Terms of Service

1. This agreement

These Terms form a binding agreement between NexaFlow Systems (“NexaFlow”, “we”) and the organization that subscribes (“you”, “Customer”). By creating an account, or by using NexaFlow after these terms change, you accept them. If you accept on behalf of an organization, you confirm you are authorized to bind it.

Our Privacy Policy forms part of this agreement.

2. The service

NexaFlow is a hosted CRM for real-estate teams. It captures leads from connected advertising and web sources, stores contacts, properties and deals, connects to your Gmail or Microsoft mailbox and calendar, and provides AI assistance for drafting and workflow automation. Features available to you depend on your package.

We improve the service continuously. We will not remove a material feature from your package during a paid term without at least 30 days’ notice.

3. Accounts, users and seats

• You must be at least 18 and provide accurate registration information.
• A seat is one named individual. Seats are not shared; two people must not use one login.
• Your package sets a maximum number of seats. The account owner counts as a seat.
• You are responsible for what happens under your users’ accounts, and for telling us promptly if you suspect unauthorized access.
• You are responsible for the accuracy of what your team puts into the system.

4. Trial, fees and billing

• Trial. New accounts get a 14-day free trial. A payment method is required to start it. Cancel before the trial ends and you are not charged.
• Fees. Each package is a flat monthly or annual fee in Canadian dollars, charged in advance. Annual plans are billed once for the year.
• Taxes. Prices exclude tax. GST/HST is added where applicable.
• Payment. Payments are processed by Stripe. We never see or store your full card number.
• Failed payment. If a charge fails we will retry and email you. After 7 days the account becomes read-only; after 30 days it may be cancelled and its data deleted under section 11.
• Changing package. Upgrades take effect immediately, with the difference prorated. Downgrades take effect at the end of the current billing period, and you must first bring usage under the new package’s limits.
• Price changes. We may change prices with at least 30 days’ notice before your next renewal. Your current term is unaffected.
• Refunds. Fees are non-refundable except where required by law. If we materially fail to provide the service and cannot fix it within a reasonable time, we will refund the unused portion of your term.

5. AI features and credits

• Each package includes a monthly allowance of AI credits. Included credits reset at the start of each billing period and do not carry over. Credits you purchase separately do not expire while your account is active.
• On eligible packages you may supply your own Anthropic, OpenAI or Google API key. Usage is then billed to you by that provider and consumes no NexaFlow credits.
• AI output is a draft, not a decision. Nothing generated by NexaFlow is sent to a client without a person reviewing and approving it. You are responsible for anything you send.
• AI output can be wrong. Do not rely on it for legal, financial, tax or professional advice, and check facts, figures and property details before acting on them.
• We do not train AI models on your content, and our providers are contractually barred from doing so.

6. Your data

• You own it. All content you or your users put into NexaFlow remains yours. We claim no ownership.
• You grant us the limited right to host, process, transmit and back up that content solely to provide the service, support you, and meet legal obligations.
• You warrant that you have the right to load the personal information you put into NexaFlow, including consent where the law requires it, and that you will honour requests from those individuals to access, correct or delete their information.
• You can export your data at any time while your subscription is active.

7. Acceptable use

You must not use NexaFlow to:

• send unsolicited commercial email, or any message that breaches Canada’s Anti-Spam Legislation or the equivalent law where your recipients are
• upload data you have no right to hold, or scraped contact lists
• break the law, infringe anyone’s rights, or discriminate unlawfully — including in real-estate advertising or client selection
• attempt to access another customer’s data, probe or overload our systems, or bypass usage limits
• resell or white-label the service without our written agreement
• misrepresent AI-generated content as reviewed professional advice

Serious or repeated breach may lead to suspension. We will tell you why and give you a chance to fix it unless the breach is causing immediate harm.

8. Connected third-party services

NexaFlow connects to services you choose — Google, Microsoft, Meta, LinkedIn, TikTok, Google Ads, Zapier. Your use of each remains subject to that provider’s own terms, and you are responsible for holding the necessary accounts, permissions and advertising approvals. If a provider changes or withdraws its API, the corresponding NexaFlow feature may change or stop working; we will tell you as soon as we can, but this is outside our control.

9. Availability and support

We aim for high availability but do not promise uninterrupted service on standard packages. We schedule maintenance outside Canadian business hours where practical. Support is by email at the level in your package; Enterprise agreements may include a written service level.

10. Confidentiality

Each party may learn confidential information of the other. Both agree to protect it with at least reasonable care and to use it only for this agreement. This does not apply to information that is public, independently developed, or lawfully obtained elsewhere, or where disclosure is legally compelled.

11. Term, cancellation and deletion

• This agreement runs while you have an account.
• You may cancel at any time from Settings. Cancellation takes effect at the end of the current billing period; the service continues until then.
• We may suspend or terminate for material breach, non-payment, or where required by law.
• After cancellation we keep your data for 60 days so you can reactivate or export it, then delete it. Ask us and we will delete it sooner.
• Sections 6, 10, 12, 13 and 14 survive termination.

12. Warranties and disclaimers

We warrant that we will provide the service with reasonable skill and care. Beyond that, and to the extent the law allows, the service is provided “as is”, and we disclaim implied warranties of merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the service will be error-free, that AI output will be accurate, or that it will meet a specific business outcome.

Nothing here excludes liability that cannot lawfully be excluded, including under applicable Canadian consumer protection legislation.

13. Limitation of liability

Neither party is liable for indirect, incidental, special or consequential loss, or for lost profits, revenue, goodwill or anticipated savings, even if advised such loss was possible.

Each party’s total liability arising out of this agreement is limited to the fees you paid us in the 12 months before the event giving rise to the claim. This limit does not apply to your obligation to pay fees, to either party’s breach of confidentiality, or to liability that cannot be limited by law.

14. Indemnity

You will defend and indemnify us against third-party claims arising from your content, your use of the service in breach of these terms, or your failure to obtain the consents required for the personal information you load into NexaFlow. We will defend and indemnify you against third-party claims that the service as provided by us infringes their intellectual property.

15. General

• Governing law: the laws of the Province of Ontario and the federal laws of Canada that apply there. The courts of Ontario have exclusive jurisdiction.
• Changes: we may update these terms with at least 30 days’ notice by email to account administrators. Continuing to use the service after the change takes effect means you accept it.
• Assignment: you may not assign this agreement without our consent; we may assign it in connection with a merger, acquisition or sale of assets, on notice to you.
• Entire agreement: these terms, the Privacy Policy and any order form or Enterprise agreement are the whole agreement between us; an Enterprise agreement prevails where it conflicts.
• Severability: if a provision is unenforceable, the rest continues in effect.
• The parties have requested that this agreement and related documents be drawn up in English. Les parties ont demandé que cette convention et les documents qui s’y rattachent soient rédigés en anglais.

16. Contact

NexaFlow Systems — info@nexaflowsystems.com — +1 844-482-3336.