Terms & Conditions
v2
Provider:
Techbox Technology LLC,
Commercial Registration No. 04378,
Address:
Office No. 115-116Register04, Floor No. 1, Regus Business Centre, No. 67, Doha, Qatar
("Techbox", "we", "us"). Service: FlowDesk, a cloud workflow, approvals and audit-trail platform available at flowdeskme.com and related sub-domains (the "Service").
1. Acceptance and Scope
1.1 These Terms form a binding agreement between Techbox and the company or organisation that registers for the Service (the "Customer"). The Service is offered to businesses only, not to consumers.
1.2 The person who registers or clicks "I accept" confirms that they are at least 18 years old and are authorised to bind the Customer. If they are not, they must not use the Service.
1.3 Using the Service, ticking the acceptance box, or the Company Admin accepting a new version of the Terms in the platform constitutes acceptance. The Privacy Statement and any signed order form form part of this Agreement; if they conflict with these Terms, the signed order form prevails, then these Terms, then the Privacy Statement.
2. Definitions
• Authorised User: an employee or contractor of the Customer to whom the Customer assigns a Licence.
• Company Admin: the Authorised User(s) who administer the Customer's account, purchase Licences and bind the Customer.
• Licence: a paid seat for one Authorised User or one AI Employee.
• AI Employee: an automated workflow step that uses an AI model to process inputs defined by the Customer.
• Integration: a connection configured by the Customer between a workflow and a third-party system.
• Customer Content: all data the Customer or its users enter, upload, generate or route through the Service, including forms, submissions, attachments, comments, approvals, workflow definitions and audit records.
• Personal Data: has the meaning in Qatar Law No. 13 of 2016 on Personal Data Privacy Protection (the "PDPPL").
• Security Incident: a confirmed breach of security leading to accidental or unlawful destruction, loss, alteration or unauthorised disclosure of, or access to, Customer Content.
3. The Service
3.1 FlowDesk lets the Customer build forms and approval workflows, route requests, delegate approvals, keep an audit trail and view dashboards, in Arabic and English.
3.2 We may improve, change or retire features. If we remove a material feature during a paid term we will give reasonable notice. Beta features and sample files are provided as-is without warranty.
3.3 The Service is a tool. It does not provide legal, financial, HR or compliance advice, and the Customer remains responsible for its own business decisions and for the content of its workflows.
4. Accounts and Administrators
4.1 The Customer must provide accurate registration information and keep it current. We may refuse or close an account if information is false.
4.2 The Company Admin acts as the Customer's authorised representative; any act of a Company Admin is treated as an act of the Customer. The Customer is responsible for appointing competent admins, for keeping credentials confidential, for removing users who leave, and for all activity under its account.
4.3 The Customer must tell us promptly at info@techbox.website if it suspects unauthorised access to its account. We are not responsible for loss caused by credentials that the Customer or its users failed to protect.
5. Free Trial
5.1 New accounts receive a free trial of 14 days, subject to limits we set (currently up to 100 seats and 50 AI runs per day). The trial is provided as-is, without support commitment or warranty.
5.2 When the trial ends the account must move to a paid plan. Data of an unpaid account that stays inactive for 120 consecutive days may be deleted after notice to the Company Admin, who may export data before then.
6. Licences, Fees and Payment
6.1 The Service is charged per Licence per month or per year, in Qatari Riyals (QAR), at the price shown in the Subscriptions page when the Customer buys or renews. Each AI Employee consumes one Licence.
6.2 For pricing purposes a month is 30 days. Added Licences end on the same date as the current term. Renewal renews all Licences together.
6.3 Payment is made online through our payment provider (currently SkipCash). We do not receive or store card numbers. Fees are payable in advance, exclude any taxes that apply by law, and invoices are issued after payment is confirmed.
6.4 We may change prices; a change applies only from the next renewal, with at least 30 days' notice.
6.5 Refunds. Fees already paid are non-refundable, including for unused Licences or partial periods, except (a) where the law requires otherwise, (b) where we materially breach this Agreement and fail to cure within 30 days, or (c) where the Customer terminates under Clause 23.3. In (b) and (c) we refund the prepaid fees for the unused period.
6.6 If payment is not received by the end of the term plus a grace period of 7 days, we may suspend access until payment is made (Clause 7).
6.7 One-time services such as account setup, workflow study and training are charged under a separate quotation.
7. Suspension
7.1 We may suspend access, in whole or part, (a) for non-payment after the grace period, (b) if no Licence is assigned, (c) if the Company Admin has not accepted a new version of these Terms within 7 days of notice, (d) for suspected illegal activity, security risk or breach of Clause 8, or (e) when required by a court or authority.
7.2 The Company Admin can still sign in to a suspended account to resolve the cause (for example to pay or accept the Terms). Access is restored promptly once the cause is resolved. Objections to a suspension may be sent to info@techbox.website within 30 days.
8. Acceptable Use
The Customer and its users must not: (a) break any applicable law; (b) upload unlawful, defamatory, abusive or infringing content, or content that offends public morals or religion; (c) store or process other people's Personal Data without a lawful basis and proper notice; (d) attempt to gain unauthorised access, probe, scan or test the Service's security without written permission; (e) introduce malware or overload the Service; (f) share one Licence between several people; (g) resell the Service or build a competing service from it; (h) reverse-engineer it except where law allows; (i) use it for benchmarking against competitors; (j) send spam or phishing through it; (k) use AI Employees or Integrations for unlawful decisions or to bypass legal requirements.
9. Customer Content
9.1 The Customer owns its Customer Content. It grants us a limited, non-exclusive licence to host, copy, process, transmit and display it solely to provide, secure, back up and support the Service. We do not use Customer Content for marketing or sell it.
9.2 The Customer is solely responsible for Customer Content, for having the right and lawful basis to upload it (including informing its employees and others about the processing), and for the accuracy of what it submits.
9.3 The Service is not designed for "special nature" Personal Data under the PDPPL (for example health, race, religion, marital status, criminal records, or children's data). The Customer must not upload such data unless it has all required approvals and has told us in writing beforehand.
9.4 We may use anonymous technical metrics (for example performance and usage counts) that do not identify the Customer or any individual to run and improve the Service.
10. Data Protection
10.1 Roles. For Customer Content that contains Personal Data, the Customer is the controller and Techbox is the processor, acting only on the Customer's documented instructions (the Agreement and the Customer's use of the features). For account, billing and website data, Techbox is the controller, as described in the Privacy Statement.
10.2 Our processor commitments. We will: process Personal Data only to provide the Service; keep it confidential and limit access to staff who need it; apply the security measures in Clause 11; use sub-processors only as listed in the Privacy Statement and stay responsible for them; help the Customer respond to data-subject requests and regulator enquiries, at reasonable cost where significant; notify the Customer of Security Incidents as in Clause 12; and delete or return data at the end of the Agreement (Clause 22).
10.3 Customer commitments. The Customer is responsible for its own compliance with the PDPPL and any other data-protection law that applies to it in the countries where it or its employees operate (including other Gulf States and Jordan), including notices, consents and retention.
10.4 Hosting and transfers. Customer Content is hosted on servers rented from Contabo in Germany and some processing takes place with the third-party providers in the Privacy Statement, some outside Qatar. The Customer consents to these transfers, and we take measures to protect the data in line with the PDPPL.
11. Security and Hosting
11.1 We apply reasonable technical and organisational measures appropriate to the risk, including: encrypted connections (HTTPS), encryption of stored integration credentials, role-based access, audit logging, separate production and test environments, daily database backups with off-server copies, and limiting administrative access to named personnel.
11.2 Our infrastructure relies on third-party providers, including Contabo (server hosting) and Cloudflare (DNS and network services). Their services are used on the plans we have chosen and are subject to their own terms.
11.3 Access to Customer Content. As a matter of policy we do not view Customer Content. We access it only (a) when the Customer asks for support or an onboarding service and authorises it, (b) to the extent necessary to maintain, secure, back up or restore the Service, (c) to prevent or investigate abuse or a security incident, or (d) where the law or a competent authority requires it. Platform administrators can manage account-level settings (for example suspension, user management and password resets) and system operators hold technical access to the infrastructure, but such access is restricted and logged where possible.
11.4 No absolute security. No system is completely secure. The Customer acknowledges that, despite reasonable measures, unauthorised access, loss or disruption may occur through events beyond our reasonable control. The Customer must also apply its own security practices (strong passwords, prompt removal of leavers, careful role assignment) and keep its own copies of critical records.
12. Security Incidents
12.1 If we become aware of a Security Incident affecting Customer Content, we will notify the Company Admin by email without undue delay and within the period required by law, and in any case as soon as reasonably possible (target: within 72 hours of becoming aware). We will share what we know, the measures taken and recommended steps.
12.2 The Customer, as controller, is responsible for deciding whether to notify the competent authority (the National Cyber Security Agency or its successor) and affected individuals, and we will cooperate and provide reasonable information to help it do so.
12.3 Our notice or cooperation is not an admission of fault or liability. Our responsibility for a Security Incident is governed by Clause 19: we are liable only where the incident results from our breach of this Agreement or of the law, or our fraud or gross negligence, and not for incidents caused by events outside our reasonable control such as sophisticated criminal attacks despite compliance with Clause 11, failures of third-party providers, or the Customer's own acts or omissions.
13. Third-Party Services
13.1 The Service works with third parties, including those for hosting, email delivery, AI processing, payments and backup storage, listed in the Privacy Statement. We choose them with care but are not responsible for outages, changes or acts of third parties outside our reasonable control.
13.2 The Customer is responsible for the Integrations it configures, the credentials it provides, and the terms of any third-party system it connects. We may disable an Integration that threatens the Service.
14. AI Features
14.1 AI Employees use third-party AI models. Outputs may be incomplete or wrong. The Customer must review AI outputs where decisions matter and remains responsible for decisions taken on them. By design, when an AI Employee is uncertain or fails, the request is returned to a human.
14.2 Data sent to an AI Employee is only the inputs the Customer defines for that step. We do not use Customer Content to train AI models and we use the AI provider's commercial interface, but the provider processes the data under its own terms.
15. Availability and Support
15.1 We aim to keep the Service available but do not guarantee uninterrupted or error-free operation, and no uptime service level applies unless agreed in writing. We may carry out maintenance and will try to give notice of planned downtime.
15.2 Support is provided by email at info@techbox.website during Sun - Thursday 08:00 am - 05:00 pm, on a reasonable-efforts basis.
16. Intellectual Property
16.1 We own the Service, its software, design, trademarks (including FlowDesk and Techbox) and documentation. The Customer receives a limited, non-exclusive, non-transferable right to use the Service during the term for its internal business purposes.
16.2 If the Customer gives feedback, we may use it freely without obligation.
17. Confidentiality
Each party will keep the other's non-public information confidential, use it only for this Agreement and disclose it only to those who need it and are bound by confidentiality, except where required by law or a competent authority (in which case it will, where lawful, give prior notice). Customer Content is the Customer's confidential information.
18. Disclaimer of Warranties
To the maximum extent permitted by law, the Service is provided "as is" and "as available". We do not warrant that it will be uninterrupted, error-free, or completely secure, or that it will meet the Customer's particular legal or regulatory requirements. Nothing in this Agreement excludes liability that cannot be excluded under Qatari law.
19. Limitation of Liability
19.1 To the maximum extent permitted by law, Techbox is not liable for indirect, incidental, special or consequential loss, or for loss of profit, revenue, goodwill, business opportunity, or data, even if advised of the possibility.
19.2 Techbox's total liability under or in connection with this Agreement, for all claims together, is limited to the fees the Customer paid for the Service in the 12 months before the first event giving rise to the claim, or QAR 1,000 if higher.
19.3 Techbox is not liable for any loss caused by: a Force Majeure Event; a third-party provider; the Customer's or its users' breach, negligence or misuse; unauthorised access due to lost or shared credentials; Customer Content or its AI-output review; or a Security Incident that is not caused by our breach of Clause 11 or by our fraud or gross negligence.
19.4 Nothing in this Agreement limits liability for fraud, intentional wrongdoing or gross negligence, or any liability that cannot be limited under Qatari law.
19.5 Claims must be notified within 12 months of the Customer becoming aware of the event, to the extent the law allows.
20. Force Majeure
Neither party is liable for failure or delay caused by events beyond its reasonable control, including natural disasters, war, terrorism, government action, power or internet failure, failure of data-centre, hosting, network or cloud providers, widespread cyber-attacks (including denial-of-service) not preventable by reasonable measures, and pandemics (a "Force Majeure Event"). The affected party will use reasonable efforts to resume performance. Payment obligations for services already provided remain.
21. Customer Indemnity
The Customer will indemnify and hold harmless Techbox, its owners, officers and employees against claims, losses, fines and reasonable legal costs arising from (a) Customer Content, (b) the Customer's or its users' breach of this Agreement or of the law, or (c) any claim by an employee, user or third party relating to the Customer's use of the Service, except to the extent caused by Techbox's breach, fraud or gross negligence.
22. Term, Termination and Data
22.1 The Agreement starts when the Customer accepts it and continues until terminated. Paid terms run for the period purchased.
22.2 The Customer may stop renewing at any time; the Service continues until the end of the paid term.
22.3 Either party may terminate for the other's material breach not cured within 30 days of written notice. We may terminate or suspend immediately for serious abuse, illegal use or security threat.
22.4 After termination the Customer's access stops. The Company Admin may export data for 30 days from the effective date of termination. After that we delete the Customer's data from live systems, and from backups within the following 30-day backup cycle. We may keep records that the law requires us to keep (for example invoices and accounting records) and logs needed to defend legal claims.
22.5 Clauses that by their nature should survive (including 9, 17, 18, 19, 21 and 26) survive termination.
23. Changes to these Terms
23.1 We may update these Terms. We will notify the Company Admin by email and in the platform. Material changes apply once accepted by the Company Admin or after 7 days from notice, whichever is earlier, and the platform may require acceptance as a condition of continued access.
23.2 For changes that reduce the Customer's rights substantially, the Customer may terminate by notice within 30 days of the notice.
23.3 If the Customer terminates under Clause 23.2 it receives a refund of the prepaid fees for the unused period.
24. Notices
Notices to the Customer go to the Company Admin's registered email and may be shown in the platform. Notices to Techbox go to info@techbox.website. Email notices are effective when sent unless a delivery failure is received.
25. General
25.1 This Agreement is the entire agreement on its subject and replaces earlier understandings. Neither party may assign it without consent, except that Techbox may assign it to an affiliate or a successor to its business with notice.
25.2 If any provision is invalid or unenforceable, the rest remains in force and the provision will be replaced by a valid one closest to its purpose. A failure to enforce a right is not a waiver.
25.3 Language. These Terms are published in Arabic and English. If they differ, the Arabic version prevails.
26. Governing Law and Jurisdiction
26.1 This Agreement and any dispute arising from it are governed by the laws of the State of Qatar.
26.2 The parties will first try to resolve any dispute amicably by written notice and discussion for 30 days. If unresolved, the competent courts of the State of Qatar in Doha have exclusive jurisdiction. Nothing prevents either party from seeking urgent interim relief from those courts.
27. Contact
Techbox Technology LLC, Office No. 115-116Register04, Floor No. 1, Regus Business Centre, No. 67, Doha, Qatar, Legal: info@techbox.website · Support: info@techbox.website · Phone: +974 30 993 554