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, an integral part consists in particular of the Privacy policy in its current version.
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).
- Organisation / 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 organisation 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 authorised 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 unauthorised 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.
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; short maintenance or exceptional outages may occur. 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 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
Current pricing, any trial period and limits follow information in the app, the operator’s website or a separate contract or order. The length of a trial, if offered, and its restrictions are stated in the service interface at the date of registration.
For paid subscriptions, payment terms follow the invoice or payment gateway; in case of default or licence termination, access may be restricted per system settings and these Terms. Changes to prices and subscription terms will be communicated in a manner consistent with law and these Terms.
9. Backups, availability and operational backups
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 authorised 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.
After the end of a trial without switching to a paid plan, if a trial is offered, customer data may be deleted after a period stated in the service interface or in provider communication (typically at least several days allowing export).
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.
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 unauthorised 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. Material changes will be communicated appropriately (e.g. in-app or by e-mail), with a reasonable period before effective date where required by law. If the customer disagrees, they may stop using the service and close the account; continued use after the effective date may constitute consent under law.
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.