ExactFlow p.s.a. Terms of Use

These Terms of Use ("Terms") govern the manner in which any person accesses and uses ExactFlow’s digital properties, including the marketing website, the user dashboard, API documentation, and Platform interface features.

These Terms of Use should be read alongside the following documents:

• Terms of Service — governing the commercial subscription relationship and service-level obligations.

• Privacy Policy — governing the collection and processing of personal data.

• Cookie Policy — governing the use of cookies and tracking technologies.

• Data Processing Agreement — governing processing of personal data on behalf of business clients.

In the event of any conflict between these Terms of Use and the Terms of Service, the Terms of Service shall prevail in respect of the commercial and contractual relationship. These Terms of Use shall prevail in respect of platform interface conduct and acceptable use.

Access to and use of any ExactFlow digital property constitutes your unconditional acceptance of these Terms of Use.

If you are accessing the Platform as an Authorized User on behalf of a Client organization, you acknowledge that:

• Your organization (the Client) has accepted ExactFlow’s Terms of Service.

• You are bound by these Terms of Use in your individual capacity as a user of the interface.

• You have the authorization of your organization to access the Platform on its behalf.

If you do not accept these Terms, you must immediately cease accessing ExactFlow’s digital properties.

3.1 Permitted Use

Access to and use of the ExactFlow Platform is permitted solely for lawful business purposes consistent with the functionality of the Platform. Permitted use includes:

• Managing multichannel eCommerce operations via integrated marketplace connectors.

• Using AI Agents (Axel, Zane, Tesa, Raya, Nia, Kai) within their intended operational functions.

• Accessing analytics, reports, and dashboards to support business decision-making.

• Configuring integrations with authorized third-party marketplaces and tools.

• Submitting and managing support requests and account settings.

3.2 Prohibited Conduct

The following activities are strictly prohibited when accessing ExactFlow’s digital properties:

4.1 General Principles

ExactFlow’s AI Agents are sophisticated software tools designed to assist business operations. Their use is governed by the following principles:

• AI Agent outputs are recommendations and insights to support human decision-making.

• AI outputs do not constitute professional advice and must always be reviewed and validated by competent personnel before any operational action is taken.

4.2 Axel – AI Customer Support Agent

Axel handles customer queries across channels. Users must ensure that:

• Customer communication complies with applicable consumer protection and distance selling regulations.

• Response content is reviewed for accuracy before deployment to end customers.

• Axel is not used to generate misleading or deceptive communications.

4.3 Zane – AI Sales Assistant

Zane provides sales strategy recommendations and competitor analysis. Users acknowledge that:

• Market analysis outputs are illustrative and based on available data.

• Competitive intelligence must be used in compliance with fair competition laws.

• Pricing recommendations must be independently validated against market and regulatory requirements.

4.4 Tesa – AI Purchasing Agent

Tesa supports procurement and inventory management. Users must:

• Verify purchase orders before confirmation with suppliers.

• Ensure procurement decisions comply with any applicable procurement regulations.

• Maintain appropriate human oversight of automated reordering features.

4.5 Raya – AI Financial Assistant

Raya provides financial tracking and forecasting. Users acknowledge that:

• Raya’s outputs do not constitute regulated financial advice.

• Financial decisions must be reviewed by qualified accountants or financial officers.

• Financial data accuracy is the responsibility of the Client.

4.6 Kai – AI Operational Agent

Kai assists with task management and operational efficiency. Users must:

• Review automated task assignments before finalisation.

• Ensure Kai-generated workflows comply with employment and HR regulations.

• Maintain records of operationally significant decisions made with Kai’s assistance.

4.7 Nia – AI HR Assistant

Nia supports HR processes. Given the sensitive nature of HR data, users must:

• Ensure any HR decisions (including hiring, disciplinary matters) involve human review and are compliant with Polish Labour Law (Kodeks pracy).

• Not use Nia to make fully automated individual decisions about employees without appropriate safeguards under GDPR Article 22.

• Maintain all HR records in accordance with applicable legal requirements.

5.1 Informational Nature

The content published on www.exactflow.com, including descriptions of features, AI agents, pricing, and use cases, is provided for general informational purposes. ExactFlow makes reasonable efforts to ensure accuracy but does not warrant that the website is free from errors or that content is always up to date.

5.2 Links to Third-Party Sites

The ExactFlow website may contain links to third-party websites, including partner platforms and marketplace integrations. ExactFlow does not control and is not responsible for the content, privacy practices, or terms of use of any third-party websites. Access to linked sites is at your own risk.

5.3 Availability

ExactFlow does not guarantee uninterrupted access to its website and may update, modify, or suspend the website for maintenance or other reasons without prior notice. ExactFlow shall not be liable for any inconvenience or loss resulting from website unavailability.

5.4 User-Generated Content

Where the Platform allows users to submit content (e.g., support tickets, feedback forms, community features), users are solely responsible for content they submit. ExactFlow reserves the right to remove any content that violates these Terms or applicable law, without notice.

All content on ExactFlow’s website and Platform, including text, graphics, logos, icons, images, audio clips, data compilations, and software, is the property of ExactFlow p.s.a. or its content suppliers and is protected by Polish and EU copyright, trademark, and other intellectual property laws.

Permitted uses of website content are limited to:

• Printing or downloading extracts of content from the website for personal, non-commercial reference.

• Sharing links to website pages (but not framing or mirroring content).

• Using press materials from ExactFlow’s designated press resources, in accordance with any stated conditions.

The following are expressly prohibited without ExactFlow’s prior written consent:

• Republishing, distributing, or commercially exploiting any website content.

• Modifying or creating derivative works from website content.

• Using ExactFlow’s trademarks, logos, or brand assets.

• Systematic or automated extraction of website content.

Access to the ExactFlow API is subject to these Terms of Use and additional API-specific terms published in ExactFlow’s developer documentation at docs.exactflow.com.

API users must:

• Authenticate all API calls using valid credentials issued through the Account dashboard.

• Comply with published rate limits and fair-use policies.

• Not share API keys with unauthorized parties.

• Use the API solely for integration with the Client’s own systems and authorized third-party marketplace connections.

• Implement appropriate error handling and respect API deprecation notices.

ExactFlow reserves the right to suspend API access for any Client or integration that causes excessive load, security risk, or violates these usage guidelines.

8.1 Account Administrator

Each Client Account must have at least one designated Account Administrator responsible for:

• Managing Authorized User permissions and access roles.

• Ensuring all Authorized Users have been informed of and agree to these Terms of Use.

• Promptly revoking access for users who leave the organization or change roles.

• Configuring security settings, including multi-factor authentication.

8.2 Role-Based Access Control

ExactFlow’s Platform supports granular role-based access control. Account Administrators should apply the principle of least privilege, granting users only the permissions necessary for their specific responsibilities. Failure to appropriately restrict access may result in data exposure for which the Client bears responsibility.

8.3 Session Management

Users must log out of active sessions when not in use and must not leave sessions unattended on shared or public devices. ExactFlow may implement automatic session timeouts as a security measure.

ExactFlow reserves the right to:

• Monitor use of the Platform and website for security, compliance, and quality assurance purposes.

• Investigate reported or suspected violations of these Terms.

• Remove content, suspend access, or take other remedial action where a violation is identified.

• Report suspected criminal activity to competent Polish law enforcement authorities.

Monitoring activities are conducted in accordance with ExactFlow’s Privacy Policy and applicable data protection law.

ExactFlow may use automated monitoring tools to detect abnormal usage patterns, security threats, and policy violations. Such monitoring does not constitute unlawful surveillance and is conducted with appropriate privacy safeguards.

ExactFlow reserves the right to modify these Terms of Use at any time. Changes will take effect upon publication on our website at www.exactflow.com/en/terms.

For material changes, ExactFlow will provide notice via the Platform dashboard or registered email address at least 14 days in advance.

Continued access to ExactFlow’s digital properties following publication of changes constitutes acceptance.

Users are encouraged to review the Terms of Use periodically. The date of last revision is indicated at the top of this document.

ExactFlow may suspend or permanently terminate a user’s access to the Platform or website for:

• Breach of any provision of these Terms of Use.

• Conduct that ExactFlow reasonably believes poses a risk to other users, the Platform, or ExactFlow’s reputation.

• Instructions from the Account Administrator of the Client organization.

• Termination of the Client’s Subscription under the Terms of Service.

Upon termination of access, the user must immediately cease using the Platform. Provisions of these Terms that by their nature should survive termination (including intellectual property, prohibited conduct, and liability provisions) shall continue to apply.

ExactFlow’s digital properties, including the website and Platform interface, are provided on an "as is" basis.

To the fullest extent permitted by Polish and EU law, ExactFlow disclaims all liability for:

• Inaccuracies or omissions in website content.

• Interruptions to website or Platform availability.

• Loss of data or corruption of data caused by user actions.

• Harm arising from the use of AI Agent outputs without appropriate human validation.

• Loss caused by unauthorized access resulting from the user’s failure to maintain account security.

These limitations apply to the maximum extent permitted by mandatory applicable law, including the Polish Civil Code (Kodeks cywilny) and any applicable EU consumer protection legislation.

Nothing in these Terms excludes liability for death or personal injury caused by ExactFlow’s negligence.

These Terms of Use are governed by the laws of the Republic of Poland.

Any disputes arising from or related to these Terms shall be subject to the exclusive jurisdiction of the courts of Warsaw, Poland, without prejudice to any mandatory rights you may have under the law of your country of residence within the EU/EEA.

These Terms of Use comply with the requirements of the Polish Act on Providing Services by Electronic Means (Ustawa z dnia 18 lipca 2002 r. o świadczeniu usług drogą elektroniczną) and relevant EU directives on electronic commerce.

For questions about these Terms of Use, contact us at:

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