Terms & Conditions

1. Definitions

1.1 Meetflows: Meetflows is a trade name of Amicis Media VOF. Any reference to "Meetflows" in these Terms refers to Amicis Media VOF, registered at Alexanderstraat 16a, 5583BK Waalre, the Netherlands (KvK 87868024).

1.2 Client: Any natural or legal person purchasing services from Meetflows.

1.3 Services: Marketing services, AI automations, software (including the whitelabel CRM and automations), websites, funnels, advertising campaigns, and all related work provided by Meetflows.

1.4 Agreement: The agreement between Meetflows and the Client.

1.5 Software: All digital products, AI agents, automations, dashboards, portals, and systems provided by Meetflows.

1.6 Personal Data, Processing, Controller, Processor, Sub-processor: As defined under the General Data Protection Regulation (GDPR).

2. Applicability

2.1 These Terms apply to all offers, agreements, services, and products provided by Meetflows.

2.2 Deviations are only valid if agreed in writing by Meetflows.

2.3 The Client's terms and conditions are expressly excluded.

2.4 These Terms apply exclusively to B2B clients; they do not apply to consumers.

2.5 Whenever Meetflows processes Personal Data on behalf of the Client, the Data Processing Agreement (DPA) in Section 19 applies.

3. Services & Delivery

3.1 Meetflows provides marketing services, AI solutions, websites, funnels, advertising campaigns, and software solutions.

3.2 Work may include, without limitation:

• developing websites, landing pages, and funnels;
• setting up a customized CRM and automation environment;
• building and managing AI agents for lead follow-up;
• implementing review-generation systems;
• managing advertising campaigns via Meta and Google (optional).

3.3 Meetflows may subcontract work to third parties.

4. Subscriptions & Term

4.1 All software, automation, and CRM-related services are provided on a 30-day subscription basis.

4.2 Subscriptions renew automatically unless cancelled in accordance with these Terms.

4.3 Subscriptions are cancelable monthly unless agreed otherwise.

4.4 Cancellation must be submitted in writing via email.

5. Pricing & Payment

5.1 All prices are exclusive of VAT unless stated otherwise. Non-EU clients may be exempt from VAT; EU B2B reverse-charge rules may apply.

5.2 Payment is due in advance through automatic payment (credit card, PayPal, direct debit, or similar).

5.3 If payment is not received by the due date, the following procedure applies.

5.4 Late Payment

• A first payment reminder is sent with a 7-day payment deadline.
• If unpaid, a second reminder follows with a 5-day deadline.
• If still unpaid, a final notice is issued, placing the Client formally in default.
• If payment is still not received after the final notice, Meetflows may:
  • suspend or block access to all services and Software immediately;
  • transfer the outstanding amount to a debt collection agency or legal representative.
• All additional collection costs, legal fees, and interest are fully payable by the Client.
• All ongoing obligations (subscriptions, campaigns, systems) remain due until the outstanding balance is fully settled.

6. Website Subscription & Ownership

6.1 Websites developed by Meetflows are provided as part of the Client's active subscription and remain the property of Meetflows for the duration of the Agreement.

6.2 The minimum subscription term for website services is twelve (12) months (the "Minimum Term"). During the Minimum Term, the subscription cannot be cancelled unless the Client exercises the Early Buyout option described in Section 6.4.

6.3 After the Minimum Term, the subscription continues on a month-to-month basis and may be cancelled at any time with 30 days' written notice. Upon cancellation after the Minimum Term, the Client retains full ownership of the website, including all design, content, and associated files.

6.4 Early Buyout: If the Client wishes to cancel the subscription before the end of the Minimum Term and retain ownership of the website, the Client must pay the remaining monthly fees for the balance of the Minimum Term in a single lump-sum payment (the "Buyout Fee"). Upon receipt of the Buyout Fee, ownership of the website transfers to the Client.

6.5 If the Client cancels the subscription before the end of the Minimum Term without paying the Buyout Fee, the website will be taken offline and all associated files, designs, and content will be retained by Meetflows. Meetflows is under no obligation to provide copies or backups of the website to the Client in this case.

6.6 After ownership has transferred to the Client (either through completion of the Minimum Term or payment of the Buyout Fee), Meetflows is not responsible for ongoing hosting, maintenance, updates, security, or performance of the website unless a separate agreement is in place.

7. No Refund Policy

7.1 All payments made to Meetflows are final and non-refundable. This includes subscription fees, setup fees, usage-based charges, and any other fees paid under the Agreement.

7.2 By purchasing any services from Meetflows, the Client acknowledges that services are custom-built, immediately initiated upon payment, and non-reversible once delivery has begun.

7.3 Early cancellation of a subscription does not entitle the Client to a refund for any unused portion of a prepaid period.

8. Chargebacks

8.1 The Client agrees not to initiate a chargeback or payment dispute for services rendered under this Agreement.

8.2 In the event of a chargeback, Meetflows reserves the right to submit evidence of contract acceptance, platform usage, and delivery documentation to the payment provider in response to the dispute.

8.3 If a chargeback is filed, Meetflows may immediately suspend or terminate all services and access to the Software without notice.

8.4 The Client shall be liable for the full disputed amount plus any associated administrative fees, collection costs, and legal fees incurred by Meetflows as a result of the chargeback.

9. Delivery of Services

9.1 Services are considered delivered and fulfilled once:

• (a) the Client's website has been completed and made available for review;
• (b) CRM, automation, and software setup has been finalized;
• (c) the Client has been provided with login credentials and onboarding instructions.

9.2 The Client is responsible for reviewing deliverables in a timely manner. If the Client does not respond to a delivery notification within fourteen (14) days, the services shall be deemed accepted.

9.3 Onboarding support and training may be provided but are not a prerequisite for fulfillment.

10. Usage-Based Charges

10.1 In addition to subscription fees, the Client may incur usage-based charges for services including but not limited to: SMS and MMS messaging, voice calls, phone number provisioning, AI usage, and number intelligence services.

10.2 Current usage rates are published in the Client's dashboard or provided upon request. Meetflows reserves the right to adjust usage rates with 30 days' written notice.

10.3 Usage charges are billed automatically via the Client's stored payment method. The Client is responsible for maintaining a valid payment method at all times.

10.4 Meetflows is not liable for charges incurred due to the Client's own usage patterns, including but not limited to high-volume messaging, excessive AI usage, or international calls.

11. Consent at Checkout

11.1 By purchasing any services from Meetflows, whether through the website, checkout page, or any other method, the Client confirms that:

• (a) they have read, understood, and agree to these Terms & Conditions;
• (b) they accept the No Refund Policy as described in Section 7;
• (c) they waive the right to initiate chargebacks for services rendered as described in Section 8;
• (d) they acknowledge the Website Subscription & Ownership terms as described in Section 6.

11.2 Meetflows reserves the right to require explicit acceptance of these Terms via a checkbox or digital signature prior to providing any services.

12. No Guarantee of Results

12.1 Meetflows performs its work to the best of its ability but provides no guarantee regarding results such as lead volume, revenue, profit, cost reduction, or search engine rankings.

12.2 Results depend partly on external factors outside Meetflows' control.

12.3 The Client cannot hold Meetflows liable for disappointing results unless caused by intent or gross negligence.

13. Liability

13.1 Meetflows is not liable for direct or indirect damages, consequential damages, lost profits, or damages caused by failures of third-party systems.

13.2 If liability is established, it is limited to the invoice amount of the month in which the damage occurred, to the maximum extent permitted by law.

13.3 Meetflows is not responsible for errors, outages, or limitations of advertising platforms, APIs, AI models, CRM systems, or other third-party software.

13.4 The Client indemnifies Meetflows against all third-party claims related to the use of Software, AI agents, campaigns, automations, or data processed through these systems.

14. Software Use, Fair Use & Restrictions

14.1 The Client receives a non-exclusive, non-transferable, non-sublicensable, revocable license to use the Software for the duration of the subscription.

14.2 The Client is prohibited from:

• copying, reproducing, reverse-engineering, or distributing the Software;
• using AI agents or automations for spam, illegal activities, or abusive behavior;
• circumventing, overloading, or abusing systems or security layers;
• using APIs in violation of Meta, Google, WhatsApp, or other partner policies.

14.3 Meetflows may block accounts, restrict usage, or investigate traffic in case of suspected abuse.

14.4 All intellectual property rights to Software, AI solutions, advertising assets, copywriting, visuals, campaigns, code, and system structures remain the exclusive property of Meetflows.

14.5 Use of the Software must comply with applicable privacy laws. When Meetflows processes Personal Data for the Client, the Data Processing Agreement in Section 19 applies.

15. Support

15.1 Support is provided via email or ticketing.

15.2 Meetflows aims to respond within 48 business hours.

15.3 Priority support or custom development is not included and may incur additional fees.

16. Force Majeure

16.1 Meetflows is not liable for failure to perform due to force majeure, including but not limited to: system outages, network failures, data center incidents, API errors, illness, strikes, or governmental actions.

16.2 In case of force majeure, Meetflows may suspend services without compensation.

17. Disputes

17.1 Parties will attempt to resolve disputes amicably.

17.2 If resolution is not possible, disputes shall be submitted exclusively to the competent court in the Netherlands, unless mandatory local law requires otherwise.

18. Amendments

18.1 Meetflows may amend these Terms at any time.

18.2 Amendments also apply to existing Clients, provided they are communicated in advance.

19. Data Processing Agreement (DPA)

This DPA forms an integral part of the Terms & Conditions.

19.1 Roles

The Client acts as the Controller. Meetflows acts as the Processor.

19.2 Purpose of Processing

Meetflows processes Personal Data solely for delivering:

• CRM setup and configuration;
• lead qualification and follow-up;
• appointment scheduling;
• AI-based communication;
• analytics, reporting, and funnel tracking;
• advertising campaign management;
• any additional Services agreed in writing.

19.3 Categories of Data Subjects

• Leads and prospects;
• customers;
• employees/personnel of the Client;
• website form submitters;
• social media leads collected via Meta, Google, or other platforms.

19.4 Categories of Personal Data

Including but not limited to:

• name, email address, phone number;
• lead form data;
• conversation transcripts;
• appointment data;
• CRM fields;
• IP addresses and metadata.

Special categories of data (e.g., health data) are not permitted unless explicitly agreed in writing.

19.5 Instructions

Meetflows processes Personal Data only according to the Client's documented instructions. Use of the Services is deemed an instruction.

19.6 Sub-processors

The Client authorizes Meetflows to use Sub-processors including, but not limited to:

• hosting providers;
• AI model providers;
• CRM systems;
• email/SMS/WhatsApp delivery providers;
• automation platforms (e.g., N8N, Cloud AI);
• advertising platforms (Meta, Google).

A current list is available upon request.

19.7 International Transfers

For transfers of Personal Data outside the EEA, Meetflows will use Standard Contractual Clauses (SCCs), or another lawful transfer mechanism.

19.8 Confidentiality

All personnel authorized to process Personal Data are bound by confidentiality obligations.

19.9 Security

Meetflows implements appropriate technical and organizational measures, such as:

• encrypted storage and transmission;
• access control and authentication;
• secure API communication;
• isolation of Client environments.

19.10 Data Breaches

Meetflows will notify the Client without undue delay upon becoming aware of a Personal Data breach.

19.11 Assistance

Meetflows will assist the Client, where legally required, with data subject requests, Data Protection Impact Assessments (DPIAs), and regulatory inquiries. Additional work may be billed separately.

19.12 Return or Deletion of Data

Upon termination of the Agreement, Meetflows will delete Personal Data, or return it to the Client upon request, unless retention is required by law.

19.13 Audits

The Client may conduct one audit per year with reasonable notice and without disrupting operations. Extensive audits may incur costs.

19.14 Liability

Liability under this DPA follows the limitation clauses described in Section 13 of the Terms & Conditions.

20. Relationship Between Terms & DPA

In the event of a conflict between the Terms & Conditions and this DPA, the DPA prevails solely for matters relating to Personal Data.

21. SMS Program & Messaging Terms

21.1 SMS Program Description: Amicis Media (operating as Meetflows) provides web design and digital marketing services. As part of our services, we offer an SMS messaging program to provide transactional notifications (appointment confirmations, service updates, account alerts) and, with separate consent, marketing and promotional messages related to our services.

21.2 How Consent Is Collected: SMS consent is collected through a clearly marked opt-in form on our website, where you voluntarily provide your phone number and explicitly agree to receive SMS messages by checking a consent box. Consent to receive SMS messages is not a condition of purchasing any service from Meetflows.

21.3 Message Frequency: Message frequency varies depending on your interactions and the services you use.

21.4 Opt-Out: You may opt out of receiving SMS messages at any time by replying STOP to any message you receive from us. After opting out, you will receive a one-time confirmation message and no further SMS messages unless you re-subscribe. Opting out of SMS will not affect your access to any other Meetflows services.

21.5 Support Contact: For help with SMS messaging, reply HELP to any message. You will receive a response containing our contact information and opt-out instructions. You can also reach us directly at:

Email: info@meetflows.ai
Phone: +31 (6) 20710828

21.6 Message & Data Rates: Standard message and data rates may apply depending on your mobile carrier and plan. Amicis Media is not responsible for any charges imposed by your carrier.

21.7 Carrier Liability Disclaimer: Carriers (e.g., T-Mobile, AT&T, Vodafone) are not liable for delayed or undelivered messages. Message delivery is subject to effective transmission from your network operator.

21.8 Age Restriction: Our SMS messaging program is intended for users aged 18 and older. By opting in, you confirm that you are at least 18 years of age.

21.9 Privacy: Your phone number and SMS consent data are handled in accordance with our Privacy Policy. We do not sell, rent, or share your opt-in data or phone number with third parties for their marketing purposes.

Contact

Email: info@meetflows.ai
Phone: +31 (6) 20710828
Address: Alexanderstraat 16a, 5583BK Waalre, The Netherlands