Document ID: O-01
Agreement version: 2026-08-22.1
Version and date: 2026-08-22.1 - 22 August 2026
Provider: FlowDule ApS, CVR 46273397, Syrenvænget 8, 8362 Hørning
Contact: legal@flowdule.com - support@flowdule.com - privacy@flowdule.com
Important: These terms apply to business customers only. Each individual user accepts separate user terms for their own account. Only a documented authorised person may accept the terms of service, the Data Processing Agreement and the customer annex on the Customer’s behalf.
1. Parties and business use
The agreement is entered into between FlowDule ApS (“FlowDule”) and the company or sole trader that orders the service (“the Customer”). FlowDule is not supplied for private use. The Customer must provide its correct legal name, business address and CVR or registration number, if the Customer has one, and must declare that the purchase is made in the course of business.
The person accepting the agreement warrants that they are authorised to bind the Customer. Acceptance is recorded with customer, accepter, basis of authority, document version/hash and time. FlowDule may require further documentation before journal features or other sensitive features are activated.
2. Contractual framework and order of precedence
The agreement consists of the order confirmation/subscription, any separate written agreement, these terms of service, the Data Processing Agreement (DPA), the customer-specific instruction annex and the user terms that apply to the individual user.
| Priority | Document |
|---|---|
| 1 | A separate signed agreement or order confirmation, but only for the matters it expressly governs. |
| 2 | The DPA and the customer annex for the processing of personal data. |
| 3 | These terms of service. |
| 4 | Price, product and support descriptions. |
| 5 | Marketing material, which does not extend the agreement without express written acceptance. |
3. The service and the Customer’s selected features
FlowDule is a multi-tenant SaaS platform for, among other things, booking, client administration, journaling/documentation, communication, payment, webshop/events, reporting and optional AI assistance. The Customer is given access only to the features and volumes set out in the subscription and the customer annex.
Journaling, the client portal, external sharing, video, push, AI, OCR and transcription may require separate activation. The fact that a feature exists in the platform does not mean that the Customer may use it without a documented purpose, appropriate notices, a lawful basis and an approved configuration.
4. Account, users and security
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The Customer appoints administrators, grants the least possible privileges and immediately closes accounts that no longer have a business need.
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Each user must have a personal account. Shared login credentials and circumvention of MFA, access control or logging are prohibited.
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The Customer protects devices and login credentials and immediately notifies FlowDule of any suspicion of compromise or unauthorised access.
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FlowDule may require identity verification, a reset, MFA or another reasonable security measure before access is restored.
5. The Customer’s responsibilities and lawful use
The Customer determines the purposes and the lawful basis for its processing, selects the correct professional profile and is responsible for its own services, record-keeping, client information, consents where relevant, sharing, retention, user access, payment matters and professional decisions. FlowDule supplies a tool and is not a practitioner, clinically responsible party or legal decision-maker for the Customer.
The Customer may not use the service unlawfully, infringe the rights of third parties, submit harmful content, attempt to access other customers’ data, circumvent security, place undue load on the service or resell access without a written agreement.
6. Subscription, prices and invoicing
The subscription, period, currency, included users/features/volumes, price, VAT and payment frequency are stated before ordering and in the order confirmation. The subscription renews for the payment period shown until it is terminated.
FlowDule is the contracting party and merchant of record for its own subscriptions and add-on purchases. Payment may be processed by Stripe. In the event of late payment, FlowDule may claim interest and reasonable recovery costs under applicable law and suspend the service under section 17.
An objection to an invoice must be raised without undue delay and does not release the Customer from paying the undisputed part.
7. Usage-based services
SMS, AI and other usage volumes are set out in the subscription. Unused monthly volume does not carry over unless otherwise stated. When a limit is reached, further usage may be refused until the Customer purchases additional volume or activates an express usage ceiling.
The price and the binding effect are shown before an add-on purchase or activation. An add-on purchase for an ongoing period is delivered immediately and is not refunded merely because the volume is not used. FlowDule may not activate unlimited excess usage without the Customer’s active choice.
8. The Customer’s client payments
Where the Customer’s client pays the Customer through a supported Stripe Connect solution, the Customer is the seller/merchant of record and a party to the relevant Stripe agreement. The Customer sets its own prices and terms and handles refunds, objections, chargebacks, tax and documentation. FlowDule is the technical facilitator and may charge a platform fee shown in advance.
Journal or health data must not be entered into payment descriptions or dispute material unless the Customer can document necessity and a lawful basis in the specific case.
9. Personal data and customer data
Where FlowDule processes personal data on the Customer’s behalf, the DPA and the customer annex apply. The Customer is the controller for its client, journal and employee purposes; FlowDule is the processor. FlowDule is itself the controller for its own contractual, invoicing, support and security purposes as described in the privacy policy.
The rights to the Customer’s content remain with the Customer and the relevant rightsholders. FlowDule obtains only the right of use necessary to provide, secure and lawfully administer the service. The Customer’s client and journal data is not used for model training, marketing or FlowDule’s own secondary purposes.
10. AI features
AI features are activated separately per customer and use case. Output is a draft. A competent user must check the source, the identity, facts, negations, figures, dates and professional context and must actively approve the output before it is stored, communicated or relied upon.
AI may not be used for independent diagnosis, triage, treatment decisions, access to a service or any other automated decision concerning an individual. The Customer must follow FlowDule’s AI instruction and immediately report serious or repeated errors.
11. Intellectual property rights and feedback
FlowDule and its licensors own the platform, code, design, documentation, trade marks and general improvements. The Customer receives a non-exclusive, non-transferable and time-limited right of use for its own internal business. The Customer may not decompile, copy, lease or make the service available to others without a legal right or a written agreement.
FlowDule may use voluntary feedback without compensation, but may not thereby use or publish customer data, confidential information or personal data for its own purposes.
12. Confidentiality
The parties protect the other party’s non-public commercial, technical and security information and use it only for the agreement. Disclosure may be made to persons with a necessary business need and equivalent confidentiality obligations, or where required by law or a public authority.
The obligation applies during the agreement and for five years afterwards. Trade secrets are protected for as long as they are lawfully secret. Personal data follows the DPA and the legislation without a shorter contractual limit.
13. Operation, maintenance and support
FlowDule endeavours to provide stable operation but does not guarantee uninterrupted or error-free access. No specific uptime, RPO or RTO applies unless expressly agreed in a separate SLA. Planned maintenance with an expected noticeable impact is normally announced at least 48 hours in advance where practicable.
Support is contacted at support@flowdule.com. The target is a first response within 24 hours; this is not a promise of resolution within 24 hours. Critical security incidents and personal data breaches are handled in accordance with the DPA and the special contact routes.
14. Changes to the service
FlowDule may improve and change the service. A change that materially reduces a paid core feature, changes the Customer’s data processing or impairs the Customer’s ability to export/switch is notified with reasonable notice and handled under section 22 and the DPA. Security-critical changes may be implemented immediately with subsequent information.
15. Third-party services
The service uses the suppliers and recipients set out in the current public list and the DPA. FlowDule remains responsible for its own selection, instruction and supervision where the supplier is a sub-processor. A third party’s operational failure does not release FlowDule from mandatory contractual or data protection obligations.
16. Security incidents
The parties cooperate to limit and investigate incidents. The Customer immediately reports any suspicion. For customer data, FlowDule notifies the Customer without undue delay after becoming aware of a personal data breach and provides available information in stages. As controller, the Customer decides on notification to the supervisory authority and to data subjects.
17. Suspension and breach
FlowDule may suspend necessary parts of the service in the event of material breach, payment default of more than 30 days, legal requirements or a concrete security or misuse risk. Suspension must be proportionate and limited and must cease once the underlying cause has been resolved.
FlowDule gives notice of and reasons for a suspension unless immediate action is necessary. Export and the necessary contact and termination options are maintained to the extent that security and law permit. Material breach may lead to termination for cause after a reasonable written cure notice, normally 30 days.
18. Liability
Each party is liable under the general rules of Danish law, subject to the limitations set out here. FlowDule is not liable for indirect losses, loss of operation, loss of profit or consequential damage. FlowDule’s total liability for claims in a rolling 12-month period is limited to the Customer’s payment for the service in the preceding 12 months.
The limitations do not apply in the event of intent or gross negligence, breach of confidentiality or data protection obligations, infringement of third-party intellectual property rights, or to the extent that liability cannot lawfully be limited. FlowDule is liable for the reasonable direct costs of recreating customer data where the loss is due to a matter for which FlowDule is responsible.
The Customer is responsible for professional decisions, its own basis for processing, content, user administration and the use of unapproved AI output. This does not release FlowDule from liability for defects in the platform or from its own security and processor obligations.
19. Force majeure
Neither party is liable for delay caused by an extraordinary event beyond that party’s reasonable control that could not reasonably be prevented or overcome. The party must immediately mitigate the effect and resume performance. This provision does not set aside confidentiality, data protection, incident handling or reasonable continuity and recovery measures.
20. Termination and expiry
The Customer may terminate with effect from the end of the current payment period unless the order confirmation sets a different minimum term or notice period. Prepaid amounts are not refunded on the Customer’s ordinary termination. In the event of FlowDule’s unremedied material breach, unused prepayment is refunded on a pro rata basis.
On expiry, ordinary use is restricted, but the Customer retains the agreed options for export, switching, support and necessary handling of rights. The Customer’s own client payments and claims continue to be handled by the Customer.
21. Switching, export and deletion under the Data Act
The Customer may choose to switch to another provider, move exportable data and digital assets to its own infrastructure, or request deletion without switching. The request is sent to legal@flowdule.com. The notice period for initiating the process does not exceed two months.
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After the notice period, the switch is carried out without undue delay and normally within a maximum transition period of 30 calendar days. FlowDule provides reasonable assistance and maintains security and continuity.
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Where 30 days is technically impossible, FlowDule notifies the Customer no later than 14 working days after the request, with a specific justification and an alternative period not exceeding seven months.
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After the transition period, the Customer has at least 30 calendar days to retrieve the agreed data unless a longer period is agreed.
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Once the switch has been completed and the retrieval period has expired, exportable data and digital assets are deleted in full in accordance with the DPA, documented backup rotation and any lawful retention or legal hold exceptions.
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The agreement expires on confirmed completion of the switch, or on expiry of the notice period where the Customer has chosen deletion without switching.
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Until 12 January 2027, FlowDule may charge only reduced switching costs that do not exceed the direct costs of the switch and that are disclosed in advance. From 12 January 2027, no switching fee is charged.
| Exportable categories | Format/scope |
|---|---|
| Customer, location, user and configuration data | Commonly used machine-readable format in accordance with the current export description. |
| Client, booking, communication and relationship data | Structured export with the necessary relations and timestamps. |
| Journal notes, versions, plans, reports and sharing metadata | Structured format; relations and version history are included to the extent that they are customer data. |
| Attachments, images, audio and other customer-generated files | Original or commonly used file format with mapping to the relevant records. |
| Payment/order/event data | Customer data and the necessary transaction references; no card data that FlowDule does not hold. |
| Relevant access, export and audit trails | To the extent that the Customer is entitled to them and disclosure does not infringe the rights or security of others. |
| Excluded | FlowDule’s source code, algorithms, general platform telemetry, security detection, internal operational data, trade secrets, credentials and third-party data - but only where the exclusion does not prevent or delay the switch. |
22. Changes to the agreement
Material changes to price, payment, termination, liability, data protection roles, data, AI, retention, regions, suppliers, security or rights are normally notified at least 30 days in advance. The Customer may terminate before the change takes effect if the Customer does not accept it.
The Customer may accept the new version in the platform before the effective date. If the Customer does not do so, continued use of the platform after the effective date counts as acceptance of the new version. The acceptance is recorded with the customer, the version, the document hash, the time of the notice and the time of the continued use, and the Customer can at any time see its recorded acceptances in the platform, including whether an acceptance was given actively or by continued use. FlowDule does not restrict the Customer’s access because a new version has not been accepted; reading documents, support, export and termination are always available. Purely linguistic or non-material changes may be made without new acceptance.
23. Notices and contact
Contractual notices are sent to the Customer’s registered administrator/email address and/or displayed in the platform. The Customer must keep its contact details up to date. Legal enquiries are sent to legal@flowdule.com, data protection enquiries to privacy@flowdule.com and operational support enquiries to support@flowdule.com.
24. Governing law, venue and language
The agreement is governed by Danish law. Disputes that are not resolved amicably are settled by the District Court of Aarhus (Retten i Aarhus) as the agreed venue, unless mandatory rules require otherwise. The Danish version is the governing version. Other language versions are binding only where they have been expressly approved for the relevant market.