Terms of service

The service

OthFlow is software for SEO and content agencies to run client retainers: clients and engagements, deliverables and approvals, tasks, monthly plans, invoices, messages, client health, and a portal for each client. Optional integrations, such as Google Search Console and Google Analytics, add reporting.

We keep improving OthFlow, so features will change. If we’re going to remove something that significantly reduces what the service does for you, we’ll tell you in advance.

OthFlow helps you organise, deliver and report on your work. It doesn’t guarantee search rankings, traffic or any other result for you or your clients.

Accounts and team access

• Workspaces are opened by OthFlow, usually after a demo. The person who sets up the workspace is its owner.
• Owners and admins can invite team members, remove them, and decide what each member can do, such as which clients they see and whether they can view billing or approve work. Only owners and admins can change workspace settings or manage the Google connection.
• Everyone needs their own login. Keep sign-in details secure and don’t share accounts.
• You’re responsible for what happens in your workspace, including what your team does there and what your clients do through their portals, and for removing people who should no longer have access.
• Tell us straight away at hello@othflow.com if you think someone has got into your workspace without permission.

Acceptable use

Don’t use OthFlow to:

• break the law or anyone’s rights, including privacy and intellectual property rights;
• store or send content that’s unlawful or harmful, or that you don’t have the right to use;
• send spam or unsolicited messages, including through client portals;
• connect Google accounts, Search Console sites or Google Analytics properties you’re not authorised to access;
• try to get into other workspaces, accounts or systems, or probe, test or get around our security without our written permission;
• interfere with or overload the service, or access it with bots or scrapers other than through features we provide;
• copy, reverse engineer or resell OthFlow, or use it to build a competing product, except where the law allows it regardless of this rule.

We may suspend access if your use breaks these rules or puts OthFlow, other customers or anyone else at risk. Where we reasonably can, we’ll tell you first and give you a chance to fix the problem.

Your data

• You own the data you and your clients put into OthFlow (“customer data”). We don’t claim any ownership of it.
• You give us permission to host, copy, process and display customer data only as needed to provide, secure and support OthFlow for you. We don’t sell it or use it for anyone else.
• For personal information in customer data, you’re the controller and we’re your processor. We process it on your instructions, which are these terms and the way you set up and use OthFlow. The Privacy policy has the details. If you need a data processing agreement, email hello@othflow.com.
• You’re responsible for having the right to put customer data into OthFlow and to share it with your clients, including giving any notices and getting any consents the law requires.
• If you connect Google, data from Google is used only to build your reports, as described in the Privacy policy, and you can disconnect at any time.
• If you send us ideas or feedback, we may use them without owing you anything for them.

Client portal links

Each client in OthFlow has a client portal at a secret link. Anyone who has the link can open that portal without signing in and, depending on the sections you switch on, see the work, plans and reports you share there, rate the relationship, approve deliverables or send them back, mark their tasks and checklist items done, and send messages that appear in your workspace.

• You decide who gets a portal link and what each portal shows. Share links only with the right people at your client, and treat them like passwords.
• If a link reaches someone it shouldn’t, issue a new one from the client’s page in OthFlow. The old link stops working immediately. Archiving a client switches their portal off.
• Actions taken through a portal link are treated as your client’s actions in your workspace. We aren’t responsible for access by anyone who was given the link by you, your team or your client.

Fees and payment

• Your fees, billing period and payment terms are the ones in the plan you agreed with us when your workspace was opened, or in a later plan you agree to.
• Unless your plan says otherwise, fees don’t include taxes, and you’re responsible for any sales tax, VAT or similar taxes that apply.
• If a payment is more than 30 days overdue, we may suspend the workspace after giving you notice. We’ll restore access once the account is paid up.
• If we change our prices, we’ll give you at least 30 days’ notice, and the change applies from your next billing period.
• Invoices you create in OthFlow for your own clients are between you and them. OthFlow doesn’t take those payments and isn’t a party to them.

Availability and support

We work hard to keep OthFlow available and reliable, but we can’t promise it will be uninterrupted or error-free. We sometimes need to take it down for maintenance, and it relies on providers such as our host, our database and Google’s APIs, which can have outages or change how they work.

Report figures come from Google and reflect what Google provides. We don’t guarantee they’re accurate or complete. Support is by email at hello@othflow.com.

OthFlow is provided “as is” and “as available”. To the extent the law allows, we disclaim all warranties that aren’t set out in these terms, including implied warranties of merchantability, fitness for a particular purpose and non-infringement.

Limits on liability

To the extent the law allows:

• neither of us is liable to the other for indirect, incidental, special or consequential losses, or for lost profits, revenue, goodwill or data, even if told they were possible;
• each party’s total liability arising out of or relating to these terms is limited to the fees you paid OthFlow in the 12 months before the event that gave rise to the claim.

These limits don’t apply to your obligation to pay fees, to a breach of Acceptable use, or to liability that can’t be limited by law, such as for fraud, or for death or personal injury caused by negligence.

You’ll defend OthFlow against, and cover its losses from, claims by others (including your clients) arising from customer data you put into OthFlow or from a breach of Acceptable use.

Ending the agreement

These terms apply for as long as you use OthFlow. You can stop at any time by emailing hello@othflow.com. Unless your plan says otherwise, your account then closes at the end of the current billing period, and fees already paid aren’t refunded.

We may end the agreement if you seriously break these terms and don’t fix it within 14 days of our notice, or straight away if the breach can’t be fixed or the law requires it. We can also end it for any reason with 30 days’ notice, in which case we’ll refund any fees you’ve prepaid for the time after your account closes.

Your data when the account closes

For 30 days after your account closes, you can ask us for an export of your workspace data, which we’ll send in a common machine-readable format such as CSV or JSON. After that, we delete the workspace data from our live systems within a further 30 days, and from backups as they expire. We may keep limited records where the law requires it, such as billing records.

While your account is open, you can permanently delete individual clients and their records in the app, or ask us for an export at any time.

Anything in these terms that by its nature should continue after the agreement ends (such as Your data, fees owed, Limits on liability and General) continues.

Changes to these terms

We may update these terms as OthFlow changes, and we’ll change the date at the top when we do. If a change is significant, we’ll tell account owners by email or in the app at least 30 days before it takes effect. If you don’t agree, you can stop using OthFlow before then; using it after that date means you accept the new terms.

General

• Governing law. These terms are governed by the laws of [Jurisdiction], and the courts of [Jurisdiction] have exclusive jurisdiction over any dispute about them.
• Confidentiality. Each of us will keep the other’s non-public information confidential and use it only for this agreement.
• Transfer. You may not transfer this agreement without our written consent, except as part of a merger or sale of your business. We may transfer it to a company that takes over OthFlow.
• Events outside our control. Neither of us is responsible for delays or failures caused by events beyond our reasonable control. This doesn’t excuse paying fees that are due.
• Notices. We’ll send notices to the workspace owner’s email address. Send notices to us at hello@othflow.com.
• Entire agreement. These terms, your plan and our Privacy policy are the whole agreement about OthFlow. If a court finds part of them unenforceable, the rest still applies, and not enforcing a right straight away doesn’t mean giving it up.

Contact

Questions about these terms: hello@othflow.com.