Terms of Service | Flowgeek

01. Introduction

These Terms of Service (hereinafter "Terms") govern the relationship between Flowgeek (sole proprietorship — owner: Nikolaos Vlavianòs, VAT No: [ΑΦΜ], GEMI: [ΓΕΜΗ], Athens, Greece — hereinafter "Flowgeek", "we", "us") and any individual or legal entity (hereinafter "Customer", "you", "your") that engages our services.

Flowgeek is a Greek AI automation and digital presence agency that designs, develops, and deploys custom digital solutions — including AI chatbots, workflow automations, web applications, ERP integrations, and related services — on behalf of businesses.

By engaging our services, signing a proposal or service agreement, or making any payment to Flowgeek, you fully and unconditionally accept these Terms. If you do not agree with any part of these Terms, please do not engage our services.

02. Definitions

• "Services": The design, development, deployment, configuration, integration, and maintenance of any digital solution provided by Flowgeek, including but not limited to AI chatbots, voice agents, workflow automations, web applications, and ERP/API integrations.
• "Project": A defined scope of work agreed upon between Flowgeek and the Customer, documented in a proposal, service agreement, or equivalent written communication.
• "Deliverables": Specific outputs produced for the Customer as defined in the Project agreement (e.g. website files, design assets, written content).
• "Flowgeek Systems": All backend logic, automation workflows (including n8n workflows), webhook configurations, AI prompt architectures, chatbot engines, API integrations, and any technical infrastructure developed and operated by Flowgeek to provide the Services — regardless of whether they are deployed on Customer-facing environments.
• "Customer": Any individual or legal entity that enters into a service agreement with Flowgeek.
• "End User": Any person who interacts with a system or solution deployed by Flowgeek on behalf of the Customer.
• "Third-Party Providers": External companies and platforms whose infrastructure and services are utilized by Flowgeek to deliver the Services, including but not limited to AI model providers, cloud hosting services, automation frameworks, and API-based tools.

03. Service Description

3.1 — What We Provide

Flowgeek provides custom digital solutions on a project basis, including:

• AI-powered chatbots and voice agents for websites, messaging platforms, and telephony systems.
• Workflow automation systems using n8n, API integrations, and connected third-party platforms.
• Custom web applications and business portals (PHP/MySQL, vanilla JS, or agreed stack).
• ERP and CRM integrations (including SoftOne ERP and similar platforms).
• Digital presence solutions including websites and landing pages.
• Maintenance, support, and consulting services as agreed per project.

3.2 — Project Scope

All Services are delivered on a project basis. The specific scope, deliverables, timeline, and pricing for each project are defined in a written proposal or service agreement issued by Flowgeek. Acceptance of a proposal (via written confirmation or payment) constitutes a binding agreement for that project and these Terms apply in full.

3.3 — AI Transparency

In accordance with Regulation (EU) 2024/1689 (EU AI Act), AI-powered systems deployed by Flowgeek include appropriate disclosures informing End Users that they are interacting with an artificial intelligence system. The Customer undertakes not to disable, remove, or circumvent these disclosures.

04. Intellectual Property

4.1 — Flowgeek Systems (Retained by Flowgeek)

All backend logic, automation workflows (including n8n workflows and webhook configurations), AI prompt architectures, chatbot engines, API integration code, system templates, and any underlying technical infrastructure developed by Flowgeek remain the exclusive intellectual property of Flowgeek, regardless of whether they are deployed within the Customer's environment or branded for the Customer.

The Customer receives the right to use these systems as a service for the duration of the agreed engagement. No license to copy, reproduce, resell, reverse-engineer, or redistribute Flowgeek Systems is granted.

4.2 — Deliverables (Transferred to Customer)

Static deliverables explicitly defined in the project scope — such as website files (HTML/CSS/JS), design assets, written content, and similar standalone outputs — are transferred to the Customer upon receipt of full payment. The Customer becomes the owner of these specific deliverables.

4.3 — Customer Content

All content, data, branding assets, logos, texts, and business information provided by the Customer remain the exclusive property of the Customer. Flowgeek uses Customer content solely for the purpose of delivering the agreed Services.

4.4 — Portfolio Right

Unless expressly agreed otherwise in writing, Flowgeek reserves the right to reference the existence of the project and include it in its portfolio, using only publicly available information and without disclosing confidential business data.

05. Customer Obligations

5.1 — General Obligations

• Provide accurate, complete, and up-to-date information required for project delivery (business data, access credentials, content, branding).
• Use the Services exclusively for lawful purposes and in compliance with all applicable laws.
• Not attempt to reverse-engineer, decompile, copy, or redistribute Flowgeek Systems.
• Not use any Flowgeek-built system for purposes of deception, spam, fraud, or any illegal activity.
• Promptly communicate any changes to requirements or business information that affect the operation of deployed systems.
• Ensure that all credentials and access provided to Flowgeek are used solely for the agreed project scope.

5.2 — GDPR & Legal Compliance

The Customer is the Data Controller for all personal data processed through systems deployed by Flowgeek on their behalf. As such, the Customer bears sole and full responsibility for ensuring that their use of Flowgeek's Services complies with:

• The General Data Protection Regulation (GDPR — Regulation EU 2016/679).
• The Artificial Intelligence Regulation (EU AI Act — Regulation EU 2024/1689).
• Greek Law 4624/2019 on personal data protection.
• Greek Law 3471/2006 on electronic communications and data privacy.
• Any other applicable national, European, or sector-specific legislation.

The Customer must independently verify whether their specific use case requires additional disclosures, consents, Data Protection Impact Assessments (DPIA), or sector-specific compliance measures. Flowgeek does not provide legal advice and is not responsible for the Customer's failure to comply with applicable law.

5.3 — Data Accuracy & Content Responsibility

The Customer is solely responsible for the accuracy, legality, and appropriateness of all content, data, and instructions provided to Flowgeek for use in the Services. Flowgeek implements the Customer's instructions in good faith and bears no liability for outcomes resulting from inaccurate, incomplete, or unlawful Customer-provided content.

5.4 — End User Obligations

If the deployed system collects data from End Users (e.g. chatbot conversations, form submissions, email addresses), the Customer is responsible for obtaining all necessary consents, providing appropriate privacy notices to End Users, and managing all data subject rights requests. Flowgeek provides technical assistance as a Processor but does not interact with End Users on behalf of the Customer for compliance purposes.

06. Payments & Billing

6.1 — Project Fees

Each project includes fees as specified in the applicable proposal or service agreement. Pricing may include a one-time project fee, a setup fee, and/or a recurring monthly maintenance or service fee, depending on the project type.

6.2 — Payment Terms

Payment terms are defined per project in the proposal. For recurring services, Flowgeek issues an electronic invoice monthly. Payments must be made via bank transfer to the account designated by Flowgeek within the timeframe specified on the invoice.

6.3 — Late Payment

If payment is delayed beyond ten (10) days from the due date, Flowgeek reserves the right to suspend access to maintained services, hosted systems, or ongoing support until payment is received.

6.4 — Price Adjustments

For recurring service agreements, Flowgeek reserves the right to adjust pricing with at least thirty (30) days' written notice. The Customer may terminate the agreement before new pricing takes effect.

07. Refund Policy

All payments (project fees, setup fees, monthly subscriptions) are non-refundable once work has commenced, unless Flowgeek determines in its sole discretion that exceptional circumstances justify a refund.

Refund requests may be considered in cases of material failure to deliver the agreed scope solely attributable to Flowgeek, or a verified billing error. Submitting a refund request does not guarantee its approval. The final decision rests exclusively with Flowgeek.

08. Duration & Termination

8.1 — Project-Based Engagements

One-time projects are completed upon delivery of the agreed scope and receipt of final payment. No ongoing obligations exist beyond warranty periods explicitly defined in the project agreement.

8.2 — Recurring Service Agreements

Ongoing maintenance and service agreements are of indefinite duration (monthly renewal) unless otherwise specified. The Customer may terminate with fifteen (15) days' written notice before the end of the current billing cycle.

8.3 — Termination by Flowgeek

Flowgeek reserves the right to suspend or terminate services immediately, without notice, if the Customer violates these Terms, uses the services for illegal purposes, delays payment beyond thirty (30) days, or acts in a manner that damages the reputation or systems of Flowgeek.

8.4 — Post-Termination

Upon termination of any recurring agreement, access to hosted systems and maintained services is discontinued. Customer-owned deliverables (as defined in Section 4.2) are not affected. Flowgeek Systems (as defined in Section 4.1) remain the property of Flowgeek and are decommissioned at Flowgeek's discretion.

09. Third-Party Providers

Flowgeek utilizes specialized technologies and infrastructure from third-party providers (including AI model processors, cloud infrastructure hosts, and automation platforms) to deliver its Services.

The Customer acknowledges and agrees that:

• The availability and performance of certain services may depend on third-party providers. Flowgeek is not liable for interruptions, changes, outages, or price changes by third-party providers.
• The use of third-party platforms is subject to their own terms of service and privacy policies, which the Customer may review independently.
• Flowgeek makes every reasonable effort to select reliable, GDPR-compliant providers but does not guarantee uninterrupted or error-free operation of third-party services.
• Changes to third-party provider capabilities, APIs, or pricing may require adjustments to the agreed Services, which will be communicated to the Customer in advance.

10. Limitation of Liability

10.1 — Nature of Service

Services are provided "as is" and "as available." Flowgeek does not guarantee that systems will operate without interruption, without errors, or that they will fully meet all Customer expectations beyond the agreed project scope.

10.2 — AI Output Accuracy

AI-powered systems may occasionally generate inaccurate, incomplete, or unexpected outputs due to the inherent nature of artificial intelligence technology. Flowgeek is not liable for any damages arising from AI-generated outputs. The Customer bears responsibility for verifying critical information and supervising AI system usage.

10.3 — Liability Cap

Under no circumstances shall Flowgeek's total aggregate liability to the Customer exceed the amount paid by the Customer to Flowgeek in the three (3) months prior to the event giving rise to the claim.

10.4 — Excluded Damages

Flowgeek shall not be liable for:

• Indirect, incidental, special, or consequential damages of any kind.
• Loss of revenue, profits, customers, data, or business opportunities.
• Damages caused by force majeure, third-party provider outages, cyberattacks, or infrastructure failures beyond Flowgeek's control.
• Damages resulting from the Customer's use of the Services in violation of these Terms or applicable law.
• Damages arising from inaccurate, incomplete, or unlawful content or data provided by the Customer.
• Any regulatory fines, penalties, or enforcement actions against the Customer for non-compliance with GDPR, EU AI Act, or any other legislation.

11. Disclaimer of Warranties

Flowgeek expressly disclaims all warranties, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, and non-infringement of third-party rights, to the maximum extent permitted by applicable law.

Flowgeek is not a law firm and does not provide legal, tax, or regulatory advice. Any information communicated regarding legal compliance (GDPR, EU AI Act, etc.) is provided for general informational purposes only and does not constitute specialized legal advice. The Customer is responsible for seeking independent legal counsel.

12. Indemnification

The Customer agrees to fully indemnify, defend, and hold harmless Flowgeek and its owner, employees, contractors, and associates from and against any and all claims, losses, damages, liabilities, costs, and expenses (including reasonable legal fees) arising from or related to:

• The Customer's use of the Services, including use by End Users accessing systems through the Customer's account or platform.
• Breach of any provision of these Terms by the Customer.
• Infringement of any third-party rights (intellectual property, privacy, or otherwise) by the Customer.
• Non-compliance with applicable legislation (GDPR, EU AI Act, telecommunications law, or any other regulation) by the Customer.
• Inaccurate, incomplete, or unlawful content or data provided by the Customer to Flowgeek.
• Any claim by an End User or regulatory authority arising from the Customer's failure to fulfill its obligations as Data Controller.

13. Data Processing Agreement (DPA)

This section constitutes the Data Processing Agreement between the Customer and Flowgeek in accordance with Article 28 GDPR and Greek Law 4624/2019.

13.1 — Roles of the Parties

For GDPR purposes, the Customer is the Data Controller and Flowgeek is the Data Processor for all personal data processed in the delivery of the Services.

13.2 — Subject Matter & Purpose

Flowgeek processes personal data solely for the purpose of delivering the agreed Services, acting exclusively on the Customer's documented instructions. Flowgeek will not process personal data for any other purpose, nor disclose it to any third party except as required to deliver the Services or comply with applicable law.

13.3 — Categories of Data & Data Subjects

The specific categories of personal data and data subjects processed under each project are defined in the applicable project agreement. General categories may include: contact identifiers (names, emails, phone numbers), conversation or interaction data, technical metadata, and business-specific data as defined by the Customer's use case.

13.4 — Sub-processors

Flowgeek engages sub-processors for the delivery of Services, including providers covering the following functions: AI language model processing, text-to-speech synthesis, cloud hosting and infrastructure, workflow automation, storage and collaboration, project management, and ERP/CRM integrations.

The Customer generally authorizes the use of these categories of sub-processors. All sub-processors are bound by data protection obligations equivalent to those set out herein. Upon written request, Flowgeek will provide information on sub-processors relevant to the Customer's project. In the event of a material change, the Customer will be notified and may raise a reasonable objection within fourteen (14) days.

13.5 — Security Measures

Flowgeek implements appropriate technical security measures including TLS encryption in transit, encryption at rest for sensitive data, role-based access control, and secure containerized infrastructure on Virtual Private Servers (VPS).

13.6 — Data Subject Rights

Flowgeek will provide the Customer with reasonable technical assistance to enable the Customer (as Data Controller) to respond to data subject requests (access, rectification, erasure, portability, objection, restriction) within GDPR timeframes. The Customer remains solely responsible for responding to data subjects.

13.7 — Data Breach

In the event of a personal data breach affecting data processed on the Customer's behalf, Flowgeek will notify the Customer without undue delay and within forty-eight (48) hours of detection, providing all available information about the nature of the breach, its likely consequences, and measures taken or proposed.

13.8 — International Transfers

Where sub-processors are located outside the EEA, data transfers are made on the basis of appropriate safeguards (Standard Contractual Clauses or adequacy decisions) in accordance with Articles 45-46 GDPR.

13.9 — Customer Representations

The Customer represents and warrants that: (a) it has a lawful basis for the processing it instructs Flowgeek to carry out; (b) all data provided to Flowgeek has been collected lawfully; and (c) it will fulfill all obligations toward data subjects as Data Controller. The Customer indemnifies Flowgeek against any claims or penalties arising from a breach of these representations.

13.10 — Allocation of Liability

To the extent that Flowgeek is required to pay any fine, penalty, or damages arising from a violation attributable to the Customer's instructions, content, data, or decisions as Data Controller, the Customer undertakes to fully indemnify Flowgeek for the corresponding amount.

13.11 — Termination & Data Deletion

Upon termination of the service agreement, Flowgeek will delete or return Customer data within thirty (30) days, unless retention is required by applicable law. Customer-specific data stored within Flowgeek Systems will be securely deleted.

14. Confidentiality

Each party undertakes to keep confidential all non-public information of the other party obtained in the course of the business relationship. Flowgeek will not disclose Customer business data, project details, or technical specifications to third parties, except as required to deliver the Services (sub-processors) or comply with law. This confidentiality obligation survives termination of the agreement for a period of two (2) years.

15. Force Majeure

Flowgeek is not liable for any failure or delay in performing its obligations due to events beyond its reasonable control, including but not limited to: natural disasters, war, pandemic, government decisions, power outages, network or infrastructure failures, cyberattacks, or malfunctions of third-party providers. In such events, Flowgeek will notify the Customer promptly and make reasonable efforts to resume Services as soon as possible.

16. Modifications to These Terms

Flowgeek reserves the right to modify these Terms at any time. Modifications are communicated via email and/or publication on flowgeek.gr. Continued use of the Services after notification constitutes acceptance of the revised Terms. Customers with active project agreements will be notified at least thirty (30) days before material changes take effect.

17. Governing Law & Dispute Resolution

These Terms are governed by Greek law. For any dispute arising hereunder, the courts of Athens, Greece shall have exclusive jurisdiction.

Before resorting to legal proceedings, the parties shall make every reasonable effort to resolve disputes amicably within thirty (30) days of written notification of the dispute.

18. Miscellaneous

• Severability: If any provision of these Terms is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.
• Entire Agreement: These Terms, together with the Privacy Policy and the applicable project proposal or service agreement, constitute the entire agreement between Flowgeek and the Customer for the relevant Services.
• No Waiver: Failure by Flowgeek to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.
• Assignment: The Customer may not assign its rights or obligations under these Terms without the prior written consent of Flowgeek. Flowgeek may assign its rights to a successor entity without consent.
• Language: These Terms are issued in English. In case of conflict with any translated version, the English version shall prevail.

Contact

For any questions regarding these Terms of Service:

Flowgeek — Nikolaos Vlavianòs | Athens, Greece | VAT: [ΑΦΜ] | GEMI: [ΓΕΜΗ]

info@flowgeek.gr