Terms of Service

These Terms apply to B2B engagements with Systems Flow. By signing a proposal or SOW, making payment, or instructing us to start work, you confirm acceptance and authority to bind your business.

If you do not agree to these Terms, do not engage our services.

Systems Flow provides operational systems and automation infrastructure for service businesses.

AI chat assistants are informational and assistive only and do not constitute professional advice.

Users are notified they are interacting with AI in line with Article 50 of EU Regulation 2024/1689 (EU AI Act).

Do not submit sensitive personal data through AI chat interfaces. Users may request a human response at any time.

Clients must provide timely inputs, approvals, and lawful access necessary for delivery.

Unless otherwise specified in the SOW: 50% deposit to start, 50% before handover. Deposits become non-refundable once build work starts.

Invoices are generally due within 14 calendar days where no specific date is listed.

Discovery calls are free and do not create a paid contract.

Paid engagement starts only after signed proposal/SOW acceptance, written confirmation, and cleared initial deposit.

Change Requests must be submitted in writing and approved before work begins on changed scope.

Each engagement includes up to two rounds of in-scope revisions; additional rounds may be billable change requests.

Deliverables may not be used unlawfully or abusively.

Solutions may depend on third-party tools. Platform outages, feature or pricing changes, and vendor actions are outside Systems Flow control.

Post-handover responsibilities vary by one-off, support retainer, or fully managed plans as defined in the SOW.

Client-owned assets remain client property. For one-off builds, rights in custom deliverables transfer after full payment, excluding Systems Flow background IP.

Third-party components remain subject to their own licenses. Portfolio use may occur for non-confidential work unless objected to in writing.

Each party protects the other party confidential information. Confidentiality survives termination for 3 years.

Where we process personal data on your behalf, the DPA applies and takes precedence on data protection conflicts.

Sub-processors may include entities outside the EEA. Transfer safeguards include SCCs or other lawful mechanisms.

A current sub-processor list is available at systems-flow.com/privacy.

Systems Flow may use AI-assisted tools in delivery and aligns operations with EU AI Act obligations as they phase in.

Clients remain responsible for final review and approval of deliverables, including AI-assisted outputs.

Services are provided with reasonable skill and care under the SOW.

No warranty is given for uninterrupted or error-free operation after handover, especially where third-party services are involved.

Liability exclusions do not apply to liabilities that cannot be excluded by law.

Subject to law, indirect or consequential losses are excluded and aggregate liability is contractually capped as set out in the Terms.

Neither party is liable for delays/failures caused by events beyond reasonable control (for example natural disasters, regulatory action, outages, or infrastructure failures).

If force majeure continues beyond 30 days, either party may terminate affected engagement on written notice.

Disputes follow a written-notice and good-faith negotiation process before mediation or legal proceedings.

Governing law is Estonia, with exclusive jurisdiction in Courts of Tallinn, Estonia.

Either party may terminate in line with SOW notice terms, or 14 days where unspecified.

Work completed and committed costs up to termination remain payable. Certain provisions survive termination including IP, confidentiality, liability, and dispute terms.

Terms may be updated over time. For active clients, material changes require written acceptance before taking effect for existing engagements.

Current terms are published at systems-flow.com/legal.

These Terms, together with applicable SOW and DPA, form the full agreement. Standard clauses on severability, waiver, assignment, and notices apply.

Systems Flow (sole trader), Oismae tee 44-32, 13512 Tallinn, Estonia.

General: kirill@systems-flow.com | Legal/DPA/DSAR: legal@systems-flow.com | Phone/WhatsApp: +372 5840 5646.

Governing law: Republic of Estonia | Jurisdiction: Courts of Tallinn, Estonia.