Terms & Conditions
These Terms govern your use of the OptiFlow OS platform. By using OptiFlow, you agree to these terms. They define the rights, responsibilities, and obligations of everyone who uses the Platform.
Introduction
These Terms & Conditions ("Terms") form a legally binding agreement between you ("Customer", "you", or "your") and OptiFlow ("we", "us", or "our") governing your access to and use of the OptiFlow OS platform, including the web application, mobile application, APIs, documentation, and any related services (collectively, the "Platform").
By creating an account, accessing, or using the Platform, you confirm that you have read, understood, and agree to be bound by these Terms. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity.
If you do not agree to these Terms, you must not create an account or use the Platform.
These Terms apply to:
- Business customers — any MSME, company, or organisation that creates an OptiFlow account to manage its business operations.
- Authorised users — employees, managers, contractors, and any other individuals granted access to the Platform by a business customer.
- Website visitors — anyone browsing optiflow.in or submitting forms on the website.
We may update these Terms from time to time. Material changes will be communicated by email and via an in-Platform notice at least 15 days before taking effect. Continued use after the effective date constitutes acceptance of the updated Terms.
Supplementary documents
These Terms incorporate by reference our Privacy Policy, which explains how we collect, use, and protect your data. Capitalised terms not defined in these Terms have the meanings given in the Privacy Policy.
Definitions
The following terms have specific meanings throughout these Terms:
The OptiFlow OS software-as-a-service platform, including all features, modules, APIs, documentation, mobile applications, and related services.
The business entity or individual that creates an OptiFlow account and subscribes to the Platform. The Customer is responsible for all activity under its account.
Any individual (employee, manager, contractor) granted access to the Platform by the Customer. Each user must have a unique account credential.
All information, tasks, checklists, attendance records, SOPs, reports, employee details, and any other content that the Customer or its Authorised Users enter into or generate through the Platform.
The paid plan (Starter, Growth, or Scale) that determines the features, capacity, and support level available to the Customer, as described on the Pricing page.
A one-time charge for initial Platform configuration, data migration, team onboarding, and go-live support, as specified at the time of purchase.
A user designated by the Customer with elevated permissions to manage account settings, user roles, department structure, billing, and Platform configuration.
All text, files, documents, images, data, and information uploaded, stored, or generated through the Platform by the Customer or its Authorised Users.
Service Usage
OptiFlow grants you a limited, non-exclusive, non-transferable, revocable right to access and use the Platform during the Subscription Term, subject to these Terms.
Permitted use
You may use the Platform to manage your business operations: create and assign tasks, track attendance, manage SOPs, run reports, and use all features included in your Subscription plan. Your Authorised Users may access the Platform for these business purposes only.
Account security
You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorised access or breach of security. Each Authorised User must have a unique login; sharing credentials is prohibited.
Feature availability
The features available to you depend on your Subscription plan as described on our Pricing page. We reserve the right to add, modify, or remove features with reasonable notice. Material feature reductions during an active Subscription Term will be accompanied by a proportionate adjustment or the option to terminate without penalty.
Prohibited activities
You agree not to:
- Use the Platform for any unlawful purpose or in violation of applicable laws and regulations.
- Attempt to gain unauthorised access to any part of the Platform, other accounts, or the systems or networks connected to the Platform.
- Upload or transmit malware, viruses, or any code of a destructive nature.
- Reverse-engineer, decompile, or disassemble any portion of the Platform.
- Resell, sublicense, or commercially exploit the Platform beyond the scope of your Subscription.
- Use the Platform to store or transmit infringing, libellous, or otherwise unlawful material.
- Interfere with or disrupt the integrity or performance of the Platform or the data contained therein.
User Responsibilities
As a business customer, you have specific responsibilities to ensure the Platform is used correctly and lawfully within your organisation:
Data accuracy
You are responsible for the accuracy and legality of all Business Data entered into the Platform. OptiFlow does not validate the business correctness of your data and is not liable for decisions made based on inaccurate data entries.
User management
You are responsible for managing Authorised User accounts, assigning appropriate roles and permissions, and promptly removing access for users who leave your organisation or no longer require Platform access.
Internal compliance
You are responsible for ensuring that your use of the Platform complies with your internal policies, industry regulations, and employment laws applicable to your business. This includes properly communicating attendance tracking, task monitoring, and reporting practices to your employees.
Lawful usage
You represent and warrant that you will use the Platform in compliance with all applicable laws, including data protection and privacy laws. If you collect, store, or process personal data of your employees through the Platform, you are responsible for obtaining necessary consents and fulfilling your obligations as a data controller.
Payment Terms
Our pricing is transparent and predictable. Here is how the commercial relationship works:
Subscription fees
Subscription fees are billed annually in advance as described on the Pricing page. Fees are fixed for the Subscription Term and will not increase during an active term. Renewal pricing will be communicated at least 30 days before the end of the current term.
Setup and onboarding fees
Setup fees are one-time charges payable before the onboarding process begins. They cover Platform configuration, data migration, team training, and go-live support as scoped during the sales process.
Payment schedule
Invoices are payable within 15 days of issue. All fees are quoted and payable in Indian Rupees (INR). Payments can be made via NEFT, RTGS, UPI, or as otherwise agreed. Late payments may result in temporary suspension of Platform access after a 10-day grace period with prior notice.
Taxes
All fees are exclusive of applicable taxes. GST will be added to invoices at the prevailing rate. You are responsible for any other taxes applicable to your use of the Platform.
Plan changes and upgrades
You may upgrade your plan at any time. The price difference for the remaining term will be pro-rated and invoiced. Downgrades take effect at the next renewal. If your team size exceeds your plan's capacity, we will work with you to transition to the appropriate plan before any service interruption.
Refund policy
Setup fees are refundable if you cancel at least 3 business days before the scheduled onboarding start date. Subscription fees are non-refundable once the Subscription Term begins. If we materially fail to deliver the Platform as described and are unable to resolve the issue within 30 days, you may terminate for cause and receive a pro-rated refund for the unused portion of your Subscription Term.
Intellectual Property
Clear IP boundaries protect both you and OptiFlow:
OptiFlow IP
The Platform, including its software code, user interface design, documentation, logos, trademarks, and all other intellectual property, is owned by OptiFlow. Your Subscription grants you the right to use the Platform — it does not transfer any ownership rights. You may not copy, modify, distribute, or create derivative works of the Platform.
Your content
You retain full ownership of all Business Data and Content you upload to or generate through the Platform. OptiFlow claims no ownership over your Business Data. You grant us a limited, non-exclusive license to access and process your Business Data solely as necessary to provide the Platform to you (e.g., storing your tasks, generating your reports, displaying your dashboards).
Feedback and suggestions
If you provide feedback, suggestions, or feature requests, you grant us a royalty-free, perpetual license to use that feedback to improve the Platform. We appreciate your input — it helps us build a better product for all MSMEs.
Trademarks
"OptiFlow", "OptiFlow OS", and the OptiFlow logo are trademarks of OptiFlow. You may not use these marks without our prior written permission, except to accurately identify OptiFlow as your service provider.
Data Ownership
This is the most important section for your peace of mind.
Your business data is your business data. Always.
OptiFlow never sells, shares, mines, or uses your Business Data for any purpose beyond providing and improving the Platform for you.
You own your data
All Business Data — tasks, attendance records, SOPs, checklists, reports, employee information — belongs to you. We act as a data processor; you are the data controller. At any time during or after your Subscription Term, you can export your data in standard formats (CSV, JSON, PDF).
Data portability
Upon request, we will provide an export of your Business Data within 5 business days at no additional charge. If you need data in a specific format for migration to another system, we will work with you to accommodate that format where technically feasible.
Data deletion
After your account is terminated, we retain your data for 90 days to allow you to export or reactivate. After 90 days, your Business Data is permanently deleted from all systems, including backups, unless retention is required by law. You may request earlier deletion of specific data at any time.
Limitation of Liability
This section defines the boundaries of our legal responsibility. We take Platform reliability seriously, but no software service can guarantee zero downtime or zero defects.
Service availability
We strive for 99.9% uptime and maintain a publicly available status page. However, the Platform may experience interruptions due to scheduled maintenance, infrastructure issues, or events beyond our control. We will notify you in advance of planned maintenance whenever possible. We are not liable for losses arising from Platform unavailability beyond the remedies described in your Subscription plan.
Disclaimer of warranties
The Platform is provided "as is" and "as available" without warranties of any kind, express or implied, except as explicitly stated in these Terms. We do not warrant that the Platform will meet every specific requirement you may have, that it will be error-free, or that all defects will be corrected — though we work continuously to improve it.
Liability cap
To the maximum extent permitted by applicable law, OptiFlow's total liability for any claim arising from or relating to these Terms or the Platform is limited to the total fees paid by you during the 12 months preceding the event giving rise to the claim. This cap applies whether the claim is based on contract, tort (including negligence), or any other legal theory.
Exclusions
Neither party will be liable for indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, business opportunity, or data, even if advised of the possibility of such damages. Nothing in these Terms limits liability for fraud, death or personal injury caused by negligence, or any other liability that cannot be excluded by law.
Termination
Termination by you
You may terminate your account at any time by providing written notice to us. Termination takes effect at the end of your current Subscription Term. If you terminate due to our material breach that remains uncured for 30 days after notice, you are entitled to a pro-rated refund for the unused portion of your Subscription Term.
Termination by us
We may terminate or suspend your account with 30 days' notice if you materially breach these Terms and do not cure the breach within that period. We may suspend access immediately if required by law, if your continued use poses a security risk, or if you are using the Platform for illegal activities. We will notify you promptly of any suspension or termination and the reasons for it.
Effect of termination
Upon termination:
- Your right to access and use the Platform ends.
- Your Business Data will be retained for 90 days during which you can export it. After 90 days, it is permanently deleted.
- Outstanding fees become immediately due and payable.
- Provisions that naturally survive termination — IP ownership, limitation of liability, governing law, and confidentiality — remain in effect.
Post-termination rights
You retain the right to access and export your Business Data during the 90-day post-termination period. You may also request a final data export in a standard format at no charge. After permanent deletion, recovery is not possible — so please export any data you need before the 90-day window closes.
Governing Law & Dispute Resolution
These Terms are governed by and construed in accordance with the laws of the Republic of India.
Jurisdiction
The courts in Surat, India shall have exclusive jurisdiction over any dispute arising from or relating to these Terms. Both parties consent to the personal jurisdiction of these courts.
Dispute resolution
Before initiating formal legal proceedings, both parties agree to attempt to resolve any dispute through good-faith negotiation. If negotiation does not resolve the dispute within 30 days, either party may proceed to arbitration in accordance with the Arbitration and Conciliation Act, 1996. The arbitration shall be conducted in Surat, India, in English, by a single arbitrator mutually agreed upon by both parties.
Compliance with laws
Both parties shall comply with all applicable laws and regulations in connection with their performance under these Terms, including data protection laws (the Information Technology Act, 2000, and the Digital Personal Data Protection Act, 2023 where applicable), anti-corruption laws, and employment laws.
Amendments
We may amend these Terms from time to time. Material amendments will be communicated by email and via in-Platform notice at least 15 days before they take effect. Your continued use of the Platform after the effective date constitutes acceptance. If you do not agree to the amended Terms, you may terminate your account before the effective date without penalty.
Questions About These Terms
If you have questions about these Terms, need clarification, or wish to discuss any aspect of your agreement with OptiFlow, please contact us:
Response expectations
We aim to respond to all legal and Terms-related inquiries within 1 business day. For formal legal notices, please use the legal email address above. For general questions, the contact page is the fastest route.