Terms and Conditions

1. Subject matter and validity of the General Terms and Conditions

These General Terms and Conditions of Use (hereinafter: General Terms and Conditions) govern the terms of use of the Flowbills web software application (hereinafter: the Application) offered by dFlow d.o.o., Predilniška cesta 16, 4290 Tržič, registration number [9855033000], tax number SI[20209550] (hereinafter: the Provider).

The General Terms and Conditions constitute a legally binding agreement between the Provider and any natural or legal person using the Application (hereinafter: the Subscriber or the User), regardless of the selected service package or method of access.

The General Terms and Conditions are an integral part of each subscription contract concluded between the Provider and the Client, whether electronically or in writing, and apply to all functionalities, data, documents, and services accessible through the Application.

These General Terms and Conditions apply from the moment of registering a user account or using the Application for the first time. By registering or using the Application, the User expressly confirms that he/she is familiar with the content of these General Terms and Conditions and that he/she fully agrees with them.

If the Subscriber does not agree with the General Terms and Conditions, the use of the Application is not permitted. The provider reserves the right to deny access to the service in the event of disagreement or violation of these terms and conditions.

The Provider may change or supplement these General Terms and Conditions at any time in accordance with the provisions of point 21 of these Terms and Conditions. The latest valid version is always available on the www.flowbills.com.

1.2 Version history

Version 1.0 – 01/08/2025: First release.

2. Definitions

In these General Terms and Conditions, the following terms have the following meanings:

Provider – means dFlow d.o.o., the provider of the Flowbills software and the owner of all rights to the service.

Flowbills application – means a web solution and all related functionalities intended for digital processing of received invoices, payment orders, conversion to e-forms (e.g. eSlog 2.0), document validation and integration with accounting or banking systems.

Subscriber – means a legal or natural person who enters into a contract with the Provider for the use of the Application and is responsible for the compliance of use with these Terms and Conditions.

User – means any person who, on the basis of authorization or registration, uses the Application within the Client’s user account.

Service – means access, use and support in using the Flowbills App in accordance with the selected subscription package.

Subscription Package – means a commercial model that determines the functionalities, document limits, number of users and the price of using the Application.

Contract – means the legal relationship between the Provider and the Client, based on the acceptance of these General Terms and Conditions and the conclusion of the subscription relationship.

Personal data – means all data relating to a specific or identifiable natural person within the meaning of the GDPR Regulation and ZVOP-2.

Data Processor – means the Provider when processing personal data on behalf of the Client.

Data Controller – means the Client when determining the purposes and means of personal data processing within the framework of the use of the Application.

API – means a software interface for automated data exchange between the Flowbills Application and external software (accounting programs, ERP systems, banking portals, etc.).

Archive – means the electronic storage and structured storage of received, processed, and validated documents within the Application.

Appendices – means all additional documents that form an integral part of these General Terms and Conditions (e.g. data processing agreement, price list, list of processors).

3. Conclusion of the contract

3.1 Provider details and contact

dFlow d.o.o., digital services

Predilniška cesta 16, 4290 Tržič

E-mail: info@flowbills.si

Registration number: 9855033000

Local Tax ID: 20209550

3.2 Validity of the contract

The contractual relationship between the Provider and the Client is established by successful registration of a user account in the Application or by concluding a subscription contract in any other form that includes the confirmation of these General Terms and Conditions.

The Agreement shall enter into force on the day the Provider confirms the registration or when access to the Application is provided, and is valid for an indefinite period of time, unless otherwise specified in the subscription package or contract.

The Agreement shall also be deemed to have been concluded if the Subscriber starts using the Application without formal registration, to the extent that the Client has access to the services (e.g. within the trial period or as a user of a sub-organization with active access).

Any change to the basic subscription package, price or scope of services constitutes an amendment to the existing contract, which is valid on the date of confirmation by the Client (including confirmation by electronic means).

The contractual relationship may be terminated in accordance with the provisions of these General Terms and Conditions (see point 8: Termination of the relationship and violations).

4. Subscription Plans

The provider enables the use of the Flowbills Application in the form of various subscription packages, which differ in the scope of functionality, number of users, monthly number of documents and price level.

The basic subscription packages are:

BASIC – suitable for individuals and small businesses with basic needs,

PRO – for advanced users who need integrations and payments,

BUSINESS – for medium and large teams with multi-level certification,

CUSTOM – an individually tailored package for large systems with thousands of documents per month.

Each subscription plan includes:

the basic number of users (with the possibility of additional users),

monthly limit on the number of documents processed (with a surcharge for surpluses),

access to relevant functions (e.g. certification, API connections, bank exports).

The exact content and conditions of individual packages, including prices, number of users and level of access, are defined in Annex 2 – Price list and description of packages, which is an integral part of these General Terms and Conditions.

The Client may upgrade or downgrade the selected package at any time in accordance with the terms and conditions of the Provider. The change shall take effect from the next billing period, unless otherwise specified by the Provider.

In the case of upgrading the plan during the billing period, the difference will be charged pro-rata for the remaining days of the month.

If the Client exceeds the included number of documents in the selected package, additional documents will be charged according to the valid price list. The provider reserves the right to warn, recommend an upgrade or automatically adjust the package.

5. Use of the Service

5.1 Use of Services

The Subscriber may access and use the services of the Application in accordance with the provisions of these General Terms and Conditions, with a valid subscription relationship and within the scope determined by the selected service package.

The use of the Application is permitted solely for the purpose of processing, reviewing, editing, and preparing documents related to the accounting and payment processes of the company, including receipt of invoices, electronic processing (e.g. eSstyl), connections to ERP systems, banking interfaces and other accompanying activities.

Any misuse of the service, as well as use contrary to the law or for the purposes of third parties without the express permission of the Provider, is prohibited. In the event of such use, the Provider reserves the right to immediately terminate access.

The Subscriber is obliged to ensure that the Application is used exclusively by authorized people who have been assigned appropriate rights within the user system. User access is individual and may not be shared between multiple people.

The Provider reserves the right to occasionally temporarily limit or interrupt access to the Application due to technical interventions, upgrades, or unforeseen circumstances, of which the Users will be informed in accordance with the provisions of these Terms and Conditions.

5.2 Security and availability

The Provider endeavours to ensure the continuous operation of the Application 24 hours a day, every day of the year. However, there may be short-term interruptions of access due to maintenance, updates, or extraordinary circumstances.

The Provider shall notify the Subscribers of planned maintenance work affecting access to the Application at least 24 hours in advance, except in urgent cases where notification is not possible.

The application is hosted on a security-protected infrastructure with appropriate protection against unauthorized access, data loss, viruses, and other forms of malicious activity. User data is encrypted and stored in accordance with applicable law.

The Client is responsible for the secure handling of their access data (usernames, passwords, API keys, etc.) and for preventing unauthorized access by third parties.

In the event of security vulnerability, incident or suspicion of misuse, the Client must immediately notify the Provider, who will take appropriate action in accordance with its internal security protocols.

The Provider reserves the right to temporarily limit or disable access to the Application if it detects operation that could jeopardize the stability, security, or performance of the system (e.g. unusual loads, mass API calls, unauthorized access). As a rule, the Client will be informed of such measures, except in cases of urgent intervention to protect the system.

5.3 Flowbills set of services

The Flowbills application includes a comprehensive set of functionalities for the digital management of received invoices and related documentation. The range of services depends on the selected subscription package.

Basic functionalities include:

Receipt of invoices via e-mail, manual upload, optical capture (photo, scan), and automatic import via API connections.
Digital document processing, including key data identification, categorization, markup, and attachment attachments,
Conversion of invoices into electronic format eStyle 2.0, in accordance with national legislation and the e-Invoice Service,
Multi-stage verification of accounts, with the ability to define the roles of certifiers and reviewers and flexible certification pathways,
Automatic preparation of payment orders (SEPA XML) for import into the online bank,
Access to the history and archive of all processed documents, along with statuses and processing dates,
Integration with accounting and ERP systems via standardized API connections.

Advanced subscription packages include additional functionalities such as labeling by department, workflow automation, connections to multiple banks, the possibility of multiple users, a larger number of documents per month and report printouts.

The list of available functions and their scope is updated on an ongoing basis and is published on the Provider’s website and in the user interface of the Application.

5.4. Access and maintenance

The Flowbills app is accessible through a secure online connection using a username and password or other security mechanisms (e.g. two-factor authentication) when enabled.

The Subscriber is responsible for establishing and maintaining an appropriate Internet connection, software, and hardware that provides access to the Application. The provider is not responsible for access disruptions caused by problems on the part of the user or third providers (e.g. Internet provider).

The Provider reserves the right to conduct maintenance interventions, upgrades, bug fixes and security improvements to the Application. As a rule, regular maintenance work is conducted outside normal working hours (from 5 p.m. to 7 a.m. or on weekends), except in urgent cases.

In the event of planned maintenance that may result in interruption or restriction of access to the Application, the Provider shall notify the Subscriber at least 24 hours in advance via the Application or e-mail.

In the event of extraordinary circumstances (e.g. security vulnerability, attack, urgent technical failure), the Provider reserves the right to intervene immediately without prior notice, whereby it will strive for the normalization of operation as soon as possible and will subsequently inform the Client about the intervention.

Maintenance activities do not affect the contractual validity of the subscription relationship unless they are expressly stipulated as the permanent termination of certain functions in accordance with point 5.5 of these terms and conditions.

5.5 Changes and discontinuations of services

The Provider reserves the right to improve, change, extend or discontinue individual functionalities of the Application at any time if it deems it necessary for technical, legal, security, business, or other justified reasons.

The Provider will notify the Subscriber of any significant change that affects the manner of operation of the Application or the scope of ordered services at least 30 days before the change takes effect, via e-mail, within the Application or in another appropriate way.

If the Client does not agree with the change, the Client has the right to terminate the contract with a notice period of 15 days from the receipt of the notification. If the cancellation is not given within this period, the Client shall be deemed to have accepted the change.

The Provider may terminate individual functionalities or modules of the Application if:

the law requires it
the functionality is technically obsolete or incompatible with the infrastructure,
it is used by a negligible number of Subscribers,
its continued maintenance would disproportionately increase costs or safety risks.

In the event of permanent termination of individual functionalities, the Provider will offer Subscribers alternative options (if available) or proportionally adjust the price of the service, if the termination significantly affects the agreed scope of use.

The Client is aware that the “program as a service (SaaS)” nature of the service includes constant updates and optimizations, which is an integral part of the subscription relationship.

6. Payments and billing

6.1 Subscription Agreement

The subscription contract between the Provider and the Client is concluded by one of the following legally valid actions:

electronic registration of a user account in the Application by confirming the General Terms and Conditions,
confirmation of the order via e-mail communication or online form,
signing a written contract between the parties.

The contract is valid from the date of conclusion (see point 3.2) and remains valid for the duration of the subscription relationship as specified in the order or selected package.

The subscription agreement includes:

selected subscription package with associated functionalities,
prices and quantitative limits (e.g. number of documents or users)
payment terms,
deadlines and cancellation options.

The provider allows you to upgrade or change the subscription package during the term of the contract. Changes enter into force on the day they are confirmed by the Subscriber in the Application or via an electronic communication channel and constitute an integral part of the Subscription Agreement.

The subscription agreement is non-transferable. The Client may not transfer the rights or obligations from the contract to a third party without the prior written consent of the Provider, except in the case of status changes of the company, where this is expressly permitted by law.

If the Provider detects that access to the Application has been established by a person without a valid contract, the Provider reserves the right to immediately disable access and initiate the procedure for the regulation of the subscription relationship or the request for payment of a proportionate fee.

6.2 Billing method and payment terms

The Client undertakes to pay the subscription fee in accordance with the selected package of services, as defined at the time of concluding the contract or confirming the order. The prices of packages and services are published on the Provider’s website or determined individually.

The subscription is billed monthly in advance, unless otherwise agreed in the contract. At the request of the Client, it is possible to conclude an annual subscription, considering the appropriate discounts.

The first day of the subscription relationship is the day on which the Provider provides access to the Application. From that date onwards, the billing period shall run.

Invoices are issued in electronic form and sent to the Client’s e-mail address specified during registration and directly to the user’s application. The Contracting Authority undertakes to keep the contact details for billing up to date.

The payment deadline is 8 days from the date of invoicing unless a different deadline is specified on the invoice or in the contract. Payment is made to the Provider’s transaction account specified on the invoice.

If the Client exceeds the allowed number of documents or users specified in the selected package, a surcharge will be charged for the surplus according to the valid price list. The provider reserves the right to automated notification of exceeded quotas.

In the event of late payment, the notification and access restriction procedure as set out in Section 8.3 of these Terms and Conditions (Non-Payment Policy) will commence.

If the Client fails to settle the obligations despite the summons, the Provider shall be entitled to charge statutory default interest as well as reminder and recovery costs in accordance with the applicable legislation.

6.3 Complaints

The Subscriber has the right to file a complaint regarding the billing of the subscription, the quality of service or the availability of the Application within 8 days from the date of receipt of the invoice or the occurrence of the circumstance that is the subject of the complaint.

The complaint must be sent in writing to the Provider’s e-mail address (e.g. podpora@flowbills.si) and must contain clearly defined information:

information about the Client (name, account ID, contact),
a description of the complaint (stating the amounts, dates, functionality, etc.),
supporting documents (if applicable).

The Provider will review the complaint and notify the Client of its decision in writing no later than 15 days after receiving a complete complaint.

The filed complaint does not suspend the obligation to pay the undisputed part of the invoice or the further obligation to use the Application unless the Provider and the Client agree otherwise in writing.

If it is determined that the complaint has been justified, the Provider will issue a corrected invoice or provide proportional compensation in the form of a credit note or other agreed form of compensation.

In the event of an unjustified or unfounded complaint, the Provider reserves the right to refuse without further obligations or liability for damages.

7. User Account

7.1 Registering a User Account

Prior registration of a user account is required to use the Application. Registration is done by a natural person who acts on behalf of the Client as a responsible person (account administrator) and thereby accepts these General Terms and Conditions.

When registering, the user must enter all the required information, including:

company data (title, registration number, tax number, address),
contact details of the person responsible,
user e-mail addresses,
Your chosen password.

The user is responsible for the accuracy, completeness, and timeliness of all the information provided. In the event of a change in the data, the Provider is obliged to immediately update them within the Application or to notify the Provider in writing.

The first registered user of the company is automatically designated as an administrator who has full access to all functionalities and user management within the organization. The administrator can assign or revoke access to other users within the same subscription account.

The user account is intended for individual use only and may not be shared with other people. In the event of misuse of the available data, the Provider may disable access without prior warning.

A user account remains active until:

cancellation by the administrator or user,
expiration or termination of the subscription relationship,
exclusions in accordance with the points on violations of these conditions.

7.2 Obligations of the Client

The Subscriber undertakes to use the Application lawfully, in accordance with the purpose and provisions of these General Terms and Conditions, and to ensure that all its users do the same.

The Contracting Authority is obliged:

ensure the accuracy and timeliness of all data entered into the Application,
use the Application only for the processing of their own business documents, unless they have the explicit permission of the Provider,
prevent misuse of the Application by its employees, contractors or third parties,
carefully protect user access data (passwords, security keys, API tokens, etc.),
regularly check issued invoices and settle liabilities within the prescribed deadlines,
comply with the provisions on limiting the number of documents, users or other quantitative parameters defined in the selected subscription package.

The Client is fully responsible for all activities conducted through their user account, regardless of who carried them out. In case of abuse or suspicion of abuse, the Provider must immediately inform the Provider.

The Subscriber undertakes not to use the Application for:

processing of illegal, harmful, or misleading content,
sending unsolicited e-mail (spam),
intentionally disrupting or disabling the operation of the Application or third-party systems,
performing reverse engineering, hacking attempts, or manipulation of the App.

In the event of a breach of the above obligations, the Provider has the right to restrict access temporarily or permanently to the Application, without the obligation to reimburse the services already paid, and to claim compensation for the damage caused.

7.3 User management

Within their user account, the Subscriber has the option of granting access to the Application to additional users, whose scope of rights is determined according to the roles determined by the administrator of the subscription account.

Users within an organization can be assigned to a variety of roles, including:

Administrator – Has full control over the account, including adding/removing users, company settings, subscription plan, and verification paths,
Certifier – can review and validate received invoices in accordance with certain rights,
Reviewer – has access to documents, but does not have validation or editing rights,
External user (e.g. accountant) – has limited access to documents to which he has been explicitly granted access.

Each user is responsible for the protection of their access data and for the activities they perform within their user account.

The administrator can edit the rights of existing users at any time, deactivate access, set new roles, or invite new users via e-mail invitations.

User roles and access can be further limited or expanded depending on the selected subscription plan (e.g. maximum number of active users or functional limit of individual roles).

The provider reserves the right to inspect the settings of roles and users when it is necessary due to technical support, a security incident, or a reasonable suspicion of abuse.

7.4 Customer Support

The Provider provides basic technical and substantive support to the users of the Application, via e-mail at the address podpora@flowbills.si and within the user interface of the Application, where the contact form is available.

The support includes assistance with:

using the Application and understanding the functionality,
fixing technical problems and errors,
reporting any security or substantive irregularities,
basic advice on integration with other systems (e.g. accounting programs, banks).

As a rule, the response time to the received questions is a maximum of 2 working days, whereby the Provider strives to respond faster, especially in the case of errors that prevent the basic operation of the Application.

For subscribers who have concluded an advanced or individual subscription package (e.g. PRO, BUSINESS or CUSTOM), the Provider may also provide additional forms of support:

consulting via video call,
preferential treatment
tailor-made assistance (by appointment).

Support is available during the Provider’s working hours, usually from Monday to Friday between 8:00 a.m. and 4:00 p.m., except on holidays and non-working days in the Republic of Slovenia.

Support does not include:

performance of services on behalf of the Client (e.g. manual uploading of documents, confirmation of invoices),
legal, tax or accounting consultancy,
solving problems arising from inappropriate equipment or programs on the Client’s side.

7.5 Connections to Third Systems

The Flowbills application enables the establishment of connections with external information systems, such as accounting programs, banking platforms, document systems and other ERP/CRM systems, through standardized or purpose-built APIs.

The client can establish a connection to an external system:

independently, using the publicly available documentation of the Flowbills API,
with the technical assistance of the Provider, when it comes to more complex integration, in accordance with the terms of the advanced package or a specially agreed project.

For the proper functioning of the links, the Client is responsible for:

providing accurate data,
management of API keys and credentials,
compliance of the external system with technical requirements and safety standards.

In the event that the connection to a third-party system is not part of the basic functionality of the selected subscription package, the Provider reserves the right to charge additional fees for establishing, adjusting, or maintaining the integration.

The Provider does not assume responsibility for the operation or availability of external systems to which the Application is connected. Any errors on the part of these systems do not affect the obligations of the Client to the Provider.

The Provider reserves the right to disable or interrupt the connection to an external system if it determines that it threatens the security, stability, or legality of the Application.

8. Termination of the relationship and violations

8.1 Cancellation

The Client may terminate the subscription relationship at any time by terminating the contract, namely:

via the subscription cancellation functionality within the Application’s user interface (if available)
by a written statement sent to the official e-mail address of the Provider,
with a mutual written confirmation between the Client and the Provider.

The cancellation shall take effect on the day of receipt of the correctly given cancellation by the Provider unless a later termination date is specified in the cancellation. Unless otherwise agreed, the notice period is 30 days.

After termination of the contract:

it is impossible to create new documents,
access to the archive remains active for a further 30 days, unless it has been blocked prematurely due to non-payment,
the Client may request the export of his/her data (invoices, eStyle, confirmation history) in a standard electronic format (npr. ZIP) if he/she does so within 30 days after the termination of the relationship.

If the termination is given by the Provider, the Client must notify the Provider at least 30 days before the desired date of termination of the relationship, except in the case of termination due to violations (see point 8.2).

Termination of the contract does not affect:

the Client’s obligations for already incurred receivables or charged services,
provisions on intellectual property, protection of personal data and trade secrets, which remain in force even after the termination of the contract.

Upon termination of the contract, the Client may request in writing the export of his data (invoices, documents, eStyle files, confirmation history) in a standard electronic form. Such a request must be made no later than 30 days from the date of termination of the contract, otherwise the Provider reserves the right to irreversibly delete all data without further notice.

8.2. Violations

In the event that the Client or any of its users violates the provisions of these General Terms and Conditions, the law or acts in a way that threatens the security, stability or legality of the Application, the Provider has the right to take action without the prior consent of the Client.

Depending on the severity of the breach, the Provider may:

sends a warning to the Client with a deadline for remedying the violation,
temporarily restricts access to individual functionalities or the entire Application,
permanently disables access to the Application,
terminates the subscription contract without notice.

In particular, the following are considered to be serious infringements:

unauthorized disclosure or misuse of other users’ data or system functions,
attempts to hack, reverse engineer or manipulate the Application,
repeated non-payment or evasion of contractual obligations,
intentional or gross negligence causing damage to the Provider or third parties.

The Provider is not obliged to refund the amounts already paid in the event of termination of the subscription relationship due to violations for which the Client is responsible.

If the breach causes damage to the Provider or a third party, the Provider reserves the right to pursue a claim for damages and to cooperate with the appropriate law enforcement authorities when necessary.

8.3 Non-payment policy

If the Subscriber fails to settle the due obligations within the deadline specified in the invoice, a gradual restriction of access to the Application is automatically triggered, which takes place in the following phases:

Phase 1: IMMEDIATE REMINDER

In the event of an unsuccessful transaction or the expiration of the payment deadline, the system automatically triggers a warning and an electronic reminder to the Client’s e-mail address.

Phase 2: NOTIFICATION AFTER 3 DAYS

If the payment is still not made within 3 days after the due date, an additional e-mail warning and notification within the Application (notification) is sent to the Client.

Phase 3: RESTRICTION AFTER 5 DAYS

3 days after non-payment, the operation of the Application is restricted:

The client can no longer access the archive of documents, does not have access to new invoices received, but can still access the invoice for the settlement of obligations.

Phase 4: LOCK AFTER 10 DAYS

If no payment is made by the 10th day, access to the Application (including users) will be completely disabled.

The receipt of documents (via API and e-mail) in the background is still in progress, but the Client cannot review these documents.

Phase 5: BLOCKADE OF ADMISSION AFTER 31 DAYS

After a delay of 31 days, the operation of the system is completely interrupted:

Access to the Application is blocked,

Receipt of invoices and all documents stops,

Access to the archive is no longer possible.

After this phase, the Client loses the right to use the services but still has the opportunity to request in writing the transfer of the archive of documents in electronic form. Such a request must be sent to the official e-mail address of the Provider.

The provider reserves the right to request an advance payment of services or a change in payment terms in the event of repeated non-payments.

Default interest, reminder costs and possible administrative costs are charged by the Provider in accordance with the applicable legislation (e.g. ZPpreZP-1).

9. Limitation of Liability

The Provider endeavours to ensure the uninterrupted, secure, and reliable operation of the Flowbills App, but does not assume responsibility for any interruptions or disruptions resulting from:

force majeure (e.g. natural disasters, power outages, cyber attacks, war situations)
problems on the part of Internet or server service providers,
errors or inadequate operation of the Client’s software or hardware,
inappropriate use of the Application by users.

The provider is not responsible for:

any indirect or consequential damage (e.g. lost profits, business interruptions, loss of data),
incorrect user inputs or processing of incorrect data,
damage resulting from incorrect or delayed use of the Application in the event that it was not accessible for the reasons specified in point 9.1.

The Provider’s joint contractual and indemnified liability for damage arising from or in connection with the use of the Application is limited to the amount of subscriptions paid by the Client in the last 12 months prior to the occurrence of the damage event.

This limitation of liability does not apply in the event of intentional conduct or gross negligence on the part of the Provider.

The Client confirms that it is aware of the nature of the web application as a service (SaaS), which is based on external infrastructure and is exposed to standard operational risks, and that it accepts these risks by concluding the contract.

10. Trade Secret

All information, documentation, technical solutions, program code, architecture of the Flowbills Application, user interfaces, and work processes developed and used by the Provider represent a trade secret in accordance with applicable law.

The Client undertakes to:

this information will not be disclosed to third parties without the prior written consent of the Provider,
will use them exclusively for the purpose of lawful use of the Application within the framework of a subscription relationship,
will take reasonable steps to protect this information from misuse or accidental disclosure.

The obligation to protect trade secrets applies even after the termination of the subscription relationship, for at least 3 years from the termination of the contract, or for as long as the information objectively retains the character of a trade secret.

In the event of a breach of this provision, the Provider has the right to immediately terminate the contract and pursue all legal remedies, including a claim for damages.

11. Third-Party Claims

The Client assumes sole responsibility for all content entered, uploaded, or otherwise transmitted to the Flowbills App, including documents, accounting data, attachments, tags, and comments.

In the event that a third party asserts a claim, complaint or right in relation to the content entered into the Application by the Subscriber (or any of its users), the Provider is relieved of any liability, and the Subscriber undertakes:

to assume full defense in the event of legal proceedings or other proceedings before the competent authority,
to reimburse all damages, costs and expenses incurred by the Provider as a result of such a claim, including the costs of legal assistance,
to settle any disputes directly with an entitled third party on its own initiative and expense.

In the event that the Provider temporarily restricts access to a certain document, user account or functionality due to the request of a third party, this is not considered a breach of the Provider’s contractual obligations.

This provision also applies if the Client uses the Application as an intermediary for other legal entities or business partners who process their own data through their system.

12. Protection of intellectual property

The Flowbills application, including all originally written program code, user interface, database structures, design, content and related documentation, is a copyrighted creation owned by dFlow d.o.o. and as such is subject to protection under the Copyright and Related Rights Act (ZASP) and other regulations governing intellectual property.

By using the Application, the Subscriber does not acquire any intellectual property rights, but only a limited, revocable, non-transferable, and non-exclusive right of use, to the extent specified in the subscription contract or the selected package.

It is strictly prohibited to:

copying, reproducing, or distributing the Application or its components,
performing reverse engineering, decompilation, or attempting to disclose source code,
creating derivative works from the Application,
Remove or alter copyright marks, trademarks, or other identifying elements.

The Client undertakes to respect all intellectual property rights of the Provider and to refrain from any action that could jeopardize these rights or cause legal damage to the Provider.

In the event of infringement of intellectual property rights, the Provider reserves the right to immediately terminate access to the Application and to enforce all civil and criminal sanctions, including a claim for damages.

13. Protection of personal data

The Provider processes the personal data of the users of the Application in accordance with the applicable legislation, in particular Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR) and the Personal Data Protection Act (ZVOP-2).

The personal data processed by the Provider may include:

contact information (name, surname, e-mail address, telephone number),
company data (title, registration number, tax number),
data on the use of the Application (e.g. logins, actions, settings),
data from the entered documents, if they contain personal data (e.g. the name of the person issuing or receiving the invoice).

The provider processes personal data for the following purposes:

ensuring access and operation of the Application,
implementation of the subscription relationship and billing of services,
technical support and communication with users,
ensuring security system and preventing misuse,
compliance with legal obligations.

Personal data is not passed on to third parties, except:

contractual processors of the Provider, who are obliged to the same level of protection,
to the competent state authorities on the basis of legal requirements,
with the explicit consent of the individual.

The Client is the controller of the personal data entered into the Application (e.g. data of its employees or customers), and the Provider acts as a contractual processor. A personal data processing agreement is binding between the parties, which is an annex to these General Terms and Conditions.

The Client undertakes to ensure compliance with the law when entering and processing personal data in the Application (e.g. obtaining consents, rights of individuals).

Individuals may at any time request access, correction, or deletion of their personal data, as well as exercise the right to object or portability, by contacting the Provider directly via the e-mail address dpo@flowbills.si.

More detailed information on data processing is provided in the Privacy Policy published on the Provider’s website.

14. Use of the Website and Platform

In addition to the Application, the Subscriber and other visitors also have access to the Provider’s website (www.flowbills.si), which acts as an information and support platform and provides access to user resources, documentation, packages, contacts and other content.

All content on the website, including texts, graphics, logos, icons, documentation and other elements, is the copyrighted property of the Provider or its partners. Users may only use them for personal or internal business purposes.

Any automated collection of data from the website (so-called scraping), insertion into third-party applications without consent, or any manipulation of content is prohibited.

By visiting and using the website, users undertake not to:

disrupt its operation (e.g. through attack claims, hacking attempts, etc.),
interfere with the integrity of the published content,
send malicious code or viruses through online forms.

The provider reserves the right to temporarily or permanently change, limit or cancel individual content on the website without prior notice.

The Website may contain links to third-party websites. The provider does not take responsibility for their content or security. The subscriber uses these links at his own risk.

15. License and Restrictions on Use

By activating the user account and accepting these General Terms and Conditions, the Subscriber acquires from the Provider a non-exclusive, non-transferable, time-limited right to use the Flowbills Application, exclusively for their own business needs and within the selected subscription package.

The License allows the Subscriber to use the Application:

for the lawful processing of their documents, invoices, payments, and links to business systems,
in accordance with the functionalities provided by the selected package,
exclusively by users designated by the Client (registered users).

The Client is not allowed to:

copy, distribute or make the Application available for use to third parties without the consent of the Provider,
perform reverse engineering, analyzing source codes, or developing competitive solutions based on the Application
share user accounts between several people or illegally grant access,
use the App for data collection, scraping, bulk mailing, or other system abuse,
use the Application for the processing of third-party documents unless it is a legal agreement with the explicit consent of the Provider (e.g. accounting services).

The provider reserves the right to check the method of use, including the detection of unusual activity or violation of the terms and conditions. In the event of violations, it can immediately restrict or terminate access without reimbursement of funds already paid.

All rights not expressly granted to the Client by these Terms and Conditions remain the exclusive rights of the Provider.

16. Acceptable Use

The Client undertakes to use the Flowbills Application only in a manner that complies with the applicable legislation, these General Terms and Conditions, business ethics and the principles of responsible digital use.

The Provider has the right to monitor the scope, frequency, and manner of use of the Application, including the use of API interfaces, to ensure stable and secure operation. In case of detection of unusual or excessive load, it has the right to request technical adjustments or restrict access to certain functionalities.

Any conduct that could jeopardize the security, stability or operation of the Application is prohibited, including:

unauthorized access to the functionalities, user accounts or data of other users,
intentionally loading the system through automated claims, testing, or hacking attempts
use of services to commit or facilitate criminal offences (e.g. money laundering, forgery of invoices),
the use of false, misleading, or unauthorized information,
Entering malicious software (e.g. viruses, trojans, scripts).

The app may not be used for:

hosting or storing content that violates copyright, personal dignity, trade secrets or other rights of third parties,
purposes that are not commercially related to the Client’s activity, except with the permission of the Provider,
storage of bulk personal data without an adequate basis under the GDPR.

The provider reserves the right to:

review of activities in the event of a suspected violation,
Restrictions or blocks of individual actions, features, or users.
notifications to the Client about unauthorized use and a request for immediate elimination of the conduct.

In serious cases of violations (e.g. repeated abuse, cyber attacks, intentional damage), the Provider reserves the right to immediately terminate the subscription relationship, take legal action and claim damages.

17. Intellectual Property Rights

All intellectual property rights related to the Flowbills App and related services (including source and execution program code, data structure, user interface, trademarks, package names, domains, and documentation) belong exclusively to dFlow d.o.o., except where explicitly stated otherwise.

The Client only acquires the right to use the service under the conditions specified in these General Terms and Conditions, which does not imply the transfer or granting of any intellectual property rights.

Without the prior written permission of the Provider, it is prohibited to:

copying, publicly publishing, distributing, or reproducing any part of the Application or its documentation,
use of the Provider’s trademarks, logos or graphic elements for marketing or commercial purposes,
integration of the Application into other services or applications that would create the impression that it is the Client’s own product.

In the event of suspicion of infringement of intellectual property rights, the Provider has the right to:

to the immediate termination of access to the Application,
pending the filing of an application for an injunction against further use,
to claim damages and lost profits.

This provision shall continue to apply after the termination of the subscription relationship.

18. Processing of personal data and GDPR

In the implementation of the Flowbills Application service, the Provider acts as a contractual processor of personal data, and the Client as their controller, in accordance with Regulation (EU) 2016/679 (GDPR) and the Personal Data Protection Act (ZVOP-2).

The Client is responsible for processing the personal data processed within the Application (e.g. data on its employees, suppliers, customers) in a lawful manner, in accordance with the principles of the GDPR, including the principles of minimization, accuracy, security and responsibility.

The provider processes personal data exclusively:

according to the instructions of the Client,
for the purposes of the operation of the Application and the provision of support,
by applying appropriate organisational and technical measures for security and confidentiality.

A personal data processing agreement is binding between the parties, which is an integral part of these General Terms and Conditions (Appendix 1). The treaty specifies the following:

subject matter and duration of processing,
types of personal data and categories of individuals,
Duties and rights of the contracting parties.

18.1 The provider will not provide personal data:

processed for its own purposes,
communicated to third parties without any basis,
transferred to third countries without adequate safeguards.

The provider may involve subcontractors (e.g. hosting providers, support providers) in the processing, but only those that provide the same level of protection of personal data. The list of contractual processors is available at the request of the Client.

In the event of a data breach, the Provider undertakes to immediately notify the Client, participate in the risk assessment and assist the Client in reporting the incident to the supervisory authority.

Upon termination of the contractual relationship, the Provider will, at the choice of the Client, provide the following personal data:

deleted or
returned in the agreed form and then permanently deleted the copies, unless otherwise provided by law.

19. Limitation of Liability (Upgrade)

The Provider endeavours to ensure a high level of availability, stability and security of the Application, but cannot guarantee uninterrupted operation or complete faultlessness of the service. The application is available on an “as is” basis. as is) and “as available”.

The provider is not responsible for:

loss of data, if the Client has not properly taken care of backup copies through the offered functions,
Failure to comply with obligations due to force majeure or the conduct of third parties (e.g. cloud service providers, internet providers),
indirect or consequential damages, including lost profits, business interruption, loss of reputation or business

In no case shall the joint liability of the Provider exceed the total amount paid by the Client to the Provider in the last 12 months prior to the occurrence of the damage event.

The Provider undertakes that in the event of major disruptions in the operation of the Application:

immediately inform the Client thereof,
Proceed to resolve the problem within a reasonable time.
at the written request of the Client, enable temporary or extraordinary export of data (if technically possible).

If the Client detects a technical problem that causes damage or loss, he must notify the Provider in writing within a maximum of 5 working days, otherwise the liability does not apply.

The Subscriber is responsible for the regular storage and backup of the data processed or entered into the Application. The provider does not guarantee the recovery of data after the expiration of the contract or after a technical error, if a backup copy has not been made

The Provider does not give any commitments regarding the achievement of certain results, tax savings or accounting effects by using the Application – the Client uses the service at its own business judgment.

The Provider is not responsible for misinterpretation or use of the functionality of the Application for accounting or legal purposes. It is recommended that the Client coordinate such decisions with its advisors.

The Provider does not guarantee the availability or renewal of data if the Client does not request the export within the period specified in point 8.1. After the expiration of this period, the data will be deleted without further notice, which does not mean a breach of the Provider’s contractual obligations.

This limitation of liability applies to the extent permitted by the laws of the Republic of Slovenia and does not exclude liability in the event of intent or gross negligence.

20. Changes to the Terms

The Provider reserves the right to change or supplement these General Terms and Conditions at any time, if this is dictated by legislative changes, technical development of the Application, business needs or security reasons.

The Provider will notify the Subscribers of any material change at least 15 days before its entry into force, via:

e-mails sent to the Client’s contact,
notifications within the user interface of the Application,
Posts on the www.flowbills.si

If the Client does not submit a written objection within 15 days of the publication of the changes, it shall be deemed to have agreed with the amended terms and conditions.

If the Client does not agree with the new conditions, he has the right to terminate the contract without notice with effect from the date of entry into force of the new conditions if the notice of termination is given before that date.

Changes that are not material and do not have a direct impact on the rights or obligations of the Client (e.g. corrections of errors, language corrections, changes of contacts) may be introduced without prior notice.

The latest version of the General Terms and Conditions is always available on the Provider’s website. By using the Application after the date of entry into force of the changes, the Subscriber is deemed to agree with the change.

21. Final provisions

These General Terms and Conditions constitute the entire agreement between the Provider and the Subscriber regarding the use of the Flowbills App and supersede any prior agreements, offers or communications regarding the content governed by these Terms and Conditions.

If any provision of these Terms and Conditions is found to be invalid, illegal, or unenforceable, this shall not affect the validity of the remaining provisions, which shall remain in full force and effect. Such a provision shall be replaced by a provision which is legally permissible, and which expresses the economic purpose of the original provision as closely as possible.

The relations between the Provider and the Client are governed by the law of the Republic of Slovenia. Disputes arising out of or relating to these Terms and Conditions shall be resolved by the court with substantive authority in Ljubljana, unless otherwise provided by law.

Communication between the parties is usually conducted in Slovenian. The Provider reserves the right to offer the documentation or the Application in other languages, but in the event of a discrepancy, the Slovenian version shall prevail.

The Provider may transfer its rights and obligations under these Terms and Conditions to an affiliated company or legal successor, whereby the Client will be informed of this in a timely manner.

The Client agrees that these terms and conditions also apply to further updates, extensions or functionalities that will be added within the same Application, unless a new contract is expressly concluded with this.

The Subscriber confirms that he/she is aware that the Application may include security mechanisms for detecting unusual patterns of use and that in the event of a reasonable suspicion of misuse, access may be temporarily disabled without prior notice.