TERMS & CONDITIONS

Effective Date: 9 November 2025
Company: Axle Flow LTD (“Axle Flow”, “we”, “us”, “our”)

These Terms and Conditions govern your access to and use of Axle Flow’s website, software, AI agents, automation systems, and related services (collectively, the “Services”). By accessing or using our Services, you agree to be bound by these Terms.

If you do not agree with these Terms, you must not use our Services.

1. Who We Are

Axle Flow LTD is a company registered in England and Wales.

Website: https://axleflow.ai
 Contact: [email protected]

We provide AI-powered call answering, chat and voice agents, CRM and automation systems, and related consulting and implementation for businesses.

2. Acceptance of Terms

By:

  • Visiting or using our website,

  • Engaging us to set up AI agents, funnels, or automations,

  • Accessing any dashboard, portal, or system provided by Axle Flow,

you confirm that:

  1. You have read, understood, and agree to these Terms;

  2. You are entering into this Agreement on behalf of a business or as a professional (B2B use);

  3. You have the authority to bind that business to these Terms.

If you do not accept these Terms, do not use our Services.

3. Changes to These Terms

We may update these Terms from time to time. When we do:

  • We will update the “Effective Date” above.

  • Material changes may be communicated via email, dashboard notice, or on our website.

Your continued use of the Services after changes are posted means you accept the updated Terms.

4. Scope of Services

Axle Flow provides, among other things:

  • AI call answering and AI chat/voice agents

  • Lead capture, qualification, and booking workflows

  • Integration with third-party systems (e.g. booking tools, CRMs, telephony providers)

  • Ongoing support, optimisation, and analytics (where included in your plan)

We may modify, improve, or discontinue parts of the Services at any time, provided this does not materially breach any existing paid agreement.

5. Accounts, Access & Security

To use certain Services, you or your business may be given:

  • Logins to dashboards or portals; or

  • Dedicated numbers, AI agents, or tracking systems.

You agree to:

  • Keep all login details secure and confidential;

  • Ensure only authorised staff access your account;

  • Notify us promptly of any suspected unauthorised access.

You are responsible for all activity that occurs under your accounts, numbers, or environments we configure for you.

We reserve the right to suspend or terminate access if we suspect misuse, security risk, or breach of these Terms.

6. Client Responsibilities

You agree that you will:

  1. Provide Accurate Information
    All information you provide to us (business details, pricing, availability, policies, etc.) must be accurate and kept up to date. Our AI agents and workflows rely on this.

  2. Use Services Lawfully
    You will not use our Services for any illegal, harmful, or improper purpose, including (without limitation):

    • Spam or unsolicited mass messaging;

    • Misleading or fraudulent communications;

    • Harassment, abuse, hate, or discriminatory behaviour;

    • Collection or processing of personal data in breach of applicable law.

  3. Compliance with Laws
    You are responsible for complying with all laws relevant to your business and your use of our Services, including:

    • Data protection and privacy laws (including UK GDPR and Data Protection Act 2018);

    • Sector-specific regulations;

    • Marketing, telephony, and consent rules where applicable.

  4. Content Ownership & Instructions
    You are solely responsible for:

    • The content we implement into your AI agents, emails, and automations;

    • Instructions you give us about how your AI should respond;

    • Any representations made to your customers via our systems on your behalf.

We act on the basis of information and instructions you provide.

7. Fees, Payment & Billing

7.1 Subscription & Service Fees

By signing up to our Services, you agree to pay:

  • Setup/onboarding fees (if applicable);

  • Recurring subscription or retainer fees as per your selected plan or proposal;

  • Any usage-based or add-on fees (e.g. telephony, AI usage, additional agents) as specified.

Unless otherwise stated, all fees are:

  • Payable in advance (monthly, annually, or as agreed in writing).

7.2 Payment Terms

  • Payments are taken via the payment method you authorise (e.g. card, direct debit, invoice).

  • If a payment fails, we may suspend your Services until payment is resolved.

  • Persistent non-payment may result in termination.

7.3 Price Changes

We may adjust our pricing. Any changes to your active subscription will:

  • Be notified in advance; and

  • Take effect from your next billing cycle (unless otherwise agreed).

Continued use after the new rates apply constitutes acceptance.

7.4 Cancellations & Refunds

  • You may cancel your subscription or agreement at any time.

  • On cancellation, Services will continue until the end of the paid billing period.

  • No refunds are issued for partial periods, unused time, or unutilised capacity, except where required by law or expressly agreed in writing.

8. Intellectual Property

8.1 Our IP

All materials, code, workflows, configurations, branding, documentation, and content created by or belonging to Axle Flow (the “Axle Flow Materials”) are owned by us or our licensors.

Except as expressly permitted, you must not:

  • Copy, reproduce, or redistribute the Axle Flow Materials;

  • Resell our platform, prompts, agents, or systems as your own product;

  • Reverse engineer or attempt to extract proprietary logic.

We grant you a limited, non-exclusive, non-transferable licence to use the Axle Flow Materials solely for your internal business purposes and only while you are a paying client.

8.2 Your IP

You retain ownership of:

  • Your logos, brand assets, text, pricing, policies, and any content you provide;

  • Customer data and business data originating from your systems.

You grant us a licence to use this material solely for:

  • Configuring, training, and operating your AI agents and systems;

  • Presenting case studies or testimonials where you have expressly consented.

9. Third-Party Services & Integrations

Our Services may integrate with or rely on third-party platforms (e.g. telephony providers, CRMs, booking systems, email tools, AI APIs).

You acknowledge that:

  • Each third-party service is governed by its own terms and policies;

  • We do not control third-party uptime, performance, pricing, or data handling;

  • We are not liable for failures or issues arising from third-party platforms.

Where we act as your technical implementer of a third-party tool, you remain ultimately responsible for your compliance with that provider’s terms and with applicable law.

10. Data Protection & Privacy

We process certain personal data in the course of providing our Services.

  • Our handling of personal data is described in our Privacy Policy.

  • Depending on the setup, we may act as:

    • A data processor on your behalf (e.g. handling leads/customers in your systems); and/or

    • An independent controller for our own business records and analytics.

Where required, a separate Data Processing Agreement (DPA) will apply alongside these Terms.

You confirm that:

  • You have a lawful basis to share any personal data with us;

  • You will comply with all applicable data protection laws in your use of our Services.

11. Confidentiality

Both parties agree to:

  • Keep each other’s confidential information secret; and

  • Use it only for the purpose of delivering or receiving the Services.

Confidential information does not include information that is public, independently developed, or lawfully received from a third party.

12. Disclaimer of Warranties

The Services are provided on an “as is” and “as available” basis.

We do not guarantee that:

  • The Services will be uninterrupted, error-free, or free from vulnerabilities;

  • Any specific number of leads, bookings, revenue, or conversions will be achieved;

  • AI-generated responses will be 100% accurate in all circumstances.

To the fullest extent permitted by law, we exclude all warranties, conditions, and representations, whether express or implied, including fitness for a particular purpose, non-infringement, and accuracy.

You are responsible for periodically reviewing AI outputs and configurations to ensure they remain correct for your business.

13. Limitation of Liability

Nothing in these Terms limits or excludes liability for:

  • Death or personal injury caused by negligence;

  • Fraud or fraudulent misrepresentation; or

  • Any other liability that cannot be excluded under applicable law.

Subject to the above:

  1. We shall not be liable for:

    • Loss of profits, revenue, business, or anticipated savings;

    • Loss or corruption of data;

    • Loss of goodwill or reputation;

    • Indirect, incidental, special, or consequential loss or damage.

  2. Our total aggregate liability arising out of or in connection with the Services and these Terms (whether in contract, tort, negligence, or otherwise) shall not exceed:

    • The total fees paid by you to Axle Flow in the three (3) months immediately preceding the event giving rise to the claim.

If you are dissatisfied with the Services, your sole and exclusive remedy is to cease using them.

14. Indemnity

You agree to indemnify and hold harmless Axle Flow, its directors, officers, employees, contractors, and affiliates from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising out of or related to:

  • Your use of the Services in breach of these Terms;

  • Any content, instructions, or data you provide;

  • Your breach of applicable laws or regulations.

15. Termination & Suspension

We may suspend or terminate your access to the Services if:

  • You fail to pay fees when due;

  • You materially breach these Terms and do not remedy within a reasonable time;

  • We reasonably believe your use poses a security, legal, or reputational risk.

On termination:

  • All licences granted to you under these Terms will end;

  • We may disable access to dashboards, numbers, and systems we control;

  • We may retain data only as required by law or as outlined in our Privacy Policy or DPA.

16. Publicity

Unless otherwise agreed in writing:

  • We may refer to you as a client of Axle Flow (e.g. logo on our site, anon case studies);

  • We will never disclose sensitive internal data without your consent.

You may opt out of publicity by emailing us.

17. Governing Law & Jurisdiction

These Terms and any dispute arising out of or in connection with them (including non-contractual disputes) shall be governed by and construed in accordance with the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction to settle any such dispute.

18. Other Legal Bits

  • Entire Agreement: These Terms, together with any order form, proposal, DPA, or written agreement between us, form the entire agreement.

  • Severability: If any provision is found invalid or unenforceable, the rest shall continue in full force.

  • Assignment: You may not assign or transfer your rights under these Terms without our written consent. We may assign to an affiliate or successor as part of a restructure or sale.

  • No Waiver: Failure to enforce any provision is not a waiver of that provision.

19. Contact

For questions about these Terms, please contact:

Axle Flow LTD
Email: [email protected]