Terms & Conditions

These Terms of Service ("Terms", "Agreement") constitute a legally binding agreement between you ("Customer", "you", "your") and Auditra Solutions LLC ("FlowSuite", "we", "us", "our") governing your access to and use of the FlowSuite Approval Manager cloud-hosted software service. By subscribing to, accessing, or using our Service, you acknowledge that you have read, understood, and agree to be bound by these Terms.

1. Service Description

1.1 FlowSuite Service

FlowSuite Approval Manager is a cloud-hosted Software-as-a-Service (SaaS) platform that provides approval workflow management for Snipe-IT asset management systems. The Service includes:

• Cloud-hosted workflow automation platform
• API integration with Snipe-IT 8.x+ instances
• Multi-level approval workflow creation and management
• Real-time request tracking and notifications
• User management and role-based access control
• Analytics and reporting features
• Technical support as specified in your subscription plan

1.2 Service Availability

We strive to maintain a high level of uptime for the Service. However, the Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our reasonable control. We will provide advance notice of scheduled maintenance when possible.

1.3 Service Modifications

We reserve the right to modify, update, or discontinue features of the Service with reasonable notice. We will not materially reduce the core functionality of your subscribed plan during your active subscription period.

2. Account Registration and Eligibility

2.1 Account Creation

To use the Service, you must create an account by providing accurate, complete, and current information. You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access
• Ensuring your account information remains accurate and up-to-date

2.2 Eligibility Requirements

You must be at least 18 years old and have the legal capacity to enter into binding contracts. If you are accepting these Terms on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

2.3 Account Security

You agree to use strong passwords and enable two-factor authentication when available. We are not liable for any loss or damage arising from your failure to maintain account security.

3. Subscription Plans and Billing

3.1 Subscription Tiers

FlowSuite offers SMB and Business subscriptions plus custom Enterprise plans, with varying capacity, user limits, and pricing. Current plan details are available at https://flowsuite.solutions/pricing.html.

3.2 Free Trial

New customers receive a 14-day free trial with access to trial-tier features. No credit card is required for the trial. At the end of the trial period, you must select a paid subscription plan to continue using the Service, or your account will be suspended.

3.3 Billing Cycles

Subscriptions are billed on a monthly or annual basis, as selected during signup. Annual subscriptions receive a 17% discount compared to monthly billing. All fees are stated in United States Dollars (USD).

3.4 Payment Processing

Payments are processed through secure third-party payment processors. We do not store your complete payment card information. By providing payment information, you authorize us to charge the applicable fees to your payment method.

3.5 Automatic Renewal

Subscriptions automatically renew at the end of each billing cycle unless you cancel before the renewal date. You will be charged the then-current rate for your subscription plan. We will provide notice of any price increases at least 30 days before they take effect.

3.6 Failed Payments

If a payment fails, we will attempt to process the payment again. If payment cannot be processed after multiple attempts, your account may be suspended or terminated. You remain responsible for any uncollected amounts.

3.7 Taxes

All fees are exclusive of applicable taxes, duties, or similar governmental assessments (including VAT, sales tax, GST). You are responsible for paying all such taxes except those based on our net income.

4. Refund and Cancellation Policy

4.1 30-Day Money-Back Guarantee

We offer a 30-day money-back guarantee for first-time subscribers. If you are not satisfied with the Service, you may request a full refund within 30 days of your initial paid subscription. This guarantee applies only to your first paid subscription and does not apply to renewals. Eligibility and exclusions are described in our Refund Policy.

4.2 Cancellation Process

You may cancel your subscription at any time through your account dashboard or by contacting support at support@flowsuite.solutions. Cancellations take effect at the end of the current billing period. You will retain access to the Service until the end of your paid period.

4.3 No Partial Refunds

Except for the 30-day money-back guarantee, we do not provide refunds for partial months or years. If you cancel mid-cycle, you will not receive a prorated refund, but you will retain access until the end of your billing period.

4.4 Refund Processing

Approved refunds will be processed within 10 business days to the original payment method. Refund processing times may vary depending on your financial institution.

5. Acceptable Use Policy

5.1 Permitted Use

You may use the Service only for lawful purposes and in accordance with these Terms. You agree to use the Service in a manner consistent with all applicable laws and regulations.

5.2 Prohibited Activities

You agree NOT to:

• Use the Service for any illegal purpose or in violation of any laws
• Attempt to gain unauthorized access to the Service or related systems
• Interfere with or disrupt the Service or servers
• Transmit viruses, malware, or other malicious code
• Reverse engineer, decompile, or disassemble any part of the Service
• Remove, obscure, or alter any proprietary notices
• Use the Service to send spam or unsolicited communications
• Resell, sublicense, or redistribute the Service without authorization
• Use automated systems to access the Service without permission
• Impersonate any person or entity or misrepresent your affiliation
• Collect or harvest information about other users
• Use the Service in any way that could damage our reputation

5.3 Enforcement

We reserve the right to investigate and take appropriate action against anyone who violates this Acceptable Use Policy, including suspending or terminating accounts and reporting to law enforcement authorities.

6. Data and Privacy

6.1 Data Ownership

You retain all rights, title, and interest in your data. We claim no ownership rights over the data you submit to the Service. You grant us a limited license to use, store, and process your data solely to provide the Service.

6.2 Privacy Policy

Our collection and use of personal information is governed by our Privacy Policy, available at /privacy.html. By using the Service, you consent to our Privacy Policy.

6.3 Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit (TLS/SSL)
• Encryption of data at rest
• Regular security audits and updates
• Access controls and authentication
• Regular backups

6.4 Data Backup and Recovery

We perform regular automated backups of your data. However, you are responsible for maintaining your own backup copies of critical data. We are not liable for any data loss.

6.5 Data Retention

Upon account termination, we will retain your data for 30 days to allow for account reactivation. After 30 days, your data will be permanently deleted unless required by law to retain it longer.

6.6 Data Export

You may export your data at any time through your account dashboard. We will provide reasonable assistance with data export upon request.

7. Intellectual Property Rights

7.1 Our Intellectual Property

The Service, including all software, designs, text, graphics, logos, and other content, is owned by Auditra Solutions LLC and protected by United States and international copyright, trademark, and other intellectual property laws. All rights not expressly granted are reserved.

7.2 Limited License

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes during your subscription period.

7.3 Trademarks

"FlowSuite", "FlowSuite Approval Manager", and associated logos are trademarks of Auditra Solutions LLC. You may not use our trademarks without prior written permission.

7.4 Feedback

If you provide feedback, suggestions, or ideas about the Service, you grant us a perpetual, worldwide, royalty-free license to use, modify, and incorporate such feedback without compensation or attribution.

8. Third-Party Services and Integrations

8.1 Snipe-IT Integration

The Service integrates with Snipe-IT through API connections. You are responsible for maintaining your Snipe-IT instance and ensuring compatibility. We are not affiliated with or endorsed by Snipe-IT.

8.2 Third-Party Services

The Service may integrate with or link to third-party services. We are not responsible for the availability, accuracy, or content of third-party services. Your use of third-party services is governed by their respective terms and policies.

8.3 API Usage

You must provide valid API credentials for your Snipe-IT instance. You are responsible for the security of your API keys and any actions taken using those credentials.

9. Support and Maintenance

9.1 Technical Support

We provide technical support via email at support@flowsuite.solutions. Support response times vary by subscription plan:

• SMB Plan: 48-hour response time
• Business Plan: 24-hour response time
• Enterprise Plan: response times defined in the customer agreement

9.2 Support Scope

Technical support includes assistance with:

• Service functionality and features
• Account and billing questions
• Bug reports and technical issues
• API integration guidance

9.3 Support Limitations

Technical support does NOT include:

• Custom development or modifications
• Snipe-IT server configuration or maintenance
• Training or consulting services (available separately)
• Support for third-party software or services

9.4 Managed Onboarding Service

The optional Managed Onboarding Service is available for a one-time setup fee and includes setup assistance for users, Snipe-IT connections, and initial workflow configuration. This service is provided on a best-effort basis and does not include ongoing support.

10. Warranties and Disclaimers

IMPORTANT: Please read this section carefully as it limits our liability.

10.1 Service "As Is"

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

10.2 No Guarantee of Results

We do not warrant that:

• The Service will meet your specific requirements
• The Service will be uninterrupted, timely, secure, or error-free
• The results obtained from using the Service will be accurate or reliable
• Any errors in the Service will be corrected
• The Service will be compatible with all systems or configurations

10.3 Third-Party Disclaimer

We make no warranties regarding third-party services, including Snipe-IT. You acknowledge that integration with third-party services may be affected by changes to those services beyond our control.

10.4 Jurisdiction-Specific Rights

Some jurisdictions do not allow the exclusion of certain warranties. In such jurisdictions, some of the above exclusions may not apply to you, and you may have additional rights.

11. Limitation of Liability

IMPORTANT: This section limits our liability to you. Please read carefully.

11.1 Limitation of Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL AUDITRA SOLUTIONS LLC, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO:

• Loss of profits, revenue, or business opportunities
• Loss of data or information
• Business interruption
• Loss of goodwill or reputation
• Cost of substitute services

This limitation applies regardless of the legal theory (contract, tort, negligence, strict liability, or otherwise) and even if we have been advised of the possibility of such damages.

11.2 Maximum Liability Cap

OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE TOTAL AMOUNT YOU PAID TO US IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE LIABILITY, OR ONE HUNDRED DOLLARS ($100), WHICHEVER IS GREATER.

11.3 Essential Purpose

The limitations in this section apply even if any limited remedy fails of its essential purpose.

11.4 Jurisdiction-Specific Limitations

Some jurisdictions do not allow the limitation or exclusion of liability for incidental or consequential damages. In such jurisdictions, our liability will be limited to the maximum extent permitted by law.

12. Indemnification

12.1 Your Indemnification Obligations

You agree to indemnify, defend, and hold harmless Auditra Solutions LLC, its officers, directors, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, costs, or expenses (including reasonable attorneys' fees) arising out of or related to:

• Your use or misuse of the Service
• Your violation of these Terms
• Your violation of any rights of another party
• Your violation of any applicable laws or regulations
• Your data or content submitted to the Service

12.2 Defense and Settlement

We reserve the right to assume the exclusive defense and control of any matter subject to indemnification by you, and you agree to cooperate with our defense of such claims.

13. Term and Termination

13.1 Term

These Terms commence when you first access the Service and continue until terminated in accordance with this section.

13.2 Termination by You

You may terminate your account at any time by:

• Canceling your subscription through your account dashboard
• Contacting support at support@flowsuite.solutions

Termination takes effect at the end of your current billing period. You will not receive a refund for the remaining portion of your billing period (except as provided in Section 4).

13.3 Termination by Us

We may suspend or terminate your account immediately, without prior notice, if:

• You violate these Terms or our Acceptable Use Policy
• Your payment fails or your account becomes delinquent
• We are required to do so by law
• We reasonably believe termination is necessary to prevent harm to us or others
• You engage in fraudulent or illegal activity

13.4 Effect of Termination

Upon termination:

• Your right to access and use the Service immediately ceases
• You remain responsible for any outstanding fees
• We will retain your data for 30 days, after which it will be permanently deleted
• Sections that by their nature should survive termination will survive (including Sections 6, 7, 10, 11, 12, and 15)

13.5 Account Reactivation

If you wish to reactivate a terminated account within 30 days, contact support. Reactivation is subject to payment of any outstanding fees and our approval.

14. Modifications to Terms

14.1 Right to Modify

We reserve the right to modify these Terms at any time. We will provide notice of material changes by:

• Posting the updated Terms on our website
• Sending an email to your registered email address
• Displaying a notice in your account dashboard

14.2 Effective Date of Changes

Changes to these Terms will become effective 30 days after notice is provided, except for changes required by law, which may be effective immediately.

14.3 Acceptance of Changes

Your continued use of the Service after the effective date of changes constitutes your acceptance of the modified Terms. If you do not agree to the changes, you must cancel your subscription before the effective date.

14.4 Version History

We maintain a version history of these Terms. You may request previous versions by contacting support@flowsuite.solutions.

15. Dispute Resolution and Governing Law

15.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict of law provisions.

15.2 Informal Resolution

Before filing a claim, you agree to contact us at support@flowsuite.solutions to attempt to resolve the dispute informally. We will attempt to resolve disputes in good faith within 30 days.

15.3 Arbitration Agreement

If informal resolution fails, any dispute arising out of or relating to these Terms or the Service shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration shall be conducted in English in Delaware, United States.

15.4 Class Action Waiver

YOU AND AUDITRA SOLUTIONS LLC AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE PROCEEDING.

15.5 Exceptions to Arbitration

Either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of intellectual property rights.

15.6 Jurisdiction and Venue

For matters not subject to arbitration, you agree to submit to the personal and exclusive jurisdiction of the state and federal courts located in Delaware, United States.

16. General Provisions

16.1 Entire Agreement

These Terms, together with our Privacy Policy and any other policies referenced herein, constitute the entire agreement between you and Auditra Solutions LLC regarding the Service and supersede all prior agreements and understandings.

16.2 Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable.

16.3 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision. Any waiver must be in writing and signed by an authorized representative.

16.4 Assignment

You may not assign or transfer these Terms or your account without our prior written consent. We may assign these Terms without restriction. Any attempted assignment in violation of this section is void.

16.5 Force Majeure

We shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including acts of God, natural disasters, war, terrorism, riots, labor disputes, or government actions.

16.6 Export Compliance

You agree to comply with all applicable export and import laws and regulations. You represent that you are not located in a country subject to U.S. government embargo or designated as a "terrorist supporting" country.

16.7 U.S. Government Rights

If you are a U.S. government entity, the Service is a "commercial item" as defined in 48 C.F.R. §2.101, and is provided with only those rights as are granted to all other customers pursuant to these Terms.

16.8 Relationship of Parties

The parties are independent contractors. These Terms do not create a partnership, franchise, joint venture, agency, fiduciary, or employment relationship between the parties.

16.9 Notices

All notices under these Terms must be in writing and will be deemed given when:

• Delivered personally
• Sent by confirmed email to the address on record
• Received by certified mail, return receipt requested

Notices to us should be sent to: support@flowsuite.solutions

16.10 Language

These Terms are written in English. Any translations are provided for convenience only. In the event of any conflict, the English version shall prevail.

17. Contact Information

Auditra Solutions LLC
FlowSuite Approval Manager

Email: support@flowsuite.solutions
Website: https://flowsuite.solutions
Support Hours: Monday - Friday, 9:00 AM - 5:00 PM EST

For billing, technical-support, or legal inquiries, email support@flowsuite.solutions.

If you have any questions about these Terms of Service, don't hesitate to contact us.

18. Acknowledgment and Acceptance

By using the FlowSuite Approval Manager service, you acknowledge that:

• You have read and understood these Terms of Service
• You agree to be bound by these Terms
• You have the authority to enter into this agreement
• You will comply with all applicable laws and regulations
• You understand the limitations of liability and warranty disclaimers

If you do not agree to these Terms, you must not access or use the Service.

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