Terms of Service – BetterFlow

Last Updated: 01.07.2025
Effective Date: 01.07.2025

1. Agreement

These Terms of Service (“Terms”) constitute a legal agreement between you and Better Quality Assurance S.R.L. (“BetterQA,” “we,” “our,” or “us”) governing your use of BetterFlow, our project management and time tracking platform available at betterflow.eu (“Service”).

By accessing or using BetterFlow, you agree to be bound by these Terms. If you disagree with any part, you may not access the Service.

2. Service Description

BetterFlow provides:

Project and client management tools
Time tracking and reporting capabilities
Team collaboration features
Leave management systems
Analytics and dashboard functionalities
Integration with third-party services
Future AI-powered insights (Premium tier)

3. Account Registration

3.1 Eligibility

You must be at least 16 years old
You must have legal capacity to enter contracts
You must provide accurate, complete information
Corporate accounts must be registered by authorized representatives

3.2 Account Types

Organization Account: Primary account holding subscription
User Accounts: Individual accounts under an organization
Roles: Super Admin, Admin, Employee, Client (with specific permissions)

3.3 Account Security

You are responsible for:

Maintaining confidentiality of credentials
All activities under your account
Notifying us of unauthorized access
Using strong passwords per our requirements

4. Subscription and Billing

4.1 Subscription Model

BetterFlow operates on a tenant-based subscription model
Organizations (tenants) manage their own plans and payments
Access requires active subscription (no free public access)
Trial periods available only through admin assignment

4.2 Payment Terms

Billing cycles as per selected plan
Payments processed through secure third-party providers
Prices exclusive of applicable taxes (VAT added where required)
All fees non-refundable except as required by law

4.3 Access Enforcement

Expired/cancelled subscriptions result in immediate access restriction
Data remains available for export for 30 days post-expiration
Reactivation requires payment of outstanding amounts

5. Acceptable Use Policy

5.1 Permitted Use

You may use BetterFlow for legitimate business purposes including:

Project management and tracking
Time reporting and analysis
Team collaboration and communication
Client relationship management

5.2 Prohibited Use

You may not:

Violate any laws or regulations
Infringe intellectual property rights
Transmit malicious code or viruses
Attempt unauthorized access to systems
Scrape or harvest data
Interfere with service operation
Use for illegal or fraudulent activities
Share login credentials
Circumvent usage limits or restrictions
Harass or harm other users

6. Data Ownership and Rights

6.1 Your Data

You retain all rights to your data
You grant us license to process data for service provision
You’re responsible for data accuracy and legality
You ensure necessary consents for personal data

6.2 Our Property

We retain all rights to:

BetterFlow platform and technology
Trademarks, logos, and branding
Documentation and training materials
Aggregated, anonymized analytics

6.3 Feedback

Suggestions or feedback provided becomes our property without compensation

7. Privacy and Data Protection

7.1 Data Processing

We process data per our Privacy Policy
We comply with GDPR requirements
We implement appropriate security measures
We enable data portability and deletion rights

7.2 Data Security

Encryption in transit and at rest
Regular security audits
ISO 27001:2013 certified practices
Incident response procedures

8. Third-Party Integrations

8.1 Available Integrations

DeskTime (time tracking import)
Future: Jira, other productivity tools
Payment processors for billing

8.2 Integration Terms

Subject to third-party terms
We’re not liable for third-party services
Integration data subject to our privacy practices
You authorize data exchange for enabled integrations

9. Service Level and Support

9.1 Availability

Target 99.9% uptime (excluding maintenance)
Scheduled maintenance with advance notice
Best effort restoration for unplanned outages

9.2 Support

Email support during business hours
Response times based on subscription tier
Documentation and knowledge base access

9.3 Backups

Daily automated backups
30-day retention period
Disaster recovery procedures

10. Intellectual Property

10.1 License Grant

We grant you limited, non-exclusive, non-transferable license to use BetterFlow per these Terms

10.2 Restrictions

No right to:

Modify or create derivative works
Reverse engineer or decompile
Resell or sublicense
Remove proprietary notices

11. Warranties and Disclaimers

11.1 Service Warranty

We warrant BetterFlow will perform substantially as described in documentation

11.2 Disclaimers

SERVICE PROVIDED “AS IS” AND “AS AVAILABLE”

NO WARRANTY OF MERCHANTABILITY
NO WARRANTY OF FITNESS FOR PURPOSE
NO WARRANTY OF NON-INFRINGEMENT
NO WARRANTY OF UNINTERRUPTED SERVICE

12. Limitation of Liability

12.1 Exclusions

We’re not liable for:

Indirect, incidental, or consequential damages
Lost profits or data
Service interruptions
Third-party actions
Force majeure events

12.2 Cap on Liability

Maximum liability limited to fees paid in preceding 12 months

12.3 Exceptions

Limitations don’t apply to:

Gross negligence or willful misconduct
Death or personal injury
Violations of applicable law

13. Indemnification

You agree to indemnify and hold harmless BetterQA from claims arising from:

Your use of the Service
Violation of these Terms
Infringement of third-party rights
Your data or content
Your users’ actions

14. Termination

14.1 By You

Cancel subscription anytime through platform
Export data before termination
No refund for partial periods

14.2 By Us

We may suspend or terminate for:

Breach of Terms
Non-payment
Illegal activities
Risk to service or users

14.3 Effect of Termination

Immediate access revocation
Data available for export (30 days)
Survival of applicable provisions

15. Modifications

15.1 To Terms

30 days notice for material changes
Continued use constitutes acceptance
Right to terminate if you disagree

15.2 To Service

Right to modify features and functionality
Advance notice for significant changes
Best effort to maintain backward compatibility

16. Governing Law and Disputes

16.1 Governing Law

These Terms are governed by Romanian law, excluding conflict provisions

16.2 Dispute Resolution

First attempt: Good faith negotiation
Then: Mediation in Cluj-Napoca, Romania
Finally: Courts of Cluj-Napoca, Romania

16.3 Class Action Waiver

No class actions, only individual proceedings

17. General Provisions

17.1 Entire Agreement

These Terms and referenced policies constitute entire agreement

17.2 Severability

Invalid provisions severed without affecting remainder

17.3 No Waiver

No waiver unless in writing

17.4 Assignment

You can’t assign; we can with notice

17.5 Force Majeure

No liability for events beyond reasonable control

18. Specific Feature Terms

18.1 Time Tracking

Accuracy responsibility lies with users
DeskTime integration subject to their terms
Manual entries complement automated tracking

18.2 Leave Management

Approval workflows binding when confirmed
Contract-based leave type eligibility
Admin override capabilities

18.3 Client Access

Limited to assigned projects only
No access to internal projects
View tracking for transparency

18.4 AI Features (Future)

Premium tier exclusive
Beta access via waitlist
No guarantee of specific insights
Subject to additional terms

19. Contact Information

General Inquiries:
Email: support@betterflow.eu
Phone: +40 751 289 399

Legal Matters:
Email: legal@betterflow.eu

Mailing Address:
Better Quality Assurance S.R.L.
Str. Transilvaniei 202, Baciu
Cluj County, 407055, Romania

Business Registration:

VAT: RO39687318

ROONRC.J2018003363123

By using BetterFlow, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.