Terms of Service

1. Definitions

• “VisaFlow”, “we”, “us” means the provider of the Service.
• “Customer” means the consultancy or business that creates a workspace and subscribes to the Service.
• “User” means a person a Customer invites to its workspace (for example owners, managers, counsellors, accounts staff and partners).
• “Applicant” means a client of a Customer who uses the applicant portal, upload links or forms provided through the Service.
• “Customer Data” means all data, documents and content that a Customer, its Users or its Applicants submit to the Service.

2. Eligibility and acceptance

You must be at least 18 years old and able to enter into a binding contract to create a workspace. If you accept these Terms on behalf of a business, you confirm that you are authorised to bind that business, and “you” refers to that business. Users and Applicants invited by a Customer use the Service under the Customer’s account and must also follow these Terms.

3. The Service

VisaFlow provides cloud software for visa consultancies to manage leads, applicants, documents, appointments, tasks, communication, invoicing and payments, with an applicant portal and developer APIs. Features and usage limits depend on the plan selected. We may add, change or remove features over time; we will not materially reduce the core functionality of a paid plan during a period that has already been paid for.

4. Accounts and security

• Provide accurate registration information and keep it up to date.
• Keep passwords, two-factor authentication devices and API keys confidential, and do not share accounts between people.
• Workspace owners are responsible for the Users they invite, the roles and permissions they assign, and all activity in their workspace.
• Notify us promptly at the address below if you suspect unauthorised access or a security incident.

5. Signing in with Google or Microsoft

You may sign in with a Google or Microsoft account where your workspace allows it. This is available only to Users who already have an active account in that workspace; it does not create accounts. Your use of those accounts is also governed by Google’s or Microsoft’s own terms. We receive only the basic profile information described in our Privacy Policy and use it only to sign you in. You can unlink these accounts at any time and continue to sign in with your VisaFlow password.

6. Customer Data

• Customers own their Customer Data. We claim no ownership of it.
• Customers grant us a limited right to host, process, transmit and display Customer Data only as needed to provide, secure and support the Service.
• Customers are responsible for the accuracy and legality of Customer Data and for having a lawful basis, notices and any consent required to collect it, including documents and data about Applicants and their dependents.
• We act as a data processor for Customer Data and handle it as described in our Privacy Policy. We do not sell Customer Data or use it for advertising.

7. Acceptable use

You must not, and must not allow others to:

• use the Service for unlawful activity, fraud, human trafficking, or to create or submit forged, altered or misleading documents;
• send spam, or messages to people who have not agreed to receive them or have opted out;
• upload malware or content that infringes others' rights;
• attempt to access other workspaces, accounts or systems without permission, or probe, scan or test the Service's vulnerabilities without our written consent;
• overload or disrupt the Service, or bypass rate limits, plan limits or security controls;
• copy, resell, sublicense or reverse engineer the Service, except as permitted by law or your plan.

8. Plans, billing and taxes

• Paid plans are billed in advance through our payment providers (Razorpay or Stripe). Prices are shown before purchase.
• Prices exclude applicable taxes such as GST unless stated; we issue tax invoices for payments received.
• Subscriptions renew automatically for the same period until cancelled. Cancellation takes effect at the end of the current billing period, or earlier if you ask for a refund of the unused days.
• If a payment fails, we may limit the workspace after notice until the account is brought up to date.
• If you cancel a paid plan, we refund the unused days of the current billing period, as described in our Refund and Cancellation Policy.
• Payments that Applicants make to a Customer through payment links are between the Applicant and the Customer, processed by the Customer's own payment provider account.

9. No immigration or legal advice

VisaFlow is a software tool. It does not provide immigration, legal or financial advice and does not guarantee any visa, admission or application outcome. Customers remain solely responsible for the advice and services they provide to Applicants and for complying with the rules that apply to their profession.

10. Confidentiality and security

Each party will protect the other’s non-public information with reasonable care and use it only for the purposes of these Terms. We maintain technical and organisational security measures appropriate to the Service, including encryption in transit and at rest, tenant isolation, malware scanning of uploads and audit logging, and we will notify affected Customers without undue delay of a security incident affecting their Customer Data.

11. Intellectual property

We own the Service, including its software, design, logos and documentation. Subject to these Terms and payment of applicable fees, we grant Customers a non-exclusive, non-transferable right to use the Service for their internal business during their subscription. If you send us feedback, we may use it without obligation to you.

12. Third-party services and availability

Some features rely on third-party services (for example Google, Microsoft, Meta, payment, email and messaging providers). Their own terms apply to your use of them, and we are not responsible for their availability or acts. We work to keep the Service available and secure, but we do not guarantee that it will be uninterrupted or error-free, and planned maintenance may occasionally be required.

13. Suspension and termination

• You can close your workspace at any time from its settings or by contacting us.
• We may suspend access immediately if needed to prevent harm to the Service, other customers or the public, or to comply with law, and will tell you why where we can.
• We may terminate an account for material breach of these Terms that is not fixed within 15 days of notice, or for non-payment.
• After closure, Customer Data remains available for export for a limited offboarding period and is then deleted, except records we must keep by law (for example tax invoices).

14. Data export

While your account is active and during the offboarding period, Customers can export their Customer Data (for example leads, applicants, invoices and documents) using the export tools in the Service.

15. Disclaimer

Except as expressly stated in these Terms, the Service is provided “as is” and “as available”, without warranties of any kind, whether express or implied, including fitness for a particular purpose and non-infringement, to the extent permitted by law.

16. Limitation of liability

To the extent permitted by law, neither party is liable for indirect, incidental, special or consequential damages, or for lost profits, revenue or goodwill. Our total liability for all claims relating to the Service is limited to the fees the Customer paid us in the 12 months before the event giving rise to the claim. Nothing in these Terms limits liability that cannot be limited by law, including for fraud.

17. Indemnity

Customers will defend and indemnify VisaFlow against third-party claims arising from Customer Data, from the Customer’s services to Applicants, or from use of the Service in breach of these Terms or the law.

18. Governing law and disputes

These Terms are governed by the laws of India. The parties will first try to resolve any dispute in good faith by contacting each other. Courts in India have exclusive jurisdiction, unless mandatory law where a consumer is based provides otherwise.

19. General

• These Terms and the Privacy Policy are the entire agreement between you and us about the Service, unless a separate written agreement applies.
• If any provision is found unenforceable, the rest remains in effect.
• You may not transfer your account without our consent; we may transfer these Terms as part of a merger, acquisition or sale of assets.
• Neither party is liable for delays caused by events beyond its reasonable control.

20. Changes and contact

We may update these Terms. We will change the effective date above and notify workspace owners of significant changes in advance by email or in the app. Continued use after the effective date means you accept the updated Terms. Notices to us should be sent to support@visaflow.work.