These Terms and Conditions ("Terms") govern your use of the FlowState Systems website, services, and any related products or offerings provided by FlowState Systems ("we," "us," "our"). By accessing our website, booking a consultation, or purchasing any of our services, you ("the Client," "you," "your") agree to be bound by these Terms in full.

Please read them carefully before proceeding.

If you do not agree with any part of these Terms, you must not use our services.

1. ABOUT US

FlowState Systems is a business automation consultancy specialising in the design, implementation, and management of digital systems for coaches, wellness brands, consultants, and service-based business owners. We help clients streamline their operations through customised automation, CRM setup, booking systems, and client communication workflows.

Business Name: FlowState CRM Systems

Owner: Heinrich Taute

Location: Dubai, United Arab Emirates

Contact Email: [email protected]

Business Whatsapp: +971 54 333 8172

2. SERVICES

FlowState Systems offers the following services, which may be updated from time to time:

2.1 Free Strategy Consultation : A complimentary 30-minute video call designed to assess your current business setup and recommend the most suitable system for your needs. This consultation is provided at no cost and carries no obligation to purchase.

2.2 Starter System : An entry-level business automation package covering core setup of booking, communication, and client management tools as outlined in the relevant service agreement or proposal.

2.3 Business System : A mid-tier automation package providing a more comprehensive setup of workflows, CRM, and client communication systems as outlined in the relevant service agreement or proposal.

2.4 Complete System : A full-service automation package covering all aspects of business system design, implementation, and launch as outlined in the relevant service agreement or proposal.

2.5 Marketing Analysis Report : A standalone in-depth analysis of your current marketing setup, identifying gaps, opportunities, and a recommended strategy for improvement. Marketing analysis reports and strategic recommendations are provided for informational and advisory purposes only and do not guarantee specific business outcomes, lead generation results, or financial performance.

2.6 Custom or Additional Services : Any services not listed above that are agreed upon in writing between FlowState Systems and the Client prior to commencement of work. The full scope, deliverables, and timeline for any paid service will be confirmed in a separate proposal or service agreement provided before payment is made.

2.7 Any work requested outside the agreed scope of services may require a revised proposal, adjusted timelines, or additional fees.

2.8 Ongoing support, revisions, maintenance, and communication response times are subject to the service level outlined in the applicable proposal or agreement.

3. CONSULTATIONS & BOOKINGS

3.1 Initial strategy consultations are offered free of charge and are subject to availability.

3.2 Bookings are confirmed upon receipt of a calendar invitation and confirmation email. It is your responsibility to ensure the details are correct at the time of booking.

3.3 We ask that you provide at least 24 hours' notice if you need to reschedule or cancel a consultation. Repeated no-shows or last-minute cancellations may result in the removal of access to free consultation bookings.

3.4 FlowState Systems reserves the right to reschedule or cancel a consultation in the event of unforeseen circumstances. In such cases, we will notify you as soon as possible and offer an alternative time.

3.5 By completing the intake form prior to your consultation, you consent to FlowState Systems storing and reviewing the information you provide in order to prepare for your call. This information is treated as confidential and will not be shared with third parties.

4. PAYMENT TERMS

4.1 All prices are quoted in the currency confirmed in your proposal or service agreement (AED or as otherwise stated) and are inclusive or exclusive of VAT as specified. VAT will only be applied where legally required under applicable UAE laws and regulations.

4.2 A deposit or full payment may be required before work commences, as outlined in your individual proposal.

4.3 Monthly retainer payments are due on the agreed billing date each month. Late payments may result in a temporary suspension of services until the outstanding balance is settled.

4.3A Monthly platform, hosting, or retainer fees cover only the services specifically outlined in the applicable proposal or agreement and do not include unlimited redesigns, additional website builds, new funnel creation, extensive workflow redevelopment, or custom development work unless otherwise agreed in writing.

4.4 All invoices are payable within 7 days of issue unless otherwise agreed in writing.

4.5 FlowState Systems reserves the right to charge interest on overdue invoices at a rate of 2% per month on the outstanding balance. 4.6 Prices are subject to change. Existing clients on active agreements will receive a minimum of 30 days' written notice before any price change takes effect.

5. REFUND & CANCELLATION POLICY

5.1 Free consultations carry no financial obligation and therefore no refund applies.

5.2 For paid services, refund eligibility is as follows: - If you cancel within 48 hours of payment and before any work has commenced, you are entitled to a full refund. - If work has commenced, a partial refund may be issued based on the value of work completed, hours invested, and any expenses incurred up to the cancellation date. - Once a project has been delivered or a system has been launched, no refund will be issued.

5.3 For monthly retainer agreements, either party may cancel with 30 days' written notice. No refund will be issued for the current billing period upon cancellation.

5.4 Refund requests must be submitted in writing to [email protected] and will be reviewed within 5 business days.

6. CLIENT RESPONSIBILITIES

6.1 You agree to provide accurate, complete, and up-to-date information when engaging with FlowState Systems, including on intake forms, during consultations, and throughout any active project.

6.2 You are responsible for providing timely feedback, approvals, and any required access (e.g. login credentials, platform access) within agreed timeframes. Delays caused by the Client may impact project timelines and are not the responsibility of FlowState Systems.

6.2A If the Client fails to provide required feedback, approvals, content, or access within a reasonable timeframe, FlowState Systems reserves the right to pause the project until the necessary information is received.

6.2B If the Client becomes unresponsive for more than 14 consecutive days, project timelines may be extended accordingly. Inactivity exceeding 30 days may result in the project being considered inactive or abandoned, and additional reactivation fees may apply.

6.3 You are responsible for ensuring that any third-party tools, platforms, or software you use comply with their own terms of service. FlowState Systems is not liable for any issues arising from third-party platform policies or restrictions.

6.4 You agree not to use any systems or automations built by FlowState Systems for unlawful, deceptive, or spamming purposes.

7. INTELLECTUAL PROPERTY

7.1 All original content, designs, frameworks, strategies, and system architectures created by FlowState Systems remain the intellectual property of FlowState Systems until full payment has been received.

7.2 Upon receipt of full payment, the Client is granted a non-exclusive licence to use all deliverables as intended within their own business.

7.3 FlowState Systems reserves the right to reference completed projects as case studies or portfolio examples unless the Client requests otherwise in writing prior to project commencement.

7.4 You may not reproduce, resell, or redistribute any templates, workflows, or system structures created by FlowState Systems without prior written permission.

8. CONFIDENTIALITY

8.1 Both parties agree to keep confidential any sensitive business information shared during the course of the relationship, including but not limited to business strategy, client data, financial information, and system configurations.

8.2 This obligation of confidentiality continues indefinitely after the termination of any service agreement between the parties.

8.3 FlowState Systems will never sell or share your personal or business information with third parties for marketing purposes.

9. THIRD-PARTY PLATFORMS & TOOLS

9.1 FlowState Systems may recommend, configure, or manage third-party platforms and tools on your behalf as part of its services.

9.2 FlowState Systems is not affiliated with, endorsed by, or responsible for the performance, availability, pricing changes, or policy updates of any third-party platforms used in the delivery of your system.

9.2A FlowState Systems does not guarantee compatibility with all third-party platforms, software integrations, plugins, or legacy systems used by the Client.

9.3 Any costs associated with third-party software subscriptions not included within the FlowState infrastructure are the responsibility of the Client unless explicitly included in a written proposal.

9.4 Where FlowState Systems provides access to a managed CRM, automation platform, or hosted software environment, continued access is conditional upon active subscription or retainer payments remaining current.

9.5 Failure to maintain agreed payments may result in suspension or removal of access to hosted systems, software accounts, automations, or related services provided through FlowState Systems.

9.6 Clients may request export or transfer of their data where technically feasible and subject to any third-party platform limitations or applicable migration fees.

10. LIMITATION OF LIABILITY

10.1 FlowState Systems provides services in good faith and to the best of our professional ability. However, we do not guarantee specific business outcomes, revenue increases, or lead generation results from any system or automation we implement.

10.1A The effectiveness of any system, automation, marketing strategy, or workflow implementation depends on various factors outside the control of FlowState Systems, including the Client’s business model, offer quality, market conditions, advertising efforts, and operational execution.

10.2 FlowState Systems shall not be held liable for any indirect, incidental, special, or consequential damages arising from the use of our services, including but not limited to loss of revenue, loss of data, or business interruption.

10.2A FlowState Systems shall not be liable for interruptions, outages, downtime, API failures, software bugs, platform policy changes, account restrictions, or data loss caused by third-party providers, integrations, or external software platforms.

10.2B The Client is responsible for maintaining independent backups of any critical business data unless otherwise agreed in writing.

10.3 Our total liability to you in connection with any service shall not exceed the total amount paid by you to FlowState Systems in the three months preceding the claim.

11. PRIVACY & DATA

11.1 FlowState Systems is committed to protecting your privacy. Any personal data collected through our website, intake forms, or consultations is used solely for the purpose of delivering our services and communicating with you.

11.2 We do not sell, rent, or share your personal data with third parties without your consent, except where required by law.

11.2A The Client remains responsible for the lawful collection, management, and use of any customer or lead data processed through their systems and remains the primary data controller of such information.

11.3 You have the right to request access to, correction of, or deletion of any personal data we hold about you. To make such a request, contact us at [your email address].

11.4 By using our services, you consent to the collection and use of your data as described herein and in our Privacy Policy below.

12. AMENDMENTS TO THESE TERMS

12.1 FlowState Systems reserves the right to update or amend these Terms at any time. Changes will be posted on this page with an updated "Last Updated" date.

12.2 Your continued use of our services after any changes are posted constitutes your acceptance of the updated Terms.

12.3 We recommend checking this page periodically to stay informed of any updates.

13. GOVERNING LAW & DISPUTE RESOLUTION

13.1 These Terms shall be governed by and construed in accordance with the laws of the United Arab Emirates, specifically as applicable in the Emirate of Dubai.

13.2 In the event of a dispute, both parties agree to first attempt resolution through good-faith negotiation within 14 days of the dispute being raised.

13.3 If a resolution cannot be reached, the dispute shall be referred to the relevant courts or arbitration bodies in Dubai, UAE.

14. ENTIRE AGREEMENT

These Terms, together with any signed proposal or service agreement, constitute the entire agreement between FlowState Systems and the Client and supersede all prior discussions, representations, or arrangements relating to the subject matter herein.

15. CONTACT US

If you have any questions about these Terms & Conditions, please contact us:

Business Name: FlowState CRM Systems

Owner: Heinrich Taute

Location: Dubai, United Arab Emirates

Contact Email: [email protected]

Business Whatsapp: +971 54 333 8172

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