CollectFlow Terms of Service
Effective Date: 27 April 2026
These Terms of Service govern the relationship between Patrick Kelly, trading as CollectFlow ("CollectFlow", "we", "our"), registered as a business name in Ireland, and any business using the CollectFlow platform ("Customer", "you"). By creating an account, subscribing, or otherwise using the Services, you agree to be bound by these Terms.
1. Definitions
Administrator – The Customer’s designated point of contact who manages User access.
Administrator Account – The first account created by the Customer, granting full access rights.
User – An individual authorised by the Administrator to use the Services.
Debtor – The Customer’s customer to whom the Customer issues invoices.
Services – All features provided by CollectFlow, including invoice monitoring, automated reminders, and reporting.
Customer Interface – The online portal available at https://app.collectflow.ie.
Subscription – The paid plan taken out by the Customer for access to the Services.
2. Purpose
These Terms define the conditions under which CollectFlow provides its Services and the rights and obligations of both Parties.
3. Access & Registration
Services are available to businesses and authorised representatives of legal age. The Administrator creates the initial account and ensures all information provided is accurate and up to date. CollectFlow may request additional information or refuse registration at its discretion.
4. Use of Accounts
Each User or Administrator must keep login credentials confidential and use them personally. Customers are responsible for all actions performed under their accounts. If unauthorised use is suspected, the Customer must notify CollectFlow immediately.
5. Description of Services
CollectFlow provides:
- Invoice & Arrears Monitoring – Dashboards showing overdue invoices, payment trends, and reminders.
- Automated Reminder Workflows – Emails and SMS sent to Debtors, configurable by the Customer.
- Performance Reporting – Metrics such as DSO, aging reports, and reminder effectiveness.
Customers are solely responsible for the content of reminders and communications sent to their Debtors.
6. Pricing & Payment
Subscription fees are listed on the CollectFlow website or in the order form agreed with the Customer. Payments are processed via Stripe Payments Europe Ltd (regulated by the Central Bank of Ireland). Fees are billed monthly or annually in advance. CollectFlow may revise pricing at any time; new pricing applies from the next billing cycle.
7. Customer Obligations
The Customer agrees to use the Services only for lawful business purposes, ensure reminders and communications comply with all applicable laws, maintain accurate account and billing information, and provide necessary data and cooperation for Service delivery.
8. Prohibited Use
You must not use the Services for unlawful, fraudulent, or spam activity; attempt to access, copy, or reverse-engineer CollectFlow systems; overload or disrupt the platform; or resell or transfer access to third parties.
9. Data Protection & Confidentiality
Controller vs Processor: The Customer is the Data Controller of Debtor data. CollectFlow acts as the Data Processor and processes data only on documented Customer instructions and in compliance with GDPR. Data is hosted within the European Economic Area (EEA). CollectFlow applies appropriate security and confidentiality measures and will report any data breach to the Customer without undue delay.
10. Intellectual Property
All software, content, and designs made available by CollectFlow remain its exclusive property. Customers may not copy, resell, or modify any part of the Services without written consent.
11. Availability & Liability
CollectFlow aims for high availability but does not guarantee uninterrupted Services. Temporary outages may occur for maintenance or upgrades. CollectFlow’s total liability for any claim is limited to the fees paid by the Customer during the three (3) months preceding the event giving rise to the claim. CollectFlow is not responsible for misuse of the Services by the Customer, the Customer’s relationships or communications with Debtors, or failures by third-party services.
12. Term & Termination
Subscriptions begin on the registration date and renew automatically unless cancelled. The Customer may terminate by emailing support@collectflow.ie, effective at the end of the current billing cycle. CollectFlow may terminate access for breach of these Terms or other lawful reasons. Upon termination, Customer data remains accessible for 30 days for export.
13. Changes
CollectFlow may update these Terms at any time and without prior notice. The latest version will always be available at https://collectflow.ie/terms-of-service. Your continued use of the Services after an update constitutes acceptance of the revised Terms.
14. Publicity
Each Party may reference the other’s name or logo in marketing materials with prior written consent.
15. Governing Law & Jurisdiction
These Terms are governed by the laws of Ireland. Any disputes shall be subject to the exclusive jurisdiction of the courts of Ireland.