English translation provided for convenience. In case of any discrepancy, the Italian version prevails.
These Terms of use (the «Terms») govern access to and use of the Flow service (the «Service»). Before activation the customer reads and explicitly accepts them; the Service records the accepted version, the date and the address from which the acceptance was given. The version is the update date shown on this page, which the customer can print or save.
1. Service provider
The Service is provided by GRK Interactive S.r.l., registered office at via Bergognone 27, 20144 Milan (MI), Italy. Tax code and VAT number 05814140967, registered in the Milan Companies Register under no. 05814140967, REA MI-1850299, share capital EUR 10,000.00 fully paid up («GRK» or the «Provider»).
2. Subject and description of the Service
Flow is a service for synchronising and storing business files, available from Mac, Windows and web browsers. Depending on the active plan, it includes: shared spaces with permissions by team and folder, version history and «time machine», shares with password and expiry, search within document contents, APIs and command-line tools. The Provider may improve, change or suspend individual features for technical, security or legal reasons, giving adequate notice where possible.
Except for customer-chosen storage (section 10), the files and data of the Service are stored in data centres located in the European Union.
Artificial intelligence features (KAi). In the plans that include them, KAi offers features such as search by meaning, answers with sources, the chat assistant, text recognition in images and automation suggestions. Content is processed on infrastructure managed by the Provider in the European Union, solely to deliver the requested result: it is not used to train models or disclosed to artificial intelligence providers. KAi's answers are generated automatically and may contain errors: they should be checked before relying on them.
Preview features. Features marked as preview or trial are offered as they are: they may change or be withdrawn and are not covered by any availability commitment.
3. Registration and account
An account linked to a company space is needed to use the Service. You undertake to provide true and up-to-date information and you are solely responsible for keeping your credentials confidential and for any activity carried out through your account. If you subscribe to the Service on behalf of a company, you declare that you have the authority to bind it to these Terms.
Administrators and users. The company manages the Service through the owner and the administrators it appoints: they add, disable and remove users, decide who can access which spaces and export the company's data (section 15). Users use the Service on behalf of the company, which is responsible for their conduct. Files in the company spaces belong to the company and remain when a user leaves. The personal space «My Flow» is reserved to the individual user: a disabled user keeps it, while removing a user also deletes their personal space; before removing a user, the company makes sure it has recovered the files it needs.
The Service is intended exclusively for businesses, professionals and organisations using it for their own activity: a VAT number is required to subscribe, including to the free plan. The Service is not aimed at consumers.
4. Proper use and prohibited conduct
By using the Service you undertake not to:
- violate laws, regulations or third-party rights, including intellectual property rights;
- upload or distribute unlawful or malicious content, or content containing malware;
- attempt to access unauthorised areas or data, circumvent security measures or compromise the operation of the Service;
- use the Service in a way that harms the Provider or other users, or in breach of the limits of the subscribed plan.
In case of breach, the Provider may suspend or close the account, without prejudice to any further action to protect its rights.
Antivirus check. Uploaded files are checked with an antivirus. The Provider may reject infected files and files that the check cannot analyse.
Plan limits. Each plan has a storage and user limit and, where stated in the price list, limits on other resources. Once the storage limit is reached, new uploads are rejected until space is freed or the customer moves to a higher plan; files already stored remain accessible.
Suspension. The Provider may suspend access, in whole or in part, when necessary to protect the Service, other customers or data (for example in case of attack, fraudulent use or breach of these Terms), when requested by an authority or in case of non-payment (section 6). Except in urgent cases, it notifies the administrators by email beforehand; the suspension lasts as long as necessary.
5. User content and ownership
The files and content you upload remain the property of you (or your company). The Provider does not acquire ownership of them and processes them exclusively to provide the Service, as described in the Privacy Policy. You are responsible for the lawfulness of the content you upload and for respecting third-party rights.
Public links. With a public link you make the content you choose accessible to anyone who has the link. The Provider does not check shared content in advance and is not liable for it: responsibility lies with the customer and the user who created the link. As provided for hosting services, the Provider may disable a link and remove access to the content when it receives a substantiated report of unlawful content or an order from an authority.
Reporting unlawful content. Anyone can report content they consider unlawful and reachable through a Flow link using the Contact form on the website, stating the link, the reason and their contact details. The same form is the point of contact for authorities; messages can be written in Italian or English. The Provider handles reports in a timely and diligent manner and informs the reporter of its decision. If it disables a link or removes access to content, it gives the reasons to the customer concerned, who can contest the decision by replying to the message.
6. Plans, payments, renewals and withdrawal
The Service is offered through the plans, prices, features and billing cycles shown in the price list at the time of purchase. What is shown in the summary before payment, which is processed by Stripe, is binding. Prices are shown excluding VAT: VAT is added for Italian companies, and the reverse charge applies to companies in other European Union countries. The customer keeps its billing details up to date.
Automatic renewal. Paid plans renew automatically at the end of each period (month or year) for an equal period, at the agreed price or, failing that, at the list price in force at the time of renewal, for the number of users at that time. At least 15 days before each renewal the administrators receive a notice with the date, amount and payment method. The renewal is charged to the saved payment method; customers without one receive the payment link with the notice. Users added during the period are paid from the following renewal. To stop renewal, the customer requests termination (section 15) before the renewal date.
Failed payment. If a charge fails, it is retried after 1, 3 and 5 days and the administrators receive an email to pay or change the payment method; in the meantime the plan stays active. After the last attempt the plan is suspended until payment: new files cannot be uploaded and the plan's features stop. The same applies if a payment is reversed or disputed.
Refunds. Periods already started are not refunded, except as provided by law or by these Terms.
Higher plan. Moving to a higher plan takes effect immediately: the difference is paid for the days remaining until the expiry date, which does not change. Moving to a lower plan, or from monthly to yearly and vice versa, takes effect from the next renewal. You can move to a lower plan, or to fewer users, only if the active users and the storage in use already fit within the limits of the new plan. Until the renewal, no users can be added beyond the new limit, unless the change is cancelled.
Changing plan. If you move to a plan that does not include a feature you were using, access to that feature is closed immediately and we let you know by email. What the feature had produced (for example calendar events, chat conversations, catalogues, shared passwords, password-protected links or e-signature requests) is kept for the period stated in the email, normally 30 days, without anything new being added: if within that period you move back to a plan that includes it, you find everything as it was. Before deletion you receive a last notice with the date; once the period has passed, that data is deleted. Your files are not deleted because of a change of plan.
If the plan does not include version history, saving a file with the same name as an existing one permanently replaces its previous content.
Free plan. The free plan includes the users, storage and features shown in the price list, which the Provider may change over time. It is offered as is, without commitments on availability or support. If nobody accesses a company on the free plan for a prolonged period, the administrators receive a notice by email; after the days stated in the notice, and after a last notice with the date, the company is closed and its data deleted. A single access, also from the app or from the program that syncs the files, stops everything.
7. Availability of the Service
The Provider strives to ensure the continuity and security of the Service, but does not guarantee its uninterrupted and error-free availability. Suspensions may occur for maintenance, updates or force majeure. No figure on availability or on recovery and support times constitutes a contractual guarantee, unless expressly stated in an approved offer or written agreement.
8. Intellectual property and feedback
The software, the «Flow» brand, the graphics and every other element of the Service belong to the Provider or its licensors and are protected by intellectual property law. These Terms do not transfer any right other than the right to use the Service within the limits of the subscribed plan.
If you send us suggestions, reports or proposals for improvement («feedback»), we may use them freely to develop and improve the Service, without this giving rise to any obligation or compensation towards you.
9. Third-party services
The Service relies on third-party providers, including Stripe for payment processing, and may contain links to services not managed by the Provider. The providers that process personal data on behalf of the Provider, with their role and the place of processing, are listed in the Privacy Policy and in the data processing agreement. Third-party integrations that the customer chooses to connect (for example Microsoft 365 for the calendar) are also governed by the terms of those services.
10. Customer-chosen storage
Where the plan provides for it, the customer may ask to use its own Azure Blob account or a verified S3-compatible storage. In this case the customer keeps control of the relationship with the provider and of the credentials and remains responsible for the availability, capacity, redundancy, backup and security of its own infrastructure; Flow remains responsible for the operation of the Service within the contractually defined scope.
11. Support and integrations
Dedicated support, migration and integrations with the customer's systems are available only when included in the plan or in a separate offer. Channels, hours, included activities, target times, ownership and maintenance of the integrations are those stated in the specific offer; they are not presumed to be included in the standard Service.
12. Personal data protection
The processing of personal data is described in the Privacy Policy, which forms an integral part of these Terms. For the data the customer uploads to the Service, for which GRK is the data processor, the data processing agreement applies; it forms an integral part of these Terms and is accepted with them.
The optional KAi suggestions feature serves only to suggest automations to the individual user who turns it on for themselves: it is not a tool for monitoring workers' activity. The Provider does not make the record or the suggestions of individual users available to the customer. The customer undertakes not to use it, nor to ask its users to use it, to monitor, measure or assess work, and to inform its workers about work tools as required by Article 4 of Italian Law no. 300 of 20 May 1970 (Workers' Statute).
13. Warranties and limitation of liability
The Service is provided «as is» and «as available». To the extent permitted by law, the Provider gives no warranties, express or implied, beyond those that cannot be excluded. Although versions, trash and storage redundancy are in place, we recommend that you keep a copy of the data that is essential to you.
To the extent permitted by law, the Provider is not liable for indirect or consequential damages, such as loss of profits, goodwill or data understood as an indirect consequence, or business interruption. In any case, the Provider's total liability towards the user is limited to the amount paid by the user for the Service in the twelve months preceding the event giving rise to liability.
Nothing in these Terms excludes or limits liability for wilful misconduct or gross negligence, for death or personal injury, or in the other cases where this is not permitted by the applicable law, including the mandatory rights granted to consumers.
14. Indemnity
You undertake to indemnify and hold the Provider harmless from claims, damages or expenses (including reasonable legal fees) brought by third parties and arising from the content you upload, from your use of the Service in breach of these Terms or of the law, or from the infringement of third-party rights.
15. Term, termination and exit of data
These Terms apply for the whole duration of the relationship. The customer may at any time request termination of the relationship or switching to another provider, through Support in Flow or the contact details stated on the website, with a notice period of no more than two months. The Provider may suspend or terminate the relationship in the cases provided for by these Terms or by law.
Data export. An administrator can export the company's data at any time, not only on termination: from Admin console ›
Settings › «Export data» they prepare an archive in an open format (JSON) with users, spaces and their members, list of files and
their versions, comments and tags, shares, calendars, tasks, catalogs, chats of the spaces and of the company channel, and activity
log; file contents are downloaded with the Flow client or with the flow-cli export command. The company data visible to administrators can be exported; private
conversations and personal spaces belong to the individual users. The contents of previous file versions are recovered from Flow before
termination.
Timing and deletion. Switching is completed within 30 days of the end of the notice period. After termination the data remains available for export for at least 30 days, stated in the end-of-service email; it is then permanently deleted, as provided by the Privacy Policy and the DPA. Switching and data export are free of charge.
Evidence of electronic signatures. Every document signed with the Service contains a certification page with the evidence of the signature: who signed, when, how they were identified, from which address and the digital fingerprint of the document. The signed document is your file and stays among your files. The register of signature requests is kept as long as electronic signature is included in your plan: if you lose it by changing plan, the change-of-plan rule applies (section 6), the register is kept for the period stated in the email and then deleted; on termination of the relationship it is deleted together with the company's other data. From that moment, keeping the signed documents, and with them the evidence, is your responsibility.
16. Confidentiality
Each party treats as confidential the non-public information of the other received in the course of the relationship and uses it only to perform it. The Provider accesses the customer's content only to provide the Service, for support requested by the customer, for security or when required by law, as described in the data processing agreement.
17. Force majeure
Neither party is liable for delays or failures caused by events beyond its reasonable control, such as failures of networks or third-party providers, cyber attacks, natural events or orders of authorities, provided that it makes efforts to limit their effects. Force majeure does not release from payment obligations.
18. Changes to the Terms
The Provider may update these Terms to reflect changes in the Service or in the law. Each version is identified by the update date at the top of the page. Changes that reduce the customer's rights are notified to the administrators by email at least 30 days before they take effect: customers who do not accept them can request termination (section 15) before that date, free of charge. Changes required by law or security, and changes that do not reduce the customer's rights, may take effect immediately. Use of the Service after the changes take effect constitutes acceptance.
19. Assignment and final provisions
You may not assign the rights and obligations arising from these Terms without the Provider's written consent; the Provider may assign them to subsidiaries or affiliates or in the course of corporate transactions, without prejudice to your rights. Communications between the parties take place through the email address linked to the account or the contact details stated on the website.
These Terms, together with the Privacy Policy and the data processing agreement, constitute the entire agreement between the parties regarding the Service. The invalidity or ineffectiveness of a single clause does not affect the validity of the others. Failure to exercise a right does not constitute a waiver of it. Clauses that by their nature must survive the end of the relationship (in particular sections 5, 13, 14, 15, 16 and 20) remain in force afterwards.
20. Governing law and jurisdiction
These Terms are governed by Italian law. The Court of Milan has exclusive jurisdiction over any dispute, without prejudice to the mandatory jurisdiction of the consumer where applicable.
Specific approval
Pursuant to Articles 1341 and 1342 of the Italian Civil Code, the customer specifically approves the following clauses: 4 (suspension and closure of the account), 6 (automatic renewal, failed payment and suspension, refunds), 7 (availability of the Service), 13 (warranties and limitation of liability), 14 (indemnity), 15 (term and termination), 18 (changes to the Terms), 19 (assignment) and 20 (exclusive jurisdiction). The approval is given with a separate checkbox at the time of purchase or sign-up.