Terms of Service

1. The agreement and your acceptance

ChapFlow is a product of The Site Weavers (https://www.siteweavers.co.tz), a company established in the United Republic of Tanzania with its office at Dar es Salaam, United Republic of Tanzania.

These Terms of Service (the Terms) are a binding agreement between The Site Weavers (ChapFlow, we, us) and the organisation that opens a ChapFlow workspace (the Customer, or you). Your contract is therefore with The Site Weavers, and it is The Site Weavers that owes you the Service and to which you owe the fees.

You accept these Terms by registering a workspace, by clicking to accept, or by using the Service. The Electronic Transactions Act, 2015 (Cap. 442) of Tanzania gives electronic contracts, records and signatures the same legal effect as paper ones, so acceptance in this way is fully binding on both of us.

These Terms incorporate our Privacy Policy, our Security page, and the plan details on our Pricing page. Where you and we sign a separate order form, master agreement or data-processing agreement, that document prevails over these Terms to the extent of any conflict.

2. Definitions

• Service means the ChapFlow platform, its modules, applications, interfaces, documentation and support.
• Workspace means the isolated tenant environment provisioned for you, with its own database and address.
• User means an individual your administrators authorise to access the Workspace under a seat.
• Customer Data means everything you and your Users submit to, store in, or generate through the Workspace, including records, files, configuration and outputs.
• Plan means the subscription tier, billing interval, add-ons and limits you select.
• Entitlements means the modules and limits your Plan unlocks.
• Billing Period means the monthly or annual interval you chose.

3. Eligibility and authority

You must be at least 18 years old and legally capable of entering a contract under the Law of Contract Act of Tanzania. If you accept these Terms for an organisation, you confirm you are authorised to bind it, and you means that organisation. You must give accurate registration information and keep it current, including your billing contact and, where applicable, your Taxpayer Identification Number.

You may not use the Service if you are subject to sanctions or trade restrictions that would make providing it to you unlawful, or if Tanzanian law otherwise prohibits it.

4. The Service and your plan

ChapFlow is a multi-tenant business operating platform. Depending on your Plan and Entitlements it may include customer relationship management, projects, people and attendance, commercial documents, marketing, social operations, storage, reporting, automation and assistive artificial-intelligence features. Your Workspace runs on its own dedicated database, separate from every other customer.

We grant you a non-exclusive, non-transferable, non-sublicensable right to access and use the Service during your subscription, for your own internal business purposes, subject to these Terms and your Entitlements.

We improve the Service continuously and may add, change or retire features. We will not materially reduce the core functionality of a Plan you have paid for during its current Billing Period. Where we intend to retire a feature you rely on, we will give reasonable advance notice, generally at least 30 days, and describe the alternative.

5. Accounts, administrators and users

• Your administrators control who joins the Workspace, what roles and permissions they hold, which modules are enabled, and which integrations are connected. Anything an administrator configures is treated as authorised by you.
• You are responsible for the confidentiality of credentials and for activity carried out under your accounts. We strongly recommend enabling two-factor authentication for every administrator.
• A seat is for one named individual. You may reassign a seat when someone leaves, but you may not share credentials or rotate one seat between people in order to avoid seat limits.
• You must tell us promptly at support@chapflow.com if you suspect unauthorised access.
• Our support team can access your Workspace only where a member of our staff holds the specific platform permission for it. Such access is single-use, time-limited, displayed inside your Workspace while it is active, and recorded in an audit log you can inspect.

6. Free plan and trials

• We offer a Free plan with reduced limits, provided as-is and without any availability commitment.
• New workspaces may receive a 14-day trial of a paid plan. No payment method is required to start a trial, and we do not charge you when it ends.
• We may also offer a one-time 14-day trial that unlocks additional modules for evaluation, available once per organisation.
• When a trial ends without a paid subscription, the subscription is cancelled and the Workspace moves to the Free plan. Your data is preserved, but features and limits outside the Free plan stop being available until you subscribe. Export your data before a trial ends if you want a copy of anything a Free plan would not let you reach.

7. Fees, currency and taxes

• Plan prices, limits, add-ons and credit packs are published on our Pricing page, or set out in an order form. The price shown when you subscribe is the price that applies for that Billing Period.
• Subscriptions are billed in advance for the Billing Period you choose. Annual plans are priced at ten times the monthly price, so an annual commitment costs less than twelve monthly payments.
• Prices may be displayed in Tanzanian Shillings or another supported currency, converted from our catalog currency at the exchange rate current when the invoice is issued. The currency stated on your invoice is the currency of the debt.
• Add-ons and extra capacity are recurring and are invoiced alongside your subscription. Where you upgrade mid-period, we pro-rate: we credit the unused portion of your current Plan against the new one and invoice only the difference.
• Credit packs and storage packs are one-time purchases. AI credit packs top up your monthly credit balance; lifetime storage packs permanently raise your storage limit.
• Prices exclude taxes. Value added tax at the prevailing Tanzanian rate, currently 18% under the Value Added Tax Act, 2014, and any other applicable duty or withholding, is added where the law requires. Where we are obliged to issue a fiscal receipt through an electronic fiscal device under the Tax Administration Act, 2015, we will do so, and you must give us the tax details we need for it.
• If you are required by law to withhold tax from a payment, you must still pay us the full invoiced amount and provide the withholding certificate, unless we agree otherwise in writing.
• We may change prices. Changes never apply retroactively, and never mid-period for a Plan you have already paid for. We will give you at least 14 days' notice before a price change takes effect on renewal, and you may cancel before renewal if you do not accept it.

8. Payment methods and invoicing

All billing for ChapFlow is carried out by The Site Weavers. Invoices are issued in the name of The Site Weavers, payments are collected by or on behalf of The Site Weavers, and The Site Weavers is the name you should expect to see on the payment page and on your card or mobile-money statement. Payments made to any other name or account are not payments under these Terms; if you are ever unsure whether a payment request is genuine, stop and verify it with us at support@chapflow.com before paying.

We issue an invoice with a payment link. You can pay by mobile money or card through PesaPal, by PayPal, or by bank transfer or another offline method we confirm in writing.

• We do not store your payment instrument and we do not charge you automatically. Card and mobile-money details are entered on the payment provider's own hosted pages. Every renewal requires you to pay the invoice.
• An invoice is due on the date stated on it. Payment is complete when our payment provider confirms it, or, for offline payment, when we confirm receipt of cleared funds.
• You are responsible for any transaction, transfer or currency-conversion charge your bank or provider applies.
• Invoices, receipts and payment records are available in your Workspace under Settings → Billing. Under the Electronic Transactions Act, 2015 an electronic receipt satisfies any legal requirement for a receipt.
• Query an invoice within 30 days of its date at support@chapflow.com. We will not suspend your Workspace over an amount that is genuinely and promptly disputed while we investigate it, but undisputed amounts remain payable.

9. Renewal, late payment and suspension

Because we never charge you automatically, a subscription continues only when you pay each renewal invoice. If an invoice goes unpaid we follow the published, predictable sequence below. We will never delete your data without warning you first and giving you a way to retrieve it.

The grace, retention and warning periods above are our current defaults and may be longer for your Plan or order form; we will not shorten them for a Billing Period you have already paid for. Overdue amounts may attract interest at a reasonable commercial rate, and we may recover the reasonable costs of collection.

10. Cancellation and refunds

• You may cancel at any time from Settings → Billing or by writing to us. Cancellation takes effect at the end of the Billing Period you have paid for, and the Workspace then moves to the Free plan.
• Fees already paid are non-refundable, and partial Billing Periods are not refunded, except where these Terms say otherwise, where we have agreed a credit in writing, or where Tanzanian law requires a refund.
• If we terminate your subscription for our own convenience, or if we materially fail to deliver the Service and do not remedy that failure within 30 days of your written notice, we will refund the unused portion of prepaid fees for the affected period.
• One-time purchases such as credit packs are non-refundable once the credits are made available.
• Nothing in this section limits rights you have that cannot be excluded by law, including under the consumer-protection provisions of the Fair Competition Act, 2003.

11. Usage limits and fair use

Your Plan sets the number of seats, the storage allowance and the monthly AI credit allowance, as published on the Pricing page. We aim for no surprises:

• We notify administrators when a metered allowance reaches 80%, 90% and 100% of its limit.
• Monthly allowances reset at the start of each calendar month. Lifetime storage capacity you purchase does not expire.
• When you reach a limit, the affected action stops and we tell you how to raise the limit. We do not silently bill overage. We will not invoice you for usage beyond your Plan unless you have separately agreed to overage billing in writing.
• Programmatic access is rate limited to protect every customer: about 120 requests a minute for general API calls, about 30 a minute for AI and other resource-intensive calls, and about 60 a minute per source for inbound webhooks. Contact us if you have a legitimate need for more.
• You may not attempt to evade limits or rate limits, for example by opening multiple workspaces to split one organisation's usage, sharing seats, or automating sign-ups.

12. Your content and who owns it

You own your Customer Data. Nothing in these Terms transfers ownership of it to us, and we claim no rights in it beyond what we need to run the Service for you.

You grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, transmit, index, display and process Customer Data, and to create the backups and derived indexes the Service requires, solely in order to provide, secure, support and maintain the Service for you, and to comply with the law. This licence ends when the Customer Data is deleted, except for copies in backups that age out on their normal schedule.

Where you enable assistive artificial-intelligence features, the licence extends to sending the necessary content to the model providers named in our Privacy Policy. We do not use Customer Data to train artificial-intelligence models, and we contract with providers on terms that prevent them from using content submitted through our accounts to train their general models.

You are responsible for having the rights necessary to submit your Customer Data, for its accuracy and legality, and for keeping your own copies of anything critical to your business. Our backups protect the platform; they are not a substitute for your own retention practice, and you can export a complete copy at any time as described in section 20.

We may use aggregated, statistical information about how the Service is used to operate and improve it. Such information never identifies you, your Users or your customers, and we do not disclose your Customer Data to other customers.

13. Data-protection responsibilities

Where your Customer Data includes personal data, you are the data controller and we are your data processor under the Personal Data Protection Act, 2022 (Cap. 44). We process personal data only on your documented instructions, as described in our Privacy Policy, which forms part of these Terms. Section 27(4) of that Act requires our relationship to be governed by contract, and these Terms together with the Privacy Policy serve that purpose until we sign a separate data-processing agreement.

We commit to:

• process personal data only to deliver the Service, to keep it secure and available, to support you at your request, and where the law compels us;
• apply the security measures described on our Security page;
• impose equivalent obligations on our sub-processors, keep a current list of them in the Privacy Policy, and remain answerable to you for their performance;
• help you respond to data-subject requests and regulatory enquiries;
• notify you without undue delay if we become aware of a personal data breach affecting your Workspace, with the information you need for your own notification duty; and
• delete or return personal data on termination, as described in section 20.

As controller, you are responsible for:

• registering with the Personal Data Protection Commission and appointing a Data Protection Officer where the Act requires it of you;
• having a lawful basis for every category of personal data you put into the Workspace, and giving the required notice to the individuals concerned;
• obtaining prior written consent before recording sensitive personal data, and obtaining consent before sending direct marketing through the Service;
• configuring roles and permissions so that only the right people see personal data, particularly employee records; and
• using employee attendance, performance and monitoring features lawfully, transparently and proportionately, and telling your employees what you record.

14. Acceptable use

You must not, and must not permit anyone to:

• use the Service for any unlawful, fraudulent, deceptive or harmful purpose, or in breach of the Cybercrimes Act, 2015, the Electronic and Postal Communications Act, 2010, or any other applicable Tanzanian law;
• attempt to gain unauthorised access to the Service, another customer's Workspace, or any account, system or data, or test or probe our security without our prior written permission;
• interfere with or disrupt the Service, circumvent rate limits or usage limits, or place an unreasonable load on the platform;
• reverse engineer, decompile, copy or create derivative works of the Service, or access it to build a competing product;
• resell, sublicense or provide the Service to third parties except under a partner or reseller agreement with us;
• upload or transmit malware, or content that infringes intellectual property, breaches confidence, or violates privacy rights;
• send unsolicited bulk messages, or send marketing to people who have not consented or who have withdrawn consent;
• store payment card data in free-text fields, or use the Service as a repository for national identity numbers, bank credentials or similar identifiers it is not designed to protect;
• use the Service to monitor individuals covertly or in breach of employment or data-protection law; or
• remove or obscure any proprietary notice in the Service.

If we believe your use breaches this section and creates urgent risk to the platform, other customers or any person, we may restrict the specific activity immediately and tell you promptly. Otherwise we will raise the issue and give you a reasonable opportunity to fix it before restricting anything.

15. Third-party services

The Service can connect to third-party products, including payment gateways, email delivery, object storage, mapping, artificial-intelligence providers, electronic-signature providers and social networks. Connecting one is your choice and is made by your administrator.

• Your use of a third-party service is governed by that provider's own terms and privacy policy, and you are responsible for complying with them and for holding any account or credentials they require.
• We are not responsible for a third party's acts, omissions, availability, pricing or changes to its interfaces. If a provider changes or withdraws its service, the corresponding ChapFlow feature may change or stop working, and that is not a breach of these Terms.
• Where you use electronic signatures through the Service, the Electronic Transactions Act, 2015 governs their legal effect. You are responsible for satisfying yourself that the signature method you choose meets the requirements for the document concerned.
• We exchange only the data an integration needs, and you can revoke a connection at any time in your Workspace settings.

16. Our intellectual property

We and our licensors own the Service, including its software, source code, design, documentation, and the ChapFlow name and marks. These Terms grant you a right to use the Service and nothing more; no rights are granted by implication or estoppel. You may use our name and marks only to state factually that you use ChapFlow.

If you send us feedback or suggestions, you grant us a perpetual, irrevocable, royalty-free right to use them to improve our products, with no obligation to you. We will not identify you as the source without your permission.

17. Confidentiality

Each of us may receive information the other treats as confidential, including your Customer Data and our non-public technical, security and commercial information. The receiving party will use it only to perform under these Terms, protect it with at least reasonable care, and disclose it only to personnel and advisers who need it and are bound to equivalent confidentiality.

These obligations do not apply to information that is public through no breach, was already known without restriction, is independently developed, or is lawfully received from a third party. Where disclosure is legally compelled, the receiving party will, if permitted, give prompt notice so the other can seek protection, and disclose only what is required. Confidentiality survives termination.

18. Availability, maintenance and support

• We use commercially reasonable efforts to keep the Service available, and we monitor platform health continuously. Paid plans do not currently carry a contractual uptime percentage; if you need a formal service-level agreement with availability targets and remedies, contact us about an enterprise arrangement.
• We schedule maintenance to minimise disruption and give advance notice of planned work that we expect to interrupt the Service. Urgent security work may be carried out without notice, and we will inform you as soon as we reasonably can.
• Support is provided through the channels described for your Plan. The Free plan is community-supported.
• Availability may be affected by matters outside our control, including your own network, your integrations and the third-party services in section 15.

19. Suspension and termination

You may stop using the Service and close your Workspace at any time.

We may suspend or terminate your access where:

• you fail to pay, following the sequence and notices in section 9;
• you materially breach these Terms and do not remedy it within 14 days of our written notice, or the breach cannot be remedied;
• your use creates an urgent security, legal or operational risk, in which case we may suspend the specific activity immediately and give notice promptly; or
• we are legally required to.

We will restore access promptly once the cause is resolved. If we discontinue the Service entirely, we will give you at least 90 days' notice, refund the unused portion of prepaid fees, and keep export available throughout that period.

On termination, your right to use the Service ends, and amounts already due remain payable. Sections on confidentiality, intellectual property, liability, indemnity, governing law and any provision intended to survive continue in force.

20. Getting your data out

We do not hold your data hostage.

• Administrators can generate a complete, machine-readable export of the Workspace at any time from Settings → Data & Privacy. The export covers the modules your Plan includes, together with custom fields, relationships and stored files. Download links expire seven days after the export is created; you can generate a new one.
• Before a Workspace is ever permanently deleted for non-payment, we generate an export automatically and give you 14 days' notice, as set out in section 9.
• Where you close a Workspace yourself, please export first. We can also generate an export on request for a reasonable period after closure.
• After permanent deletion, the Workspace database is dropped and the data cannot be recovered. Residual copies in backups age out on the schedule in our Privacy Policy.

21. Warranties and disclaimers

We warrant that:

• we will provide the Service with reasonable skill and care, in a professional manner, and in accordance with these Terms;
• we will not materially reduce the security measures described on our Security page during your subscription; and
• we have the right and authority to enter into these Terms.

Except for those warranties, and to the maximum extent Tanzanian law permits, the Service is provided as is and as available, and we disclaim all other warranties, conditions and representations, whether express, implied or statutory, including implied warranties of merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Service will be uninterrupted or error-free, that defects will all be corrected, or that it will meet every requirement you have.

Assistive artificial-intelligence output is generated automatically and can be inaccurate or incomplete. It is a draft for a person to review, not professional, legal, financial, tax or human-resources advice, and you are responsible for checking it before you rely on or act upon it.

This section does not exclude any warranty or right that Tanzanian law does not allow to be excluded.

22. Limitation of liability

To the maximum extent Tanzanian law permits, neither party is liable for indirect, incidental, special, consequential or punitive loss, or for lost profits, lost revenue, lost goodwill, lost business opportunity, or the cost of substitute services, even if advised of the possibility.

Each party's total aggregate liability arising out of or relating to these Terms is limited to the amounts you paid or owed us for the Service in the twelve months immediately before the event giving rise to the claim.

These limits do not apply to:

• your obligation to pay fees due;
• either party's liability for death or personal injury caused by negligence;
• fraud, fraudulent misrepresentation, or wilful misconduct;
• your indemnity obligations under section 23; or
• any liability that cannot be limited or excluded under Tanzanian law, including compensation a data subject is entitled to under section 37 of the Personal Data Protection Act, 2022.

These limits reflect the price of the Service and the allocation of risk between us, and apply regardless of the form of action.

23. Indemnity

You will defend and indemnify us against third-party claims, and reasonable resulting costs, arising from your Customer Data, your use of the Service in breach of these Terms or applicable law, your failure to meet your data-controller obligations under section 13, or marketing you send through the Service without valid consent.

We will defend and indemnify you against third-party claims that the Service, used as permitted, infringes that party's intellectual-property rights, and we may at our option modify the Service, obtain a licence, or terminate the affected subscription and refund prepaid fees for the unused period.

In each case the indemnified party must give prompt notice, allow the indemnifying party to control the defence, and provide reasonable cooperation. No settlement that imposes an obligation on the indemnified party may be made without its consent.

24. Force majeure

Neither party is liable for a failure or delay caused by an event beyond its reasonable control, including natural disaster, epidemic, war, civil unrest, act of government or regulator, strike, failure of national power or telecommunications infrastructure, internet or undersea-cable outage, or failure of a third-party provider. The affected party will notify the other and use reasonable efforts to resume performance. Payment obligations for the Service already delivered are not excused.

25. Changes to the Service and these Terms

We may amend these Terms to reflect changes in the Service, our operations or the law. We will post the amended version on this page and update the dates at the top. For amendments that materially affect your rights or obligations we will give at least 30 days' notice by email to your administrators or by notice inside the Service before they take effect.

If you do not accept a material amendment, you may cancel before it takes effect, and we will refund the unused portion of prepaid fees for the affected period. Continuing to use the Service after the effective date means you accept the amended Terms. Changes we must make immediately to comply with the law or address a security risk take effect at once, and we will explain why.

26. Governing law and disputes

These Terms and any dispute arising out of them or the Service are governed by the laws of the United Republic of Tanzania, without regard to conflict-of-law rules.

If a dispute arises, please raise it with us in writing first. Each party will have a senior representative engage in good faith to resolve it within 30 days of that notice. Nothing prevents either party from seeking urgent injunctive relief at any time, or from referring a matter to a regulator.

Disputes not resolved in that period are subject to the exclusive jurisdiction of the competent courts sitting in Dar es Salaam, Tanzania. The parties may instead agree in writing to refer a dispute to arbitration in Dar es Salaam, Tanzania under the Arbitration Act, 2020, before a single arbitrator, conducted in English.

Nothing in this section removes your right to complain to the Personal Data Protection Commission about the handling of personal data, or affects the jurisdiction of any Tanzanian regulator, or limits mandatory consumer protections that apply to you.

27. General provisions

• Entire agreement. These Terms, the Privacy Policy, the Security page and any order form make up the whole agreement between us on this subject, and supersede earlier proposals and discussions.
• Assignment. You may not assign these Terms without our written consent, except to a successor of your business that assumes them. We may assign them to an affiliate or to a successor in a merger or sale of assets, on notice to you.
• Severability. If a provision is held unenforceable, it is modified to the minimum extent necessary, or severed, and the rest continues in force.
• No waiver. A failure to enforce a provision is not a waiver of it.
• Notices. We give notice by email to your administrators or by notice inside the Service. You give notice to us by email to support@chapflow.com, or by post to the address in section 28.
• No partnership. Nothing here creates a partnership, joint venture, agency or employment relationship.
• No third-party rights. These Terms are for you and us; no other person may enforce them.
• Language. These Terms are written in English. If we provide a translation and there is a conflict, the English version prevails.

28. Contact

• Legal and general: support@chapflow.com
• Billing: support@chapflow.com
• Privacy and data protection: support@chapflow.com
• Security: support@chapflow.com
• Post: The Site Weavers, Dar es Salaam, United Republic of Tanzania
• Company website: https://www.siteweavers.co.tz