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Terms and Conditions for Summaflow LTD

These Terms and Conditions ("Terms") govern your access to and use of the online software platform, features, artificial intelligence ledger tools, and related services (collectively, the "Service" or "Platform") provided by Summaflow LTD ("Company," "we," "our," or "us"), a company incorporated under the laws of Hong Kong, with its registered address at Shop A, G/F, Koon Nam House, No.14 Shing Wong Street, Hong Kong.

By accessing, registering for, or using the Service, you ("User," "you," or "your") agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Service.

1. Definitions

  • "Account" means the secure user profile created by a User to access and use Summa Flow.
  • "Connected Accounts" means third-party communication channels, specifically email mailboxes (via OAuth 2.0) and messaging accounts (via Meta WhatsApp Business API), that a User intentionally links to the Platform.
  • "Raw Communication Data" means the unstructured raw text, email body copy, WhatsApp messages, and incoming/outgoing metadata passing through Connected Accounts before automated filtering occurs.
  • "Project Ledger" means the secure, timestamped, chronological online repository within the Platform where project updates and AI-generated event summaries are permanently recorded for designated workspace participants.
  • "Ledger Entries" means the final structured summaries, action items, and milestone updates generated by the Platform's AI and permanently saved to a Project Ledger.

2. Description of the Service

Summa Flow provides an artificial intelligence-driven software-as-a-service (SaaS) platform designed to consolidate multi-channel communication streams into a secure, timestamped online Project Ledger.

With your explicit authorization, the Service connects to your designated email providers and WhatsApp accounts to scan incoming and outgoing text content. The Platform utilizes proprietary artificial intelligence filtering mechanisms—powered in part by the Google Gemini API—to identify communications involving designated project contacts. The Platform processes imported source records and matching conversations to generate structured event summaries, action items, and project timelines directly within your Project Ledger.

3. Account Registration and Connections

3.1 Account Security

To access the Service, you must create a secure Account. You agree to provide accurate, current, and complete information during registration and to keep this information updated. You are entirely responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your Account.

3.2 Authorization of Connected Accounts

By connecting an email inbox (via OAuth 2.0 authentication) or a WhatsApp messaging channel to Summa Flow, you explicitly warrant and represent that:

  • You are the legal owner, administrator, or authorized user of that specific email address or phone number.
  • You have the legal authority to grant Summaflow LTD permission to access, monitor, and process the communications within those accounts.
  • You have obtained all necessary consents from third-party individuals (including external project clients, contractors, or contacts) with whom you communicate via WhatsApp or email, ensuring that their message text may be securely processed through your automated platform integrations in compliance with applicable local data protection laws.

3.3 No Password Access

The Platform utilizes OAuth 2.0 frameworks and secure API integrations to connect to your communication streams. Summaflow LTD will never request, view, or store your actual OAuth-provider email passwords. Access is maintained through provider tokens which you may revoke at any time.

4. User Responsibilities and Acceptable Use

You agree to use the Service only for lawful business purposes and in compliance with these Terms. You shall not:

  • Connect communication accounts or process data containing information that violates third-party privacy, intellectual property, or proprietary rights.
  • Attempt to bypass, disable, or reverse-engineer the Platform's AI filtering engine, security protocols, or ledger infrastructure.
  • Use the Service to monitor or log communications of individuals without their knowledge or necessary legal consent.

5. Data Privacy, Processing, and Ledger Retention

5.1 Privacy Policy Alignment

Our collection, handling, and use of data through your Connected Accounts are strictly governed by the Summaflow LTD Privacy Policy, which is incorporated into these Terms by reference.

5.2 Source Data Processing Pipeline

You acknowledge and agree to the technical operational reality of the Summa Flow pipeline:

  • Source Processing: Raw Communication Data pulled from your connected email streams is used to classify, match, and summarize project activity. Raw email body text/HTML is not retained in production storage after processing.
  • Provider Tokens: OAuth access and refresh tokens are stored while the provider connection remains enabled and are cleared when you disconnect the provider.
  • Ledger Commitment: AI-generated summaries, extracted milestones, source references, project metadata, and project links may be written to secure storage databases as Ledger Entries.

5.3 Model Training Prohibition

SummaFlow does not use your Raw Communication Data, metadata, or generated Ledger Entries to train generalized large language models or advertising systems. Third-party AI processors are used only to provide the Service, subject to their applicable API terms and data-processing controls.

5.4 Permanence of the Project Ledger

Because the Service provides a collaborative, timestamped chronological ledger designed to protect project history integrity for teams, you acknowledge that Ledger Entries differ legally from Raw Communication Data:

  • If you disconnect an email or WhatsApp stream, or terminate your individual Account, future syncing will cease, and stored OAuth access tokens for that provider will be cleared.
  • However, generated AI summaries and entries already committed to a shared, multi-user Project Ledger may be retained within that workspace to preserve chronological project history for remaining authorized project participants, subject to applicable deletion rights and legal requirements.

6. Intellectual Property Rights

As between you and Summaflow LTD, you retain all ownership, intellectual property rights, and title to the raw text, communications, and data pulled from your Connected Accounts.

Summaflow LTD retains all right, title, interest, and intellectual property rights in and to the Platform, including the software architecture, user interfaces, proprietary AI filtering logic, logos, documentation, and the visual format of the timestamped ledgers. We grant you a limited, non-exclusive, non-transferable, and revocable license to access and use the Service during your active subscription.

7. Fees and Payment

Certain access tiers of the Platform require a paid subscription. You agree to pay all applicable fees in accordance with the pricing plan selected during checkout. All fees are non-refundable unless explicitly stated otherwise or required by law. Summaflow LTD reserves the right to modify subscription fees upon thirty (30) days' notice, which will apply to your next billing cycle.

8. Disclaimers and Limitation of Liability

8.1 AI Accuracy and Reliance Disclaimer

Summa Flow utilizes advanced artificial intelligence engines (including the Google Gemini API) to filter and summarize heavy data streams. While we strive for maximum platform accuracy, artificial intelligence processing is subject to occasional limitations, omissions, misinterpretations, or errors.

You acknowledge that Summa Flow is an internal productivity tool, not an official legal repository, financial accounting platform, or safety-critical tracking system. You assume full operational responsibility for independently verifying critical project actions, deadlines, contract agreements, or technical updates generated within the Ledger Entries before executing business decisions or relying on them for compliance.

8.2 Third-Party API Dependencies

The continuous availability and operational performance of Summa Flow rely heavily on third-party application programming interfaces (APIs), including but not limited to Google Cloud Workspace APIs, Microsoft Graph APIs, and Meta WhatsApp Business APIs. Summaflow LTD shall not be held liable for any Service interruptions, data transmission delays, sync failures, or data loss resulting directly from service outages, API modifications, or policy restrictions imposed by Google, Microsoft, Meta, or any other external platform provider.

8.3 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL SUMMAFLOW LTD, ITS DIRECTORS, EMPLOYEES, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING WITHOUT LIMITATION, LOSS OF PROFITS, DATA LOSS, LOSS OF USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR RELATING TO YOUR USE OF OR INABILITY TO USE THE SERVICE. OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE TOTAL AMOUNT PAID BY YOU TO US FOR THE SERVICE IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

9. Termination and Suspension

We reserve the right to suspend or terminate your Account and block access to the Service immediately, without prior notice or liability, if you violate any provision of these Terms, engage in fraudulent behavior, or fail to pay outstanding subscription fees. Upon termination, your right to use the Service ceases instantly, and stored OAuth tokens will be cleared from active connection settings.

10. Governing Law and Jurisdiction

These Terms and any dispute arising out of or in connection with them shall be governed by, interpreted, and enforced in accordance with the laws of Hong Kong, without regard to its conflict of law principles. Any legal action, suit, or proceeding arising directly out of these Terms shall be brought exclusively in the courts located in Hong Kong.

11. Amendments to Terms

Summaflow LTD reserves the right to update or modify these Terms at any time. We will notify you of any material changes by posting the revised Terms within the platform dashboard or by sending an email to your registered address. Your continued use of the Platform after the effective date of any updates constitutes your explicit acceptance of the revised Terms.

12. Contact Information

If you have any questions, legal inquiries, or concerns regarding these Terms, please contact us at:

Summaflow LTD
Physical Address: Shop A, G/F, Koon Nam House, No.14 Shing Wong Street, Hong Kong.
Contact Email: sever@summaflow.com