Terms of Service

DocFlow provides software that helps accounting firms request, collect, track and process documents from their clients, including a secure client portal, automated reminders, AI-assisted data extraction, payroll timesheet collection, reporting, and optional integration with Xero. We improve the Service over time. We may add, change or remove features, but we will not materially reduce the core functionality of your paid plan without giving you reasonable prior notice.

You must be at least 18 years old and able to enter into a binding contract. You are responsible for the accuracy of your account information, for maintaining the confidentiality of your login credentials, and for activity under your account that is within your reasonable control. Notify us promptly of any unauthorised use.

• Paid plans are billed monthly in advance in Australian dollars (AUD) and are exclusive of GST unless stated otherwise.
• Payments are processed securely by Stripe. By subscribing, you authorise us to charge your nominated payment method on a recurring basis.
• Free trials, where offered, convert to a paid subscription only if you choose to subscribe; we will not charge a card you have not provided.
• You may cancel at any time, effective at the end of your current billing period. Fees already paid are non-refundable except where required by law.
• We may change pricing, but we will give you at least 30 days’ notice by email before any increase, and the new price applies from your next billing cycle. If you don’t agree, you can cancel before it takes effect.

You agree not to misuse the Service, including by: uploading unlawful, infringing or malicious content; attempting to gain unauthorised access; interfering with the Service’s operation or security; or using the Service to send spam or violate any applicable law, including the Spam Act 2003 (Cth). We may suspend or terminate accounts that breach these Terms.

You retain ownership of the data you and your clients submit (“Customer Data”). You grant us a limited licence to host and process Customer Data solely to provide and support the Service. In handling your clients’ personal information, you act as the data controller (you decide what to collect and why) and we act as your processor (we handle it on your instructions to run the Service). You are responsible for having a lawful basis to collect your clients’ information; we are responsible for securing it on our platform as set out in section 6. Our handling of personal information is described in our Privacy Policy.

We take the protection of Customer Data seriously and maintain commercially reasonable technical and organisational measures designed to protect it, including encryption of data in transit and at rest, access controls, secure authentication, and hosting with reputable infrastructure providers. No system is perfectly secure, but we work in good faith to protect your and your clients’ information. If we become aware of a security breach affecting your Customer Data, we will notify you without undue delay and comply with our obligations under the Privacy Act 1988 (Cth), including the Notifiable Data Breaches scheme where it applies.

Your data is yours, and you can export your Customer Data at any time while your subscription is active. If your subscription ends or is cancelled, we will retain your Customer Data for at least 30 days so that you can export it before it is removed, after which we may permanently delete it — except where we are required to retain it by law. If you need help exporting your data, contact us and we will assist.

The Service, including its software, design, and branding, is owned by DocFlow and protected by intellectual property laws. These Terms do not grant you any rights in our intellectual property except the limited right to use the Service in accordance with these Terms. Customer Data remains yours.

The Service may integrate with third-party products such as Xero. Your use of those products is governed by their own terms and privacy policies. We are not responsible for third-party services, and connecting them is at your discretion and direction.

We use commercially reasonable efforts to keep the Service available and reliable, and we aim for high availability. From time to time we may take the Service offline for maintenance or updates; where this is planned, we will give reasonable advance notice. The Service may also be affected by factors beyond our reasonable control. We do not currently offer a contractual uptime guarantee with service credits; if that changes, it will be stated here.

Except as expressly stated in these Terms and to the extent permitted by law, the Service is provided on an “as is” and “as available” basis. DocFlow is a document-collection and processing tool and does not provide accounting, tax, financial or legal advice. AI-assisted extraction is intended to assist, not replace, your professional review — you remain responsible for checking extracted data and for your professional obligations to your clients.

To the maximum extent permitted by law, DocFlow will not be liable for any indirect, incidental or consequential loss, or loss of profits or revenue. Subject to the paragraph below, our total aggregate liability arising from or in connection with the Service is limited to the greater of (a) the fees you paid us in the 12 months before the event giving rise to the claim, or (b) A$1,000.

Nothing in these Terms limits or excludes liability that cannot be limited or excluded under law, including under the Australian Consumer Law, or liability for fraud, wilful misconduct, or our own gross negligence.

You agree to indemnify DocFlow against third-party claims, and reasonable associated costs, to the extent they arise from (a) Customer Data that is unlawful or infringes a third party’s rights, or (b) your breach of these Terms or misuse of the Service. This indemnity does not apply to the extent a claim arises from our own breach of these Terms, our negligence, or our failure to meet our security obligations in section 6.

You may stop using the Service and cancel at any time. We may suspend or terminate your access if you materially breach these Terms or fail to pay fees due, and where reasonable we will give you notice and an opportunity to fix the issue first. On termination, your right to use the Service ends, and the data-retention and export terms in section 7 apply.

These Terms are governed by the laws of Victoria, Australia, and you submit to the non-exclusive jurisdiction of the courts of Victoria.

We may update these Terms from time to time. The “last updated” date reflects the current version. For material changes that affect your rights, we will give reasonable notice (for example, by email or an in-app notice). Continued use of the Service after changes take effect constitutes acceptance.

Questions about these Terms? Contact support@docflow.au.