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Terms of Service

Version: 5 July 2026

Effective date: 5 July 2026

These Terms of Service govern access to and use of FlowForth, a software application, platform, website, mobile application, integration layer, API and related services provided by Vanderstraeten Serge BV, with registered office at Zwaantje 22, 9940 Evergem, Belgium, company number 0886.954.241, VAT number BE0886.954.241 ("Provider", "we", "us" or "our").

FlowForth is operated by Vanderstraeten Serge BV. Vanderstraeten Serge BV may also operate other trade names or business divisions, including Abrillantar and Vanderstraeten-Trading. These other divisions are separate business activities and are not part of the FlowForth Service unless expressly stated otherwise.

By creating an account, signing an order form, using the Service, or allowing users to access the Service, the customer ("Customer", "you" or "your") agrees to these Terms.

1. Purpose of the Service​

FlowForth is a business software application intended to support, among other things:

  • planning and scheduling of recurring or one-off activities
  • customer, employee and supplier management
  • invoicing, payment follow-up and invoice reminders
  • internal and external communication
  • automated messaging via channels such as email, WhatsApp, SMS or similar communication tools
  • document generation and transmission
  • Peppol and other electronic invoicing integrations
  • reporting, administration and operational follow-up

The exact functionality available to the Customer may depend on the selected subscription, activated modules, integrations, country, technical availability and applicable third-party services.

2. Business Use Only​

The Service is intended for professional and business use only. By using the Service, you confirm that you are acting in a professional capacity and not as a consumer, unless we expressly agree otherwise in writing.

If you create an account or accept these Terms on behalf of a company or organisation, you confirm that you are authorised to bind that company or organisation.

3. Account Registration and User Management​

The Customer is responsible for:

  • providing accurate and up-to-date account and billing information
  • keeping login credentials confidential
  • ensuring that only authorised users access the Service
  • assigning appropriate user roles and permissions
  • all activity carried out through its account
  • promptly notifying us of any suspected unauthorised access or security incident

We may refuse, suspend or terminate access where we reasonably believe that account information is false, access is unauthorised, the Service is misused, or continued access creates legal, security or operational risk.

4. Subscription, Fees and Payment​

Access to the Service may be provided under a free trial, monthly subscription, yearly subscription, licence, usage-based pricing, project agreement or separate order form.

Unless otherwise agreed in writing:

  • fees are payable in advance
  • fees are exclusive of VAT and other applicable taxes
  • invoices are payable within the payment term stated on the invoice or order form
  • overdue amounts may result in suspension of the Service
  • fees are non-refundable except where required by law or expressly agreed in writing
  • we may change prices by giving reasonable prior notice

Third-party services, such as WhatsApp Business messaging, SMS providers, Peppol access points, payment processors, accounting integrations or email delivery services, may charge additional fees. These fees may be passed on to the Customer.

5. Customer Data​

"Customer Data" means all data, content, documents, contact details, planning data, employee data, client data, invoice data, messages, attachments and other information submitted to, generated in, or processed through the Service by or on behalf of the Customer.

The Customer retains all rights in Customer Data. The Customer grants Provider a limited right to process Customer Data only to:

  • provide, maintain, secure and improve the Service
  • perform support and troubleshooting
  • enable integrations selected by the Customer
  • comply with legal obligations
  • prevent fraud, abuse, security incidents or misuse
  • exercise our rights under these Terms

The Customer is responsible for the accuracy, legality, quality and appropriateness of Customer Data.

6. Data Protection, Privacy Policy and DPA​

Where the Customer uses the Service to process personal data of its employees, clients, suppliers, contacts or other individuals, the Customer will usually act as the data controller and Vanderstraeten Serge BV will usually act as the data processor, unless otherwise stated in the Privacy Policy or the Data Processing Addendum.

The Privacy Policy explains how personal data is handled in connection with the Service. The Data Processing Addendum at the end of these Terms forms part of these Terms and applies automatically where Provider processes personal data on behalf of the Customer as processor.

The Customer is responsible for:

  • having a lawful basis for processing personal data
  • informing data subjects where required
  • obtaining consents where required
  • respecting employee privacy and labour law obligations
  • ensuring that personal data entered into the Service is lawful, accurate and relevant
  • responding to data subject requests where the Customer is the controller
  • ensuring that automated messages and reminders comply with applicable privacy, ePrivacy, direct marketing, employment and consumer protection rules

In case of conflict between these Terms and the Data Processing Addendum, the Data Processing Addendum prevails for personal data processing matters.

7. Automated Messages, Reminders and Communications​

The Service may allow the Customer to send or schedule automated messages, reminders, notifications and communications by email, WhatsApp, SMS, Peppol, in-app notification or other channels.

The Customer is solely responsible for:

  • deciding which messages are sent
  • deciding to whom messages are sent
  • ensuring the message content is correct and lawful
  • ensuring recipients have given valid consent where required
  • ensuring recipients can opt out where required
  • avoiding spam, harassment, excessive messaging or misleading communications
  • complying with direct marketing, ePrivacy, consumer protection and employment laws
  • respecting WhatsApp, email provider, SMS provider, Peppol and other third-party platform rules

Provider may suspend automated messaging functionality if we reasonably believe that the Customer is sending unlawful, abusive, excessive, misleading, fraudulent or non-compliant messages, or if required by a third-party platform or competent authority.

Provider does not guarantee successful delivery, opening, reading or processing of messages, invoices, reminders or notifications.

8. WhatsApp, Email, Peppol and Third-Party Integrations​

The Service may connect with third-party services, including but not limited to WhatsApp Business, Meta services, email providers, SMS providers, Peppol access points, accounting software, payment services, calendar services, cloud hosting providers and API providers.

Use of third-party integrations may be subject to separate terms, fees, technical limitations, rate limits, approval processes, message template rules, data processing conditions and availability restrictions.

The Customer acknowledges that:

  • third-party services are not controlled by Provider
  • integrations may change, fail, be suspended or be discontinued
  • third-party providers may process data in accordance with their own terms and privacy policies
  • messages may be delayed, rejected, blocked, marked as spam, or fail due to third-party rules
  • Peppol and e-invoicing requirements may depend on the country, transaction type, recipient status and applicable law

Provider is not liable for failures, downtime, rejection, incorrect processing, policy changes, charges or legal consequences caused by third-party services, except to the extent caused by Provider's own proven fault and only within the liability limits set out in these Terms.

9. Acceptable Use​

The Customer and its users may not use the Service to:

  • violate applicable laws or regulations
  • infringe intellectual property, privacy or other rights
  • send spam, unsolicited marketing, abusive messages or misleading communications
  • upload unlawful, harmful, defamatory, discriminatory, obscene or fraudulent content
  • interfere with the security, integrity or operation of the Service
  • attempt to gain unauthorised access to systems or data
  • reverse engineer, copy, scrape or misuse the Service
  • introduce viruses, malware or harmful code
  • use the Service for high-risk, emergency, life-critical or safety-critical purposes
  • misrepresent identity, sender information or authorisation
  • use the Service in violation of third-party platform rules

We may suspend or terminate access where we reasonably believe this section has been breached.

10. Availability, Maintenance and Changes​

We aim to provide a reliable Service, but we do not guarantee uninterrupted or error-free availability. The Service may be temporarily unavailable due to maintenance, updates, security incidents, hosting or network problems, third-party failures, force majeure, legal restrictions or technical restrictions.

We may update, modify, improve, replace, remove or discontinue parts of the Service. Where a material change significantly affects paid functionality, we will provide reasonable notice where practicable.

11. Support​

Support may be provided by email, chat, phone, ticketing system or other channels, depending on the subscription or agreement. Unless expressly agreed in a separate service level agreement, we do not guarantee specific response times or resolution times.

Support does not include legal, accounting, tax, HR, payroll or compliance advice. For support requests, the Customer may contact us at support@flowforth.app.

12. Customer Responsibilities for Invoicing and Administration​

The Service may assist with creating, sending, receiving, processing and following up invoices, credit notes, reminders, payment requests or Peppol documents. The Customer remains solely responsible for:

  • the accuracy and completeness of invoices and accounting data
  • VAT treatment, tax rules, invoice numbering and legal mentions
  • verifying recipients, VAT numbers and Peppol identifiers
  • validating payment status before taking action
  • retaining records where legally required
  • compliance with accounting, tax, e-invoicing and archiving obligations
  • reviewing documents before sending where appropriate

Provider does not provide tax, legal or accounting advice.

13. Intellectual Property​

The Service, including software, source code, object code, designs, databases, workflows, user interface, documentation, logos, trademarks, know-how and related materials, is owned by Vanderstraeten Serge BV or its licensors.

Except for the limited right to use the Service under these Terms, no intellectual property rights are transferred to the Customer.

The Customer may not copy, modify, distribute, sell, rent, sublicense, reverse engineer or create derivative works from the Service, except where expressly permitted by law.

Feedback, suggestions or ideas provided by the Customer may be used by Provider without restriction or compensation, provided this does not disclose confidential Customer Data.

14. Confidentiality​

Each party may receive confidential information from the other party. Confidential information may include business information, pricing, technical information, security information, customer lists, software, product plans and non-public data.

The receiving party shall use confidential information only for the purposes of the agreement, protect it using reasonable care, not disclose it to third parties except where necessary for performance, legal compliance or professional advice, and ensure authorised recipients are bound by appropriate confidentiality obligations.

This obligation does not apply to information that is public, already known, independently developed or lawfully received from a third party without confidentiality restrictions.

15. Security​

We implement reasonable technical and organisational measures designed to protect the Service and Customer Data against unauthorised access, loss, misuse, alteration and disclosure.

However, no system is completely secure. The Customer is responsible for using strong passwords, protecting devices and accounts, managing user access, disabling accounts of former employees, reviewing permissions and promptly reporting suspected incidents.

16. Backups and Data Export​

We may maintain backups for operational, continuity and security purposes. Backups are not intended as a substitute for the Customer's own records, exports or legal archiving obligations.

Where technically available, the Customer may export certain Customer Data during the active subscription. After termination, access to exports may be limited or unavailable.

17. Suspension​

We may suspend access to all or part of the Service if fees are overdue, the Customer breaches these Terms, the account creates legal/security/operational risk, suspension is required by law or a third-party provider, the Customer's use may harm Provider or others, or automated messages or integrations are used unlawfully or abusively.

Where reasonable, we will provide notice and an opportunity to remedy the issue.

18. Term and Termination​

These Terms remain in effect for as long as the Customer uses the Service or has an active subscription.

Either party may terminate in accordance with the applicable order form, subscription terms or written agreement. We may terminate or suspend immediately in case of serious breach, unlawful use, non-payment, security risk or misuse.

Upon termination, the Customer's right to use the Service ends, outstanding fees become immediately due, and we may delete or anonymise Customer Data after a reasonable retention period unless legal obligations require retention. Provisions intended to survive termination remain in effect, including confidentiality, liability, intellectual property, payment obligations and data protection provisions.

19. Disclaimers​

The Service is provided on an "as is" and "as available" basis, except where expressly agreed otherwise.

Provider does not warrant that the Service will be uninterrupted, error-free or always available; every message, invoice or reminder will be delivered or read; integrations will always remain available; third-party platforms will accept or process communications; the Service will meet every legal, accounting, HR, tax or business requirement of the Customer; or data entered by the Customer is accurate or compliant.

The Customer must independently verify important outputs, invoices, messages, reminders, reports and legal communications before relying on them.

20. Limitation of Liability​

To the maximum extent permitted by law, Provider shall not be liable for indirect, incidental, special, consequential or punitive damages, including loss of profits, loss of revenue, loss of business, loss of goodwill, loss of data, business interruption, missed deadlines, failed communications, failed invoices, penalties, claims by third parties or costs of substitute services.

Provider's total aggregate liability arising out of or relating to the Service shall be limited to the amount paid by the Customer to Provider for the Service during the twelve months preceding the event giving rise to liability.

Nothing in these Terms limits liability where such limitation is not permitted by applicable law, including liability for fraud, intentional misconduct or death or personal injury caused by negligence where legally applicable.

21. Indemnification​

The Customer shall indemnify and hold Provider harmless against claims, damages, fines, costs and expenses arising from Customer Data, unlawful or non-compliant use of the Service, messages/reminders/communications sent by or on behalf of the Customer, breach of privacy/ePrivacy/direct marketing/employment/consumer/tax/accounting laws by the Customer, breach of third-party platform rules, unauthorised use of the Customer's account, or breach of these Terms.

22. Force Majeure​

Neither party shall be liable for delay or failure to perform caused by events beyond reasonable control, including natural disasters, war, terrorism, strikes, labour disputes, government action, internet failures, hosting failures, cyberattacks, power outages, third-party platform outages, epidemics or other force majeure events.

23. Changes to These Terms​

We may update these Terms from time to time. We will provide reasonable notice of material changes, for example by email, in-app notification or publication through the Service. Continued use of the Service after the effective date of updated Terms constitutes acceptance of the updated Terms. If the Customer does not agree, the Customer must stop using the Service and may terminate according to the applicable subscription terms.

24. Governing Law and Jurisdiction​

These Terms are governed by the laws of Belgium, without regard to conflict of law rules. Unless mandatory law provides otherwise, the competent courts of Belgium shall have jurisdiction over disputes arising out of or relating to these Terms or the Service.

25. Contact​

For questions about these Terms, privacy matters, support requests or data protection requests, please contact:

Vanderstraeten Serge BV Zwaantje 22, 9940 Evergem, Belgium Email: support@flowforth.app Company number: 0886.954.241 VAT number: BE0886.954.241

Addendum 1 — Data Processing Addendum

The Data Processing Addendum forms part of these Terms and applies automatically where Provider processes personal data on behalf of the Customer as processor.