Legal
Terms of Services
Privacy Policy
Data Policy
Cookie Policy
Terms & Conditions
Effective Date:
2025, November 01.
Last Reviewed:
2025, November 06.
Welcome to Aptlyflow (“Aptlyflow,” “we,” “our,” or “us”). These Terms of Service (“Terms”) govern your use of our scheduling, appointment booking, AI assistant, website builder, and related tools (collectively, the “Platform”).
By accessing or using Aptlyflow, you agree to these Terms and our Privacy Policy (which is incorporated by reference). If you do not agree, do not use the platform.
1. Overview and Scope
Aptlyflow provides a platform that helps professionals, entrepreneurs, service-based businesses, and organisations manage scheduling, automate communication, create branded booking websites, and accept payments online.
Our services are available to users worldwide, though we primarily operate from and under the laws of the United States.
These Terms apply to:
Business Owners (“Providers”) who create accounts to manage appointments, websites, and clients.
Clients (“End Users”) who book or engage services through the Platform.
2. Acceptance of Terms
By creating an account, accessing, or using any part of the Platform, you:
Agree to comply with these Terms.
Confirm that all information provided is accurate and up-to-date.
Accept that continued use after any updates constitutes acceptance of revised Terms.
We may modify these Terms occasionally to reflect product updates, legal changes, or service improvements.
If we make major updates, we’ll notify you via email or in-app notice at least 14 days before the changes take effect.
3. Description of Services
By creating an account, accessing, or using any part of the Platform, you:
Agree to comply with these Terms.
Confirm that all information provided is accurate and up-to-date.
Accept that continued use after any updates constitutes acceptance of revised Terms.
We may modify these Terms occasionally to reflect product updates, legal changes, or service improvements.
If we make major updates, we’ll notify you via email or in-app notice at least 14 days before the changes take effect.
4. Account Registration and Responsibilities
When you register for Aptlyflow, you agree to:
Provide accurate and complete information during signup.
Maintain the confidentiality of your login credentials.
Promptly update account information if it changes.
Accept responsibility for all activities under your account.
If you suspect unauthorised access, notify us immediately at support@aptlyflow.com. We reserve the right to suspend or terminate accounts that, not limited to:
Provide false or misleading information.
Violate our Terms or applicable laws.
Engage in fraudulent or abusive behaviour.
5. Acceptable Use Policy
When you register for Aptlyflow, you agree to:
Use Aptlyflow for unlawful or fraudulent purposes.
Post or transmit any defamatory, obscene, or misleading content.
Attempt to hack, reverse engineer, or disrupt the platform.
Use the platform to collect data without consent.
Violate any intellectual property or privacy rights.
Violation may result in suspension, banning, removal, or legal action.
6. Third-Party Services and Integrations
Aptlyflow integrates with third-party tools such as:
Stripe and PayPal (for payments),
Mailgun (for email communication), and
Google Calendar.
When using these integrations, you are also bound by their respective Terms of Service and Privacy Policies.
Aptlyflow is not responsible for third-party content, security, or actions.
7. Subscriptions, Payments, and Billing
Aptlyflow offers both free and paid plans. By subscribing, you authorise us (or our payment processor) to charge your chosen payment method for the applicable fees.
a. Subscription Terms
Stripe and PayPal (for payments),
Mailgun (for email communication), and
Google Calendar.
b. Refund Policy
We do not offer refunds for partial months or unused features.
Exceptions may be granted in cases of verified system errors or duplicate billing.
c. Taxes
Fees are exclusive of applicable taxes, which may be added depending on your location.
d. Late or Failed Payments
If a payment fails, we may suspend your access until the issue is resolved.
8. Bookings, Appointments, and Client Data
Aptlyflow acts as a technology platform that enables businesses to manage their bookings and client communications. We are not a service provider, agent, or guarantor for any business using the platform.
Each business owner (“Provider”) is solely responsible for:
Setting, managing, organising, and honouring their own booking and cancellation policies.
Ensuring that their business complies with relevant local, state, and federal regulations.
Collecting and safeguarding client information collected through their Aptlyflow account.
Clients (“End Users”) understand that their interactions are directly with the Provider, not Aptlyflow.
Aptlyflow is not liable for any disputes, missed appointments, or service quality issues between clients and Providers.
Data Ownership
Providers own the data they collect from clients (e.g., appointment details, contact info).
Aptlyflow only processes such data to provide services (e.g., syncing calendars, sending notifications).
Aptlyflow may aggregate anonymised data for platform improvements and analytics, but never discloses identifiable user information to unauthorised parties.
9. AI Assistant and Chat Interactions
Aptlyflow’s AI assistant may be used to automate reminders, respond to client inquiries, follow up with clients, and assist with scheduling.
Use and Responsibility
Providers are responsible for all AI communications conducted under their account.
AI interactions (text or voice) may be logged to improve accuracy, security, analytics, detect misuse, and ensure service quality.
By using these tools, you grant Aptlyflow permission to process this data in compliance with privacy laws (CCPA, GDPR, etc.).
Aptlyflow does not use or share AI-related data for third-party marketing, nor does it claim ownership of any user-generated content created through the AI assistant.
If any recording features are used (such as in appointment summaries or chat transcripts), the Provider must ensure their clients are informed and consent to the recording, in line with applicable state and federal laws.
10. Intellectual Property Rights
Aptlyflow Content
All content on the platform, including the software, logo, interface, trademarks, design elements, documentation, and underlying technology, is the exclusive property of Aptlyflow, protected under U.S. and international copyright and trademark laws.
You are granted a limited, non-exclusive, non-transferable license to access and use Aptlyflow for your own business purposes, in accordance with these Terms.
You may not:
Copy, modify, or reverse-engineer the platform or its features.
Use our branding without written permission.
Resell or sublicense Aptlyflow’s tools as your own.
Clients (“End Users”) understand that their interactions are directly with the Provider, not Aptlyflow.
Aptlyflow is not liable for any disputes, missed appointments, or service quality issues between clients and Providers.
User Content
Providers retain ownership of the materials, business information, and content they upload (such as images or text).
By submitting content, you grant Aptlyflow a worldwide, royalty-free license to host, display, and use that content solely to operate and improve the platform.
11. Confidentiality
Aptlyflow maintains a strict confidentiality of user information.
We implement administrative, technical, legal, and physical safeguards to protect all stored data.
However, you acknowledge that:
No digital transmission is completely secure.
You share data with third-party processors (e.g., Stripe, Mailgun) at your own discretion and under their policies.
Resell or sublicense Aptlyflow’s tools as your own.
If Aptlyflow becomes aware of a data breach, affected users will be notified promptly, in compliance with U.S. and international regulations.
12. Limitation of Liability
To the maximum extent permitted by law:
Aptlyflow and its affiliates are not liable for indirect, incidental, special, or consequential damages (including loss of data, business interruption, or profit loss).
Total liability for any claim shall not exceed the total amount paid by the user to Aptlyflow in the previous 12 months.
You agree that Aptlyflow is not responsible for:
Errors or delays caused by internet connectivity or third-party services.
Any unauthorised access resulting from user negligence.
Disputes between Providers and Clients.
This limitation remains in effect even if Aptlyflow has been advised of potential damages.
13. Indemnification
You agree to defend, indemnify, and hold harmless Aptlyflow, its affiliates, officers, and employees from any claims, damages, liabilities, costs, or expenses (including attorney’s fees) arising out of:
Your use or misuse of the platform;
Violation of these Terms or any applicable law;
Violation of third-party rights, including privacy or intellectual property.
14. Termination and Account Closure
You may cancel your Aptlyflow account at any time through your account settings or by contacting our support team at support@aptlyflow.com.
Upon cancellation:
Your subscription remains active until the end of the current billing cycle (no partial refunds).
Your data will remain accessible for 30 days after cancellation, after which it will be permanently deleted unless required by law or requested otherwise.
You are responsible for exporting any client or appointment data before account closure.
By Aptlyflow
We may suspend or terminate your account immediately, without notice, if:
You violate these Terms or applicable laws;
You misuse or abuse the platform (e.g., fraudulent, harmful, illegal, or misleading activity);
Your subscription payment fails repeatedly; or
We are required to do so by law or a government authority.
In cases of termination due to breach, Aptlyflow reserves the right to deny reactivation or future access.
15. Dispute Resolution and Arbitration
Informal Resolution
We aim to resolve all issues quickly and fairly. Before taking legal action, please contact us at support@aptlyflow.com to attempt an informal resolution within 30 days.
Binding Arbitration
If a resolution cannot be reached, you agree to resolve all disputes through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules.
Arbitration will be conducted:
In New York, USA,
In English,
Before a single neutral arbitrator.
You agree to waive any right to a jury trial or participation in a class action lawsuit.
Exceptions
This arbitration clause does not apply to:
Claims involving intellectual property infringement;
Requests for injunctive relief;
Matters that can be handled in small claims court.
16. Compliance with Privacy and Data Protection Laws
Aptlyflow complies with major U.S. federal, state, and international data protection frameworks to ensure privacy and security across all users.
Federal Laws and Regulations
Federal Trade Commission Act (FTC Act): Aptlyflow commits to fair data collection, truthful communication, and protection from deceptive practices.
Children’s Online Privacy Protection Act (COPPA): Aptlyflow is not intended for children under 13. We do not knowingly collect information from minors.
Gramm-Leach-Bliley Act (GLBA): For users offering financial or advisory services, Aptlyflow supports privacy notices and opt-out requirements.
Health Insurance Portability and Accountability Act (HIPAA): Providers in healthcare are responsible for maintaining HIPAA compliance. Aptlyflow offers optional Business Associate Agreements (BAA) where required.
State-Level Laws (U.S.)
California Consumer Privacy Act (CCPA/CPRA): Aptlyflow honours consumer rights for data access, deletion, correction, and opting out of data sharing or targeted advertising.
New York and New Jersey Privacy Requirements: Aptlyflow adheres to local state privacy laws, ensuring transparency, secure storage, and prompt breach notifications.
International Frameworks
General Data Protection Regulation (GDPR): For EU users, Aptlyflow serves as a Data Processor, processing data under the lawful basis of contract performance, user consent, or legitimate interest.
Users have right to access, correct, delete, or restrict their personal data.
Data Transfers
If personal data is transferred internationally, Aptlyflow uses safeguards such as Standard Contractual Clauses (SCCs) and encryption to maintain lawful and secure processing.
17. Data Retention and Security
Data is retained only as long as necessary for operational, legal, or compliance purposes.
Aptlyflow employs SSL encryption, firewalls, and role-based access control to protect all personal and payment information.
Violation of these Terms or any applicable law;
Violation of third-party rights, including privacy or intellectual property.
APPOINTMENTS MADE SIMPLE
Smart scheduling that works for you
No more back-and-forth messages. Let clients book online anytime, while you stay in control of your calendar. Send automated reminders, reduce no-shows, and keep your day running smoothly.
