly.
• Feature Requests — Share your ideas and suggestions to help us improve the product for you and the broader community.
• Account & Billing Support — Get assistance with subscription changes, invoices, or account management.
• General Inquiries — Any other questions about ExtraflowDoc, our integrations, or our services.

Following the installation of the ExtraflowDoc extension on Pipedrive, monday.com, HubSpot, or any other CRM platform where we are available, we may contact you via email to offer onboarding guidance, request feedback through surveys, or schedule a demo call — all with the goal of ensuring you get the most out of ExtraflowDoc.

16. Miscellaneous

This Agreement constitutes the entire agreement between you and DIGITALFLOW COMPANY LIMITED (Business Registration No. 0111219245), having its registered address at No. 1, Alley 22, Lane 163 Khuyen Luong Street, Linh Nam Ward, Hoang Mai District, Hanoi, Vietnam, represented by Cao Hoang Anh. For any inquiries, you may contact us at team@extraflowdoc.com, cao@extraflowdoc.com.

It is governed by the laws of Vietnam, and the exclusive venue for any legal action shall be the courts located in Vietnam.

Class action lawsuits are waived to the extent permitted by law. If required, arbitration shall take place in Singapore under commercial arbitration laws, in English.

If any provision is found invalid, the remainder remains enforceable. You may assign your rights only with our written consent. We may assign this Agreement freely.

If you have questions or concerns regarding this Agreement, please contact us: team@extraflowdoc.com

Last updated: 22.06.2026