Terms of Service

Last updated: July 24, 2026

These Terms of Service (“Terms”) govern access to and use of the websites, software, AI voice agents, dashboards, integrations, automation services, and related services provided by SystemFlow Automation (“SystemFlow,” “Company,” “we,” “our,” or “us”).

By accessing our website, creating an account, signing an order form, purchasing a service, or otherwise using the services, you agree to these Terms. If you are accepting these Terms on behalf of a business or other organization, you represent that you have authority to bind that organization.

1. Services

SystemFlow provides AI-powered phone agents, call handling systems, lead-capture tools, call recordings and transcripts, dashboards, automations, phone-routing services, integrations, and related implementation and support services.

The specific features, included calling minutes, users, integrations, implementation services, and pricing for a customer will be described in the applicable plan, proposal, Order Form, or Statement of Work.

We may update, improve, replace, or modify parts of the services as technology and third-party systems change. We will not materially reduce paid service functionality during a prepaid subscription term without a reasonable business or technical reason.

2. Setup and Implementation

A one-time setup fee may be required for onboarding, agent configuration, prompt development, call-flow setup, dashboard configuration, testing, training, integration work, and launch preparation.

The one-time setup fee is due upon signing and must be paid before implementation begins.

Setup fees are separate from monthly or annual subscription charges. Setup fees become non-refundable once SystemFlow begins implementation, configuration, development, account provisioning, or other setup work.

The customer agrees to provide all information, access, approvals, credentials, content, routing instructions, phone numbers, and other materials reasonably required to complete implementation.

3. Subscription Activation and Billing

For monthly subscriptions, the first monthly subscription payment is due on the system activation date. Future subscription payments will recur monthly on or near that date unless otherwise stated in a signed agreement.

Annual subscriptions must be paid in full before system activation unless SystemFlow agrees otherwise in writing. Annual pricing reflects a discounted commitment and is non-refundable after activation except where required by law or expressly stated in a signed agreement.

If activation is delayed because the customer has not provided required information, approvals, access, credentials, content, or other requested materials, subscription billing may begin fourteen (14) calendar days after SystemFlow provides written notice that the system is ready for activation.

4. Calling Minutes and Usage Charges

Each subscription plan includes the number of monthly calling minutes stated on the applicable pricing page, proposal, Order Form, or Statement of Work.

Unless a different rate is stated in writing, calling minutes used beyond the included monthly allowance will be billed at $0.50 per additional minute.

Additional usage charges may be billed after the usage occurs or added to the customer’s next invoice. Partial minutes may be rounded according to the billing records provided by SystemFlow or its telecommunications and voice-service providers.

SystemFlow will make reasonable efforts to provide usage notifications before the included monthly allowance is reached. Usage notifications are provided as a courtesy. A delayed, undelivered, or missed notification does not waive valid usage charges.

Unused monthly calling minutes do not roll over to future months unless expressly stated in a signed agreement.

5. Payment Terms

All prices are stated in United States dollars unless otherwise indicated. The customer agrees to pay all setup fees, subscriptions, usage charges, taxes, and other charges associated with the customer’s account.

By providing a payment method, the customer authorizes SystemFlow and its payment processor to charge that payment method for recurring subscription fees, additional usage, approved services, and other amounts due under the applicable agreement.

Failed, declined, reversed, or overdue payments may result in suspension of calling services, phone numbers, dashboards, integrations, or account access. The customer remains responsible for all unpaid amounts incurred before suspension or termination.

SystemFlow may change future pricing by providing reasonable advance notice. Price changes will generally apply beginning with the customer’s next renewal term and will not retroactively change a fully paid term.

6. Subscription Renewal and Cancellation

Unless otherwise stated in a signed agreement, subscriptions automatically renew for the same billing period until canceled.

Monthly customers may cancel before their next renewal date. Cancellation will ordinarily become effective at the end of the current paid billing period. No prorated refunds or credits will be issued for unused time or partial billing periods.

Annual subscriptions remain active through the end of the prepaid annual term and are non-refundable after activation. Canceling an annual plan prevents the next annual renewal but does not create a refund for the current term.

Cancellation does not eliminate charges already incurred, including setup fees, subscription charges, additional calling minutes, custom work, third-party charges, or other unpaid balances.

7. Customer Responsibilities

The customer agrees to:

• Provide accurate, complete, and current business information.
• Review and approve scripts, prompts, knowledge-base information, qualification questions, call flows, routing instructions, and customer-facing responses.
• Promptly notify SystemFlow when business hours, services, pricing, employees, contact information, policies, or routing instructions change.
• Maintain all licenses, permissions, notices, and consents required for the customer’s business and intended use of the services.
• Ensure that customer-provided content does not violate the rights of another person or organization.
• Use the services only for lawful, legitimate business purposes.
• Monitor the system and maintain appropriate human oversight of important customer interactions and business decisions.
• Respond to captured leads, messages, requests, emergencies, and other communications that require action by the customer.

8. Calling, Recording, Messaging, and Consent

The customer is responsible for determining and complying with all laws and regulations applicable to its calls, recordings, transcripts, messages, marketing activities, disclosures, and use of AI-generated voices.

This responsibility includes obtaining any legally required consent to:

• Record or transcribe telephone calls.
• Send text messages or automated communications.
• Place outbound calls using artificial or AI-generated voices.
• Contact consumers for advertising or telemarketing purposes.
• Collect, retain, use, or disclose caller information.

The customer is responsible for approving any call-recording announcement, AI disclosure, consent language, opt-out instruction, or other notice used by the system.

The customer may not use SystemFlow to send unlawful spam, make deceptive or unauthorized calls, impersonate another person, conceal the true purpose of a call, harass individuals, or contact people without legally required consent.

9. AI and Automation Disclaimer

The services use artificial intelligence, automated decision processes, speech recognition, language models, and synthetic or computer-generated voices.

AI-generated responses may occasionally be incorrect, incomplete, delayed, misunderstood, inconsistent, or inappropriate. SystemFlow does not guarantee that an AI agent will understand every caller, answer every question correctly, capture every detail, or route every call as intended.

The customer is responsible for testing and approving the agent before launch and for maintaining appropriate human review after launch.

The services are not designed to replace qualified emergency responders, attorneys, medical professionals, financial professionals, or other licensed professionals.

The services must not be used as the sole method for contacting emergency services, reporting life-threatening situations, making medical diagnoses, providing legal advice, or making decisions that could create a substantial risk of physical, legal, or financial harm.

10. Acceptable Use

The customer may not use the services to:

• Violate any law, regulation, court order, or third-party right.
• Commit fraud, deception, harassment, discrimination, exploitation, impersonation, or other abusive conduct.
• Conduct unauthorized telemarketing, robocalling, recording, texting, surveillance, or data collection.
• Upload malicious code or interfere with the security, performance, or operation of the services.
• Attempt to gain unauthorized access to another customer’s account, caller information, recordings, transcripts, or systems.
• Copy, reverse engineer, resell, sublicense, or reproduce the SystemFlow platform except as expressly permitted in writing.
• Use the services to develop or operate a competing platform using SystemFlow’s nonpublic software, workflows, prompts, or documentation.

11. Third-Party Services

SystemFlow may rely on third-party providers for AI models, voice generation, telephone service, phone numbers, hosting, email, text messaging, payments, storage, integrations, and related infrastructure. These providers may include OpenAI, ElevenLabs, Twilio, payment processors, hosting providers, and other vendors.

Third-party services may experience outages, delays, errors, security incidents, pricing changes, policy changes, capacity limits, feature changes, or discontinuation.

SystemFlow is not responsible for failures caused solely by a third-party provider or telecommunications carrier that are outside SystemFlow’s reasonable control. We may replace or modify third-party providers when reasonably necessary to continue providing the services.

12. Accounts and Security

Customers are responsible for maintaining the confidentiality and security of their usernames, passwords, authentication credentials, phone numbers, integration keys, and account access.

Customers must promptly notify SystemFlow of suspected unauthorized access, compromised credentials, account misuse, or a security incident involving the services.

Customers are responsible for activity performed through their accounts unless the activity resulted directly from SystemFlow’s failure to use reasonable account-security measures.

13. Data and Privacy

SystemFlow may process business information, caller names, telephone numbers, call reasons, recordings, transcripts, messages, account details, usage records, and other information needed to provide and maintain the services.

Our handling of personal information is also governed by our Privacy Policy.

The customer represents that it has the authority and lawful basis needed to provide customer content and caller information to SystemFlow for processing.

The customer grants SystemFlow a limited right to host, process, transmit, reproduce, and use customer-provided content and service data only as reasonably necessary to provide, secure, support, improve, and maintain the services or comply with law.

Although SystemFlow will use reasonable measures to protect information, no internet service, telephone system, storage platform, or electronic transmission can be guaranteed to be completely secure.

Following termination, SystemFlow may delete customer data after a reasonable retention period unless a signed agreement, legal obligation, or approved data-export request requires otherwise.

14. HIPAA and Regulated Information

Standard SystemFlow services are not offered as HIPAA-compliant services by default.

A customer may not use the services to create, receive, maintain, or transmit protected health information unless:

• SystemFlow has approved that use in writing;
• The parties have signed an appropriate Business Associate Agreement;
• The applicable third-party providers support the required safeguards;
• The customer follows all agreed security and configuration requirements.

Customers must not provide Social Security numbers, financial-account credentials, medical information, or other highly sensitive information unless collection is necessary, expressly approved, and supported by an appropriate written agreement and system configuration.

15. Intellectual Property

SystemFlow and its licensors retain all rights in the SystemFlow platform, source code, software, dashboards, designs, templates, documentation, methods, prompts, general workflows, automation logic, trademarks, and other pre-existing technology or materials.

The customer retains ownership of the customer’s pre-existing business information, branding, documents, data, and other content supplied to SystemFlow.

Unless a signed agreement expressly states otherwise, the customer receives a limited, non-exclusive, non-transferable, revocable right to use the services for its internal business operations during an active, fully paid subscription.

Custom deliverables, integrations, code, workflows, or ownership rights may be addressed separately in the applicable Statement of Work or signed Service Agreement.

16. Confidentiality

Each party agrees to use reasonable care to protect nonpublic business, technical, customer, pricing, security, and operational information received from the other party.

Confidential information may be used only for providing, receiving, supporting, or evaluating the services and may be disclosed to employees, contractors, and service providers who reasonably need access and are subject to confidentiality obligations.

This section does not apply to information that is public through no fault of the receiving party, was already lawfully known, was independently developed, or must be disclosed by law.

17. Service Availability and Support

We work to keep the services operational, but we do not guarantee uninterrupted, error-free, or continuously available service.

Downtime or degraded performance may occur because of maintenance, software updates, internet failures, telephone-carrier issues, third-party outages, security incidents, unusually high usage, force majeure events, or other circumstances.

Support response times, service levels, maintenance commitments, and custom support services apply only when specifically stated in a signed agreement.

18. Suspension and Termination

SystemFlow may suspend or terminate services when:

• A required payment is overdue or declined.
• The customer violates these Terms or a signed agreement.
• The customer’s use creates a security, legal, regulatory, or operational risk.
• A third-party provider requires suspension.
• Continued service would violate applicable law.

When reasonably possible, SystemFlow will provide notice and an opportunity to correct the issue before termination. Immediate suspension may occur when necessary to prevent harm, fraud, unlawful activity, security risk, or service disruption.

19. No Guarantees and Disclaimer of Warranties

SystemFlow does not guarantee specific business results, including:

• Lead volume or lead quality.
• Conversion rates or appointment bookings.
• Sales, revenue, profits, savings, or return on investment.
• Caller satisfaction or customer retention.
• Continuous availability or perfect AI accuracy.

Results depend on factors outside SystemFlow’s control, including the customer’s business, services, reputation, pricing, market, advertising, staff, follow-up practices, callers, and use of the system.

To the fullest extent permitted by law, the services are provided “as is” and “as available,” without warranties of merchantability, fitness for a particular purpose, non-infringement, or uninterrupted operation.

20. Limitation of Liability

To the fullest extent permitted by law, SystemFlow will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages, including:

• Lost profits, revenue, business, or anticipated savings.
• Missed leads, calls, appointments, sales, or opportunities.
• Business interruption or reputational harm.
• Loss, corruption, or unauthorized disclosure of data.
• Errors, omissions, or actions resulting from AI-generated content.
• Third-party provider or telecommunications failures.

To the fullest extent permitted by law, SystemFlow’s total aggregate liability arising from the services will not exceed the subscription fees paid by the customer to SystemFlow during the three (3) months immediately preceding the event giving rise to the claim.

These limitations apply regardless of the legal theory asserted and even if SystemFlow has been advised that damages were possible. Some jurisdictions may not permit certain limitations, in which case the limitations will apply only to the maximum extent permitted.

21. Indemnification

The customer agrees to defend, indemnify, and hold harmless SystemFlow, its owners, employees, contractors, and service providers from third-party claims, losses, penalties, damages, liabilities, and reasonable legal fees arising from:

• The customer’s use or misuse of the services.
• Customer-provided content, scripts, data, or instructions.
• The customer’s products, services, representations, or business practices.
• The customer’s violation of law or another person’s rights.
• The customer’s failure to obtain required calling, recording, messaging, marketing, privacy, or data-processing consent.
• The customer’s violation of these Terms or a signed agreement.

22. Force Majeure

SystemFlow will not be responsible for delays or failures caused by events outside its reasonable control, including natural disasters, severe weather, fire, war, civil unrest, labor disputes, government actions, utility failures, internet outages, cyberattacks, telecommunications failures, third-party platform outages, or widespread infrastructure disruptions.

23. Governing Law

These Terms are governed by the laws of the State of Tennessee, without regard to conflict-of-law principles.

Any legal proceeding arising from these Terms or the services must be brought in a court with proper jurisdiction located in Tennessee, unless the parties agree otherwise in writing.

24. Changes to These Terms

SystemFlow may update these Terms to reflect changes to the services, business practices, technology, providers, or legal requirements.

Material changes will be posted on this page with an updated effective date and may also be communicated by email or through the customer dashboard. Continued use after the effective date of updated Terms constitutes acceptance of those changes.

Changes will not override a conflicting term in an active signed agreement unless that agreement permits the change or the parties agree in writing.

25. General Terms

If any provision of these Terms is found unenforceable, the remaining provisions will remain in effect. A failure to enforce a provision is not a waiver of the right to enforce it later.

The customer may not assign or transfer its rights under these Terms without SystemFlow’s written consent. SystemFlow may assign these Terms in connection with a merger, acquisition, sale of assets, reorganization, or transfer of the business.

Electronic communications, electronic acceptance, and electronic signatures may be used in connection with the services and related agreements.

These Terms, together with any applicable Privacy Policy, Order Form, Statement of Work, and signed Service Agreement, constitute the agreement governing the applicable services.