Terms of service for OmniFlow
1. Introduction
These terms of service (the “Terms”) govern the rights and obligations between OmniSys s.r.o. (the “provider”) and the customer when using the online OmniFlow service (the “service”) available at the operator’s website and related addresses (in particular via app.omniflow.cz).
In connection with personal data, the Privacy policy in its current version, in particular, forms an integral part of these Terms.
The current list of sub-processors, backup retention wording and related information are set out in that policy (public site and in-app).
2. Definitions
- Customer – a legal entity or self-employed natural person that enters into or uses the contractual relationship under these Terms.
- User – a natural person acting for the customer in the user interface (team member, administrator, etc.).
- Account – user access to the service after registration (credentials, permissions).
- Organization / customer account – billing and licensing scope within the service (subscription, limits, possibly multiple companies).
- Company (data context, “tenant”) – separate data context in the app (e.g. issued documents, inventory, contacts) linked to the organization per service settings.
- Customer content – data entered or generated by the customer in the service (invoices, contacts, products, attachments, payment matching, etc.).
3. Customer and eligibility
The service is intended solely for businesses. A customer may only be a legal entity or self-employed natural person that is authorized to do business in the Czech Republic or in another member state of the European Union (collectively “EU”), to the extent corresponding to the customer’s field of activity.
The service is not intended for consumers within the meaning of the Civil Code. If such a relationship nevertheless arises, mandatory consumer protection rules apply where required; otherwise these Terms apply to the extent permitted by law.
4. Registration, account and access
Use of the service usually requires registration (including e-mail verification per service settings). The customer and users must provide accurate information and protect credentials; the customer is responsible for activity under the account unless unauthorized use is reported without undue delay.
The provider may offer invite-only registration or closure of new sign-ups; the applicable mode follows the service configuration at registration.
The account is intended for use of the service in the customer’s own business. The customer and users act in the service under their own identity and under the identity of the company they act for; the company name and the details in the app must not create the impression that the account belongs to another person or company. The provider may refuse registration made with a disposable or temporary e-mail address, and any registration that clearly aims to circumvent the limits of the service or an earlier restriction or cancellation of an account.
Where there is reasonable doubt as to the customer’s identity, the provider may request supporting evidence (for example a company ID number or authority to act for the company) and may withhold activation of the account or of certain features of the service until it is provided. The operational and technical limits of the service form part of it; circumventing them — in particular by creating additional accounts, splitting messages across accounts or accessing the interface by automated means beyond the documented features — is a breach of these Terms. Exceeding the limits of the agreed plan is assessed under Section 8.
5. Subject of the service
OmniFlow is a cloud software service provided as SaaS (software as a service), focused on: recording and issuing tax and related documents, inventory management, contacts and products, reports, exports (e.g. CSV, PDF), integration with public registers per app features (e.g. Czech ARES), sending e-mail from the app (your own or system SMTP per settings), tools related to bank statements and payment matching, and other features described in documentation or the user interface.
The service is provided “as is”, in the current version, which may change (improvements, UI changes, security patches). Software is not supplied for copying; the customer is granted the right to use the service under these Terms for the duration of the relationship.
The provider aims for reasonable availability; interruptions may occur during maintenance under Article 9 or during exceptional events. The provider is not liable for unavailability caused by third parties (e.g. connectivity, DNS), the customer’s e-mail or banking infrastructure, or incorrect SMTP or import settings.
The service is not a substitute for accounting, tax or legal advice. The provider does not verify the correctness of the customer’s accounting, tax or business decisions.
6. Data in the service, documents and legal compliance
The customer enters into the service only such data as they are lawfully entitled to process and use, and which correspond to the facts. The customer must refrain from entering third-party data beyond the scope permitted by those persons or by law.
The customer undertakes not to create or distribute false, misleading or forged documents and not to misuse the service to simulate legal or factual situations that have not occurred or are not truthfully reflected. The service is a business tool; responsibility for the content of issued and recorded documents rests solely with the customer.
The customer must not hold itself out as another person or company, either in the service or in communications sent from it. The company name, the sender details, the markings on documents and the text of a message must not mislead the recipient as to who is writing to them or who issued the document; the same applies to business names, trade marks and other designations of third parties that the customer is not authorized to use.
The customer must not use the service to send unsolicited commercial communications or fraudulent messages — in particular messages imitating the communication of another company, or messages designed to extract login credentials, payment details or payments from the recipient, including links to pages serving that purpose (phishing). The recipient of a document or message sent from the service must have a reason to receive it, arising from a business relationship with the customer or from consent given.
The customer must not use the service in a way that harms third parties, other customers or the reputation of the service — for example to distribute harmful content, to harass recipients, or in conduct that jeopardizes the deliverability of mail sent from the provider’s infrastructure. Breach of the obligations under this Section is a material breach of these Terms, with the consequences set out in Section 10.
The customer undertakes to use the service in compliance with applicable law in the Czech Republic, the European Union and – if documents, performance or personal data relate to other countries – the law of those countries, to the extent relevant to its activity (including accounting, VAT, payment services, personal data protection and commercial communication rules).
The provider does not continuously verify that customer content complies with law and does not give legal warranties as to the appropriateness or legality of any particular use of the service. Assessing compliance with law is the customer’s obligation.
7. Banking and payment operations in the service
Features related to statement import, payment matching, pre-filled amounts or receivable status are assistive and informational. They may contain technical inaccuracies or require user completion.
After matching or posting a payment in the service, the customer must perform their own verification against banking records, contracts and accounting duties. Decisions on revenue recognition, due dates, VAT and accounting entries are solely the customer’s.
The provider is not liable for damage caused by relying exclusively on automatic matching or on-screen status without verification by the customer with the bank or in primary records.
8. Pricing, trial and subscription
The current price list is published at omniflow.cz/en/cenik and forms part of the contractual terms as of the date the subscription is agreed. Prices are maintained in CZK excluding VAT and apply to annual billing; monthly billing is 20% higher. The English and Slovak versions of the price list display prices in EUR converted from CZK (the exchange rate is stated on the price list). Invoicing is in CZK; customers from other EU member states may be invoiced in EUR. Customers with a valid VAT ID from another EU member state are invoiced without VAT under the reverse charge mechanism. Plan add-ons (e.g. an additional user or an additional company with its own database) are charged for each month or part thereof under the same billing mode as the plan. Access under the accountant role (read-only and exports) does not count towards paid users. The terms of the Business plan — including price, guaranteed availability (SLA) and phone support — are agreed in an individual contract.
During the trial operation of the service (beta), use is free of charge; the provider will announce the launch date of the production version in advance. From the production launch, every newly registered account receives a 30-day trial of the full service, with no payment card required. After it ends the account does not cease to exist — it moves to the free Start plan with the limits set out in the price list; data is not deleted and remains accessible, including exports.
Features beyond the agreed plan are suspended, not deleted, on a plan change: stored settings (e.g. recurring invoice series, reminders or the inbound address for bank statements) are preserved and resume after an upgrade. Issuing a document is not blocked upon reaching the plan limit; the customer is notified in the app and restrictions may apply only upon a significant and sustained overrun. The document limit is counted over the last 12 months across all companies of the customer account. Sending e-mail from the service is subject to operational limits, in particular the number of recipients of a single message and the number of messages sent per day; the provider states the current values in the app or gives them on request, and may adjust them for the customer at the customer’s request. Sending from the provider’s address is capped monthly on top of that according to the plan; a higher volume is sent by the customer via their own SMTP server.
Beta registration guarantee: a customer registered during the trial operation receives, after the production launch, 12 months of the Profi plan for the price of the Standard plan, with the price locked for 24 months from subscription activation. The guarantee is one-off and non-transferable; a plan change at the customer’s own initiative ends the price lock.
The provider may change the price list with at least 30 days’ notice sent to the customer account e-mail. A change does not apply during a locked period, and the customer may terminate the subscription before the change takes effect with a settlement of the unused part of the paid period. For paid subscriptions, payment terms follow the invoice; the subscription is extended by payment for the next period. In case of default, access to the service may be restricted under these Terms — the account does not cease to exist and the procedure under Section 10 applies.
9. Availability, maintenance and operational backups
The provider aims for reasonable availability. Routine maintenance and backups run in a night window between 00:00 and 04:00 Central European Time (CET, UTC+1; CEST, UTC+2 during summer time); customers in other time zones should convert the window to their local time. Most of this work is not noticeable to users. Where an interruption is necessary, it will not exceed 30 minutes per night.
If a change requires a longer interruption, or has to be carried out outside that window, the provider will give at least 24 hours notice by e-mail to the account address and by a notice in the application. Urgent security maintenance may be carried out without prior notice; the provider will report such work without undue delay.
An interruption within the scope of this article is not considered a breach of the provider’s obligations. This does not affect the liability provisions in Article 12. Where an individual Business-tier agreement provides for guaranteed availability, that agreement prevails over this article.
The provider may perform operational backups of infrastructure and data to restore the service after failure or incident. Such backups are not a substitute for archiving, accounting or legal retention by the customer and do not guarantee that any specific account state or individual document can be restored on request.
The customer must, to the extent required by its needs and legal duties, perform exports or other retention of its data outside the service. Regular export of critical data (e.g. document listings, PDF files) is recommended according to the customer’s internal rules.
10. Term, account termination and data deletion
The contractual relationship under these Terms is generally concluded for an indefinite period and lasts for the lifetime of the account and authorized use of the service, unless otherwise agreed between the parties.
The customer may terminate the account and use of the service via the app or by contacting support. The provider may terminate or restrict the account in case of material breach of these Terms, law or non-payment (paid plans), with notice proportionate to severity where required by law.
In addition to termination, the provider may temporarily suspend the account, an individual company or a particular feature of the service — in particular e-mail sending — where this is necessary to avert imminent harm to third parties, to other customers, to the operation of the service or to the provider’s reputation. Where the harm is immediate, typically where fraudulent or unsolicited messages are being sent or where the customer is acting under another party’s identity, the provider may suspend access even without prior notice; in other cases the provider will first call on the customer to remedy the situation and set a reasonable period to do so.
The provider will limit any suspension to the period and the scope necessary to avert the harm, and will notify the customer of the reason for it at the account e-mail without undue delay. For the duration of the suspension, customer content is preserved and the periods for deleting an inactive account under this Section do not run; the period for deleting customer content runs only from termination of the contractual relationship, not from the suspension.
The customer may object to a suspension at contact@omniflow.cz and show that no breach occurred, or that it was a mistake or misuse of the account by a third party. The provider will respond to the objection without undue delay, generally within 5 business days; if the ground for the suspension is not confirmed, access is restored. For a paid plan, a period of suspension whose ground was not confirmed does not count towards the paid subscription period.
After the end of a trial without switching to a paid plan, the account moves to the free Start plan and data is not deleted (Section 8). The provider is, however, entitled to delete an inactive account: an account with no data (no documents, contacts or products) no earlier than after 90 days without a sign-in, an account with data no earlier than after 6 months without a sign-in, generally no later than 12 months from the last activity. For paid plans these periods start only after the end of the paid subscription period. Deletion is always preceded by at least two notices to the account e-mail with the option to export data; signing in interrupts the periods.
After termination of the contractual relationship or account cancellation, the provider may delete customer content in the service, generally no earlier than after 30 days and no later than 90 days from termination, unless law requires longer retention or the parties agree otherwise. After that period, data may not be recoverable. Before expiry, the provider may assist with export on express request if technically and operationally feasible.
The owner of the customer account may request account deletion at any time. Requests from data subjects (e.g. the customer’s clients) whose data the customer processes in the service are handled by the customer as the controller of that data; the provider, as processor, will provide the necessary assistance.
Technical and operational records (e.g. logs) may be retained for as long as necessary to operate the service, assert rights or meet legal obligations of the provider, as described in the Privacy policy.
11. Intellectual property
Rights to the software, OmniFlow brand, UI and provider documentation remain with the provider. The customer receives a non-exclusive right to use the service to the extent necessary for the duration of the relationship.
The customer remains the sole owner of customer content; the provider processes it to provide the service under the Privacy policy.
12. Liability and limitations
To the maximum extent permitted by law, the provider is not liable for lost profit, indirect damage or damage from customer decisions based on service data, third-party outages or unauthorized access due to weak account security.
Aggregate liability for providing the service is otherwise limited to fees paid for the service for the relevant billing period (or a lower amount where required by law), except intent, gross negligence, personal injury or other cases where liability cannot be excluded.
13. Personal data
Processing of personal data in connection with the service is governed by the Privacy policy in the application. This does not affect rights and duties as processor and controller under a data processing agreement if agreed between the parties.
14. Changes to the Terms
The provider may change the Terms. The provider will notify the customer at least 30 days before the effective date by e-mail to the account address and by a notice in the application. The customer may reject the change and terminate the contract before it takes effect; for paid tiers, the unused part of the prepaid period will be settled. If the customer does not reject the change and continues to use the service after the effective date, the change is deemed accepted.
15. Final provisions
These Terms are governed by the laws of the Czech Republic; mandatory provisions of European Union law, where they take precedence, remain unaffected.
Disputes fall under the jurisdiction of Czech courts with subject-matter and local competence according to the provider’s registered office, unless mandatory law provides otherwise.
If any provision is invalid or unenforceable, the remainder remains in effect; the parties undertake to replace invalid provisions with terms that best reflect the original intent.
Contact for objections and support: contact@omniflow.cz.