LEGAL · TERMS OF SERVICE

Terms of Service

Last updated: 1 May 2026

These Terms of Service govern your access to and use of PsychFlo's platform, products, and services. By creating an account or using any PsychFlo product, you agree to these terms.

1. Agreement to Terms

These Terms of Service ("Terms") form a legally binding agreement between you ("Customer", "you") and PsychFlo ("we", "us", "our"). By accessing or using any part of the PsychFlo platform, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.

If you are entering into these Terms on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

2. Services

PsychFlo provides a workforce intelligence platform that analyses behavioural metadata to surface burnout risk, attrition risk, and leadership friction signals at team level. Services include:

  • Workforce Risk Audit (one-time diagnostic)
  • Team Plan, Growth Plan, and Enterprise Plan (ongoing subscriptions)
  • Policy Translator
  • Burnout Early Warning
  • ISO 45003 Compliance Dashboard
  • Leadership Decision AI
  • Executive Workforce Reports

We reserve the right to modify, suspend, or discontinue any feature of the service at any time with reasonable notice.

3. Accounts and Access

→You must provide accurate and complete information when creating an account.
→You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.
→You must notify us immediately at info@psychflo.com if you suspect unauthorised access to your account.
→Accounts may not be shared between multiple organisations. Each organisation must have its own account.
→We may suspend or terminate your account if we reasonably believe you are in breach of these Terms.

4. Fees and Payment

→Workforce Risk Audit: $950 one-time fee, charged after the audit is delivered.
→Subscription plans are billed monthly in advance. The first payment is taken when you activate your plan.
→All fees are non-refundable except as set out in our Refund Policy.
→We may change subscription pricing with 30 days' written notice. Price changes do not apply to active founding client agreements.
→Overdue payments may result in service suspension. We will provide 7 days' notice before suspending access.
→All prices are quoted exclusive of applicable taxes unless stated otherwise.

5. Acceptable Use

You agree not to use the PsychFlo platform to:

→Monitor individual employees or produce individual-level surveillance outputs (the platform is designed to prevent this by architecture).
→Make employment decisions based solely on PsychFlo outputs without human review and independent verification.
→Attempt to reverse-engineer, decompile, or extract the underlying model, scoring logic, or training data.
→Upload or input data you do not have lawful authority to process.
→Resell, sublicense, or white-label the platform without a separate written agreement.
→Use the platform in any way that violates applicable law, including employment law and data protection law.

6. Data and Privacy

Processing of personal data through the PsychFlo platform is governed by our Privacy Policy and, for business customers, our Data Processing Agreement (DPA) available on request. Key points:

→You are the data controller for employee personal data processed through our platform. PsychFlo acts as data processor.
→You are responsible for ensuring you have an appropriate lawful basis to process employee data and for providing required notices to employees.
→We process data only as instructed by you and as described in our Privacy Policy and DPA.
→Data residency is within the EU by default. Alternative residency configurations are available on request.

7. Intellectual Property

→PsychFlo retains all intellectual property rights in the platform, scoring models, methodology, and software.
→You retain all rights to your organisation's data and the content you upload to the platform.
→We may use aggregated, anonymised, non-attributable data derived from platform usage to improve our models and services.
→You may not use PsychFlo's name, logo, or trademarks without prior written consent.

8. Disclaimers and Limitations

Important: PsychFlo is a decision-support tool, not a clinical diagnostic system. Outputs are indicators to support human decision-making — not clinical assessments, medical diagnoses, or legal conclusions. No employment action should be taken based solely on PsychFlo outputs.

→The platform is provided 'as is'. We do not warrant that the platform will be error-free or uninterrupted.
→We do not guarantee specific outcomes from use of the platform (e.g. reduced attrition, improved wellbeing scores).
→To the maximum extent permitted by law, our total liability for any claim arising from these Terms shall not exceed the fees paid by you in the 12 months preceding the claim.
→We are not liable for indirect, consequential, or incidental damages, including loss of profit or loss of data.

9. Term and Termination

→These Terms apply from the date you first access the platform and continue until your account is closed.
→You may cancel a subscription at any time. Cancellation takes effect at the end of the current billing period. No partial-month refunds are issued on cancellation.
→We may terminate your account immediately if you materially breach these Terms and fail to remedy the breach within 7 days of written notice.
→On termination, your access to the platform ceases and we will delete your data in accordance with our data retention policy (typically within 30 days, or as required by applicable law).

10. Governing Law and Disputes

These Terms are governed by the laws of the jurisdiction in which PsychFlo is incorporated. Any disputes arising from these Terms that cannot be resolved informally will be referred to the courts of that jurisdiction.

Before initiating any formal dispute process, you agree to contact us at info@psychflo.com and allow 30 days for us to attempt to resolve the issue.

11. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or by a prominent notice in the platform at least 14 days before the change takes effect. Continued use of the platform after the effective date constitutes acceptance of the updated Terms.

12. Contact

Questions about these Terms?

Email: info@psychflo.com