Flowvenue – Terms and Conditions

Definitions

"Authorized User" means any employee, contractor, or agent authorized by Customer to use the Services under Customer's account.

"Order" means the online subscription form or written order executed by Customer and Flowvenue specifying the Services and fees.

"Your Data" means all information, content, or materials uploaded, processed, or transmitted through the Services by you or on your behalf.

"Confidential Information", "Personal Data", "Data Processing Agreement" have the meanings given in the relevant sections.

"Applicable Data Protection Law" means all laws and regulations relating to the protection of personal data, including:

• the EU General Data Protection Regulation (Regulation (EU) 2016/679 – "EU GDPR");
• the UK General Data Protection Regulation and the Data Protection Act 2018 ("UK GDPR"); and
• any equivalent national data protection laws or regulations within the European Economic Area or the United Kingdom.

1. Introduction

Thank you for choosing Flowvenue!

These Terms and Conditions ("Terms") govern your access to and use of the Flowvenue services, including the Flowvenue website, platform, and any related software or integrations (collectively, the "Services").

By accepting these Terms, you acknowledge that you have read, understood, and agreed to be legally bound by these Terms and by the Privacy Policy and Data Processing Agreement (collectively, the "Agreement").

If you are using the Services on behalf of an organization, you represent that you have the authority to bind that organization to this Agreement. In that case, "you" and "Customer" refer to the organization, while "we" or "Flowvenue" refer to Flowvenue SRL, registered office: Viale Giorgio Ribotta 11, 00144 Rome.

You and Flowvenue are each a "Party" and jointly the "Parties" to this Agreement.

Flowvenue empowers organizations to design and automate business processes through conversational AI and no-code workflows, accessible via chat and omnichannel messaging systems, promoting efficiency, collaboration, and data integrity across teams.

Flowvenue reserves the right to improve, modify, or update the Services from time to time, providing you reasonable notice of any substantial change.

2. Your Account

To use the Services, you must create an account and provide accurate, current, and complete information.

You are responsible for maintaining the confidentiality of your login credentials and for all activities occurring under your account.

Authorized Users (employees, contractors, or agents) may access the Services within the limits of the licenses you purchased.

You retain full ownership of all data, contacts, messages, and information you upload or process through Flowvenue ("Your Data"). Flowvenue does not claim any ownership over Your Data.

Flowvenue is not responsible for the accuracy, completeness, or legality of Your Data or of any third-party content you may access through the Services.

3. Data Protection

Flowvenue processes personal data as:

• Data Controller, for purposes strictly necessary to provide the Services and as detailed in our Privacy Policy;
• Data Processor, when processing data on your behalf in connection with the Services, as detailed in our Data Processing Agreement.

Both Parties shall comply with all Applicable Data Protection Laws, including the EU GDPR, the UK GDPR, and any local implementing legislation.

Your Data remains visible only to you unless you choose to share it. If you share Your Data, Flowvenue is not responsible for how others use it.

Transfers of personal data between the European Union and the United Kingdom are deemed compliant under the current EU adequacy decision for the UK. Should such adequacy decision be revoked or amended, the Parties agree to rely on Standard Contractual Clauses (SCCs) or the UK International Data Transfer Addendum (IDTA) as applicable.

4. Data Sources and Third Parties

Flowvenue may acquire third-party data or services ("Third Party Data or Services") from approved data providers ("Data or Service Providers").

The terms and conditions of each Data or Service Provider apply exclusively to such data. Flowvenue provides no guarantees regarding the accuracy, legality, or availability of Third Party Data or Services.

Sub-processors. Flowvenue may engage third-party subprocessors to support the provision of the Services. Flowvenue shall ensure adequate safeguards for any data transfer outside the EEA or the UK in compliance with Chapter V of the GDPR and the UK GDPR.

Flowvenue maintains a list of authorized sub-processors available upon request. Customer may object to a new sub-processor on reasonable grounds within 10 days of notice; in such case, Flowvenue will discuss alternative solutions in good faith.

5. Flowvenue's Obligations

Flowvenue undertakes to:

• Provide the Services with reasonable skill, care, and in accordance with the applicable Service Level Agreement (SLA);
• Implement appropriate technical and organizational security measures to protect Your Data;
• Maintain all necessary licenses, consents, and authorizations to operate the Services.

Service Levels. Flowvenue will use commercially reasonable efforts to maintain an uptime of at least 99.5% (excluding planned maintenance or force majeure). Planned maintenance will be announced at least 24 hours in advance.

6. Your Obligations

You agree to:

• Cooperate with Flowvenue in good faith for the effective delivery of the Services;
• Comply with all applicable laws and regulations, including the Applicable Data Protection Laws;
• Be solely responsible for Your Data, including its legality, accuracy, and backups.

You shall not use the Services for unlawful, fraudulent, or malicious purposes or in violation of third-party rights.

7. Software and Updates

Where the Services require client-side software ("Software"), Flowvenue grants you a limited, non-exclusive, non-transferable, revocable license to use it solely to access the Services.

You must not reverse-engineer, copy, or modify the Software except as permitted by applicable law. The Software may update automatically.

8. Intellectual Property

All content, code, graphics, and materials within the Flowvenue platform are the exclusive property of Flowvenue or its licensors.

You are granted a limited license to use the platform for internal business purposes only. Any unauthorized reproduction or redistribution is strictly prohibited.

Flowvenue is an independent platform and is not affiliated with or endorsed by any third-party system unless explicitly stated otherwise.

9. Fees and Billing

You agree to pay all fees associated with the Services according to your selected plan.

Invoices are payable within 30 days from receipt. Late payments may incur interest or suspension of Services.

Fees are exclusive of applicable taxes. Flowvenue may adjust pricing with 60 days' prior notice.

For BeeCoin and subscription plans, the reference conversion rate between euros and BeeCoin for fees and billing purposes is EUR 0,025 per BeeCoin; any change to this rate will be communicated with the same advance notice applicable to fees.

For language model (LLM) usage, BeeCoin consumption, and Bring Your Own Key options, see Section 10.

10. Artificial Intelligence, Language Models, and BeeCoin

Default model and provider. Unless the Customer configures otherwise, Flowvenue uses Anthropic as the default provider with the Claude Sonnet 4.6 model (claude-sonnet-4-6) for the conversational assistant and process design. Flowvenue may update the default provider or model from time to time to improve quality, security, or cost efficiency, with reasonable notice of any material change.

Where supported by the Customer's plan and organization settings, the Customer may select alternative models among those supported by Flowvenue (for example OpenAI or Anthropic models classified as economy, balanced, or premium tiers).

Bring Your Own Key (BYOK) and external or private LLM. If the Customer configures its own credentials for LLM inference (Customer API keys for OpenAI, Anthropic, or a compatible endpoint, including dedicated cloud deployments or private/on‑premise LLM infrastructure managed by the Customer or its vendor), Flowvenue will not charge BeeCoin for LLM inference calls made with those credentials. In such cases:

• inference costs remain the Customer's responsibility toward the relevant LLM provider;
• Flowvenue continues to provide orchestration, process runtime, integrations, and platform features under the subscribed plan;
• other BeeCoin consumption not tied to Flowvenue-managed LLM inference (for example notifications, business record creation, or other metered services) may still apply where provided under the plan;
• no FlowExchange creator rewards are paid on LLM calls for which no BeeCoin was charged to the consuming Customer.

The Customer is responsible for the validity, security, and compliance of its API keys and configured LLM endpoints, as well as for costs and usage limits imposed by its provider.

BeeCoin consumption with Flowvenue LLM. When the Customer uses language models supplied by Flowvenue (credentials and billing managed by Flowvenue), BeeCoin consumption is calculated from the actual inference cost (input and output tokens, selected model, and provider), converted to euros using the unit BeeCoin value stated in Section 9. Actual consumption varies with message length, conversation history, the number of LLM rounds, and any tool calls in the turn.

Indicative consumption estimates (Flowvenue LLM). The figures below are average estimates only, not guaranteed amounts. They assume a typical conversational turn with approximately 20,000 input tokens (system prompt, tool schemas, and context) and approximately 150 output text tokens, excluding additional rounds from tool calls.

* An "interaction" means, indicatively, one user→assistant turn in global chat or a process instance, with a primary LLM response.

** "Full process creation" means, indicatively, a conversational design session from scratch (objects, steps, actions, validations) with multiple turns and tool calls; complex processes or revision cycles may require higher consumption.

LLM response quality and runtime reliability. The quality, style, and accuracy of LLM-generated responses depend significantly on the selected model, request complexity, and conversational context. Language models may make errors, omissions, or produce inaccurate content ("hallucinations") in conversational text.

Flowvenue encourages Users to verify critical information (personal data, amounts, configurations, business rules) in the platform's deterministic backend: process designer, data objects, steps, actions, validation rules, and process instance state.

Conversation vs. execution. While natural-language responses may be imprecise, operational execution of processes (step progression, field validation, integrated system calls, transitions, and data persistence) follows the process modeled in the backend and rules configured by the Customer. Flowvenue does not replace defined runtime logic with probabilistic inference; write actions occur through tools and process engines bound to the approved schema.

The Customer remains responsible for the correctness of process design, permissions, integrations, and processed data, as well as for human oversight where required by law or industry practice.

BeeCoin and subscription plans

BeeCoin is the platform's unit of consumption. Paid plans include a monthly BeeCoin allowance per licensed user; the Free plan includes a daily allowance at organization level. The values below are updated dynamically based on the service configuration.

Free plan (permanent, no charge)

The Free plan is free of charge, has no expiry date, and does not require a credit card. It is designed for MCP-first use: connect Flowvenue to your preferred LLM (Claude, ChatGPT, Gemini, Copilot) via MCP Server.

Included in the Free plan:

• MCP Server and connection credentials (MCP URL and ClientAuth ID) available on the home page;
• use of external LLMs via MCP to configure processes, manage data, and test workflows;
• process builder and manual process setup;
• access to FlowExchange and templates;
• daily allowance of 20 BeeCoin per organization (reset on each daily cycle, with no contingency beyond the allowance);
• up to 50 outbound emails per day;
• up to 1000 total records and up to 10 processes per organization;
• Bring Your Own Key (BYOK): LLM inference with the Customer's own credentials without BeeCoin charges for inference (Section 10).

Not included in the Free plan (requires upgrade to a paid plan):

• native Flowvenue chat with Flowvenue-managed models (integrated high-consumption conversational assistant);
• Magic Flow and Flow Magic KPI in the native Flowvenue version;
• WhatsApp inbound and outbound;
• inbound email;
• SMS;
• attachments on process instances, assistant behaviour, and process context;
• monthly BeeCoin allowance per user and contingency margin beyond the nominal allowance;
• multiplication of the BeeCoin allowance by licensed users;
• platform features reserved for paid plans (for example external users, dedicated numbers, advanced integrations, and extended commercial support, where provided under the chosen plan).

Paid plans

• Starter: 1000 BeeCoin per month per licensed user;
• Pro: 1800 BeeCoin per month per licensed user;
• Enterprise: 2800 BeeCoin per month per licensed user.

For paid plans, the monthly allowance is multiplied by the number of licensed users in the organization. The Enterprise plan includes personalised onboarding with a maximum of 4 dedicated accompaniment and training sessions.

The table below shows the equivalent in BeeCoin and euro for the cost of each notification and for creating a single record on the platform, based on the service configuration:

For conversations with Flowvenue-managed language models, BeeCoin consumption varies with the selected model and the characteristics of the conversational turn: refer to the indicative estimates by model tier in the paragraph «Indicative consumption estimates (Flowvenue LLM)» in Section 10.

How deduction works. BeeCoin are deducted in real time from the organization's allowance for each use of resource-consuming features (conversations with artificial intelligence using Flowvenue-managed models, email/SMS/WhatsApp notifications where permitted by the plan, record creation on the platform, use by external users, etc.). Back-end features (data operations) may also involve AI conversations that consume BeeCoin, except when using BYOK (Section 10). Consumption is calculated based on the actual costs of the resources used. On paid plans, a contingency margin beyond the nominal monthly allowance is permitted (up to 150% of the allowance), beyond which use is suspended until the next cycle renewal. On the Free plan no contingency applies: when the daily allowance is reached, metered BeeCoin use is suspended until the daily reset. Additional BeeCoin packages may always be purchased on paid plans.

When BeeCoin are deducted. Deduction occurs at the time of use (on each request that consumes resources). On paid plans the monthly allowance is renewed at the end of each billing cycle (rolling end date per organization). A periodic process (check every 24 hours) updates expired cycles: previous cycle consumption is reset and the new allowance is assigned. On the Free plan the allowance renews every day (daily cycle per organization): the previous day's consumption is reset and the daily allowance is reassigned; the Free plan does not expire.

11. Confidentiality

Each Party agrees to keep the other's Confidential Information strictly confidential, to use it only for the purposes of the Agreement, and to restrict access to authorized personnel bound by confidentiality obligations.

Exceptions apply to information already public, independently developed, or lawfully received from third parties.

12. Feedback

Any feedback, suggestions, or ideas provided to Flowvenue may be used freely and without obligation or compensation to you.

By submitting Feedback, you grant Flowvenue a perpetual, irrevocable, royalty-free license to use, modify, and incorporate such Feedback into its products and services without restriction.

13. Term, Suspension, and Termination

The Agreement takes effect upon registration and continues for the selected subscription period (monthly or annual), renewing automatically unless cancelled before renewal.

No refunds are issued for unused portions of prepaid terms.

Flowvenue may suspend or terminate access in case of breach, non-payment, or illegal use. Upon termination, your access to Your Data may cease.

Flowvenue may temporarily suspend access to the Services if reasonably necessary to address a security threat, data breach risk, or compliance requirement, notifying the Customer as soon as practicable.

Changes to Terms. Flowvenue may update these Terms from time to time. Material changes will be notified at least 30 days before they take effect. Continued use of the Services after such notice constitutes acceptance of the new Terms.

14. Warranties

Flowvenue warrants that it will perform the Services with professional diligence and in compliance with applicable law.

However, the Services are provided "as is", and Flowvenue disclaims all other express or implied warranties to the extent permitted by law.

15. Indemnification

You shall indemnify and hold Flowvenue harmless against any third-party claims arising from (i) Your Data, (ii) your unlawful use of the Services, or (iii) violation of third-party rights.

Flowvenue shall indemnify you for claims alleging that the Services infringe third-party intellectual property rights.

16. Limitation of Liability

To the maximum extent permitted by law, Flowvenue shall not be liable for indirect, incidental, or consequential damages, including data loss, revenue loss, or reputational harm.

In any event, Flowvenue's total aggregate liability shall not exceed the fees paid by you during the six (6) months preceding the claim.

Dispute Resolution. The Parties shall first attempt to resolve any dispute amicably through good-faith negotiation. If unresolved after 30 days, disputes may be submitted to mediation under the rules of the Chamber of Arbitration of Rome (for EU/EEA customers) or the Centre for Effective Dispute Resolution (CEDR) in London (for UK customers) before proceeding to court.

17. General Provisions

No Waiver: Failure to enforce any provision shall not constitute a waiver.

Severability: If any provision is invalid, the remaining terms remain in force.

Notices: All communications shall be in writing and sent to info@flowvenue.com.

Governing Law and Jurisdiction. These Terms are governed by the laws of Italy, the European Union, and the United Kingdom.

Without prejudice to mandatory consumer protection laws applicable in the Customer's country of residence:

• For Customers based in the EU/EEA, these Terms are governed by Italian law, and disputes shall be subject to the exclusive jurisdiction of the courts of Rome, Italy;
• For Customers based in the United Kingdom, these Terms are governed by English law, and disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

These Terms and Conditions are compliant with applicable Italian, European, and United Kingdom regulations and govern the use of the Flowvenue platform.