BalanceFlow Terms of Service

Effective date: 1 September 2026

These Terms explain how you may use BalanceFlow, how subscriptions and refunds work, and what to check before using files produced by the service. Please read them before creating an account or buying a plan. If you use BalanceFlow for an organization, you confirm that you have authority to accept these Terms for it. Consumer rights required by law apply in addition to these Terms.

1. Who provides BalanceFlow

BalanceFlow is provided by Raman Miura, Mieczysława Karłowicza 14 30-047 Kraków, NIP: 6772465624 (“BalanceFlow”, “we”, “us”). Our public website is https://balanceflow.cloud and the application is available at https://app.balanceflow.cloud. Contact us at [email protected]. These business details and contact information must be completed before publication.

2. The service

BalanceFlow helps you upload or provide data, apply conversion and transformation templates or rules, and download output files for review and possible use in other systems. Available sources, output formats, features and plan limits are described in the service when you use it. Templates may include formats associated with Stripe, PayPal, Etsy or accounting products, but availability depends on the features actually released.

BalanceFlow processes files you supply; it does not independently verify the underlying transactions or guarantee that a generated file is appropriate for your books, taxes, bank reconciliation or any particular import. You must review source data, mapping choices and results before relying on them or importing them elsewhere. If a format or a third party’s requirements change, you may need to adjust a template or regenerate a file.

BalanceFlow does not provide accounting, bookkeeping, tax, legal or investment advice. Descriptions, examples and tutorials explain product workflows and are not a substitute for professional advice where you need it. We use backend error reporting to find and fix unhandled service errors, as described in our Privacy Policy.

3. Accounts and eligibility

You must be at least 18 years old and able to enter into a binding agreement under applicable law to create an account. Provide accurate account and billing information and keep it current. Keep your login credentials secure, and tell us promptly at [email protected] if you suspect unauthorized access. You are responsible for activity under your account to the extent permitted by law, except activity caused by our own failure to meet our obligations.

If your account is used for an organization, you are responsible for controlling who can access its workspace and data. Account sharing, team permissions and collaborator features, if offered, work as described in the product.

4. Your data and files

You retain your rights in files, data, rules and other material you submit (“Your Content”). You give us the permission needed to host, process, convert, store, display to authorized account users, and return Your Content solely to provide, secure and support BalanceFlow and to meet legal obligations. We do not acquire ownership of Your Content.

You must have the rights and lawful basis needed to upload and process Your Content, including personal data about other people. Do not submit data that the service is not designed or legally permitted to handle. Our Privacy Policy explains our handling of personal data. If you use BalanceFlow as a business and need a data processing agreement (DPA) for personal data we process on your behalf, request one at [email protected]. The DPA must be accepted or signed by both parties before you upload that data for processing. Requesting a DPA alone does not put one in place.

Uploaded input files are stored separately while being processed. They are deleted after processing finishes and are not available for download through BalanceFlow. Keep your own copy of each input file. Generated output files are stored and available for download for 14 days after the conversion finishes successfully. During that period, any user with access to the workspace where the conversion record was created can download those output files. After the 14-day period, the conversion record remains available to view, but its output files can no longer be downloaded. Download and keep any output you need before the period ends. You can delete your own conversion records using the delete control next to each record. When you delete a record, any files still stored for that conversion are deleted from active server storage and cannot be restored through BalanceFlow; database backups may retain the record temporarily as described in the Privacy Policy. Account closure and deletion of associated records are described in section 12. These details must match the published Privacy Policy and the actual product controls. Any mandatory right to retrieve content or data after ending a digital service remains unaffected.

5. Acceptable use

Do not use BalanceFlow to break the law, violate another person’s rights, upload malicious code, gain unauthorized access, interfere with the service, evade technical limits, or systematically resell access without our permission. Do not use automated requests in a way that disrupts the service. We may apply reasonable technical controls to protect availability and security.

If you believe a restriction was applied in error, contact us at [email protected] so we can review it.

6. Plans and subscriptions

The current plan page and checkout show the features, price, billing period, currency, applicable taxes and usage allowances before you pay. Free features, if offered, may have separate limits. Paid subscriptions renew for the period shown at checkout until cancelled. You authorize the payment provider to charge the payment method you select at each renewal. Payment processing is handled by a third party, such as Stripe; its separate terms may apply to its payment services.

You can manage your subscription and cancel renewal through the Stripe customer portal, accessible from the billing section of your BalanceFlow account. You may also request cancellation by emailing [email protected]. Cancellation stops future renewals; paid access continues until the end of the current billing period unless a refund or statutory right changes that. When paid access ends, your account moves to the free plan. Your conversion records remain available in the account, subject to the file download period in section 4 and any free-plan feature limits. We will show the effect of cancellation clearly when you cancel. To request a refund under our 14-day first-purchase guarantee, email [email protected] as described in section 8.

If payment fails, we may notify you, retry the payment, and pause paid features after a reasonable opportunity to update your payment method. We will not charge a new price for an existing subscription without the notice and consent required by applicable law. Any change to price or plan terms will be communicated before it takes effect, with an opportunity to cancel renewal.

7. Usage allowances and unlimited plans

Each conversion record accepts one input file. You can preview a conversion without using a conversion allowance. When you select Run conversion, the run counts as one conversion only if it completes successfully. A failed run does not reduce an allowance. A successful run counts once even if it produces multiple output files, including when the result is split. Running the same conversion record again counts as another conversion if that run completes successfully. Successful conversions in a workspace count toward the workspace owner's plan allowance, including conversions created or run by other users who have access to that workspace. Plan allowances and how they reset are displayed on the plan page. We will show or make available counted usage and will not silently charge for overages. Any paid extra conversion requires the price and your authorization to be clear before purchase.

An “unlimited” plan, if offered, permits ordinary use without a fixed monthly conversion cap, subject to technical protections against abuse and disruption. 100 successful conversions in a billing month is a review threshold for unusual use, not an automatic cutoff, surcharge or promise that use above 100 is prohibited. If usage threatens service reliability, we may contact you to understand it and agree on a practical approach. We may temporarily limit activity that materially disrupts the service, with notice where feasible. We will describe material plan restrictions on the plan page before purchase.

8. Our voluntary refund guarantee

For your first paid BalanceFlow purchase, you may request a full refund within 14 calendar days after that purchase by emailing [email protected] from your account email or otherwise identifying the purchase. No explanation is required and conversion usage does not reduce this refund. This commercial guarantee applies to both consumers and businesses. We will refund to the original payment method unless another method is agreed or required by law. We will process an approved guarantee request promptly; your payment provider may take additional time to post it.

After that initial 14-day period, subscription fees are ordinarily non-refundable for periods already started, except where law requires a refund or we expressly agree otherwise. If you ask for a discretionary refund later, we will consider the reason, time remaining, and actual use; no fixed usage-based formula is promised. Cancelling renewal alone does not request a refund. A refund may end paid access for the refunded period. This guarantee does not narrow your statutory rights, including withdrawal and remedies for a service that does not conform to the contract.

9. Consumer rights and withdrawal

If you are a consumer, mandatory consumer protections under the law that applies to you take priority over inconsistent Terms. For eligible distance contracts, you may have a statutory right to withdraw within 14 days of concluding the contract without giving a reason. To exercise it, send a clear statement to [email protected] before the period expires. You may use the optional model form at the end of this document, but you do not have to. We will acknowledge receipt. Statutory withdrawal refunds are handled within the period and by the method required by applicable law.

If you expressly request that a paid digital service begin during the withdrawal period, applicable law may allow us to charge a proportionate amount for the service supplied before you withdraw, provided the legal conditions are met. The voluntary first-purchase guarantee in section 8 waives that deduction for a qualifying request. Simply using the service does not, by itself, mean you give up a statutory withdrawal right. We will obtain any express request or acknowledgement required by law through checkout rather than assuming consent from these Terms.

If the service fails to meet applicable legal requirements, you may have rights to have it brought into conformity, a price reduction, termination or other remedies. Contact us with the issue so we can investigate. These rights are separate from the voluntary refund guarantee.

10. Changes and availability

We may update templates, fix errors, add or remove features, and carry out maintenance. We may also change a digital service supplied over time for a valid reason, such as security, legal compliance, third-party format changes or improving functionality. If a change materially and negatively affects a consumer’s use, we will give the advance information and termination option required by law. For other material changes to a paid plan, we will give reasonable notice and explain available cancellation or refund options.

We aim to make the service available reliably but cannot promise uninterrupted access. We will take reasonable care in operating and securing it. We will communicate planned major interruptions when practicable.

11. Intellectual property and feedback

BalanceFlow and its software, design, documentation and templates are ours or licensed to us. We grant you a limited, non-exclusive right to use the service while your account is active, subject to these Terms. You may use the output you create for your own lawful purposes. You may send suggestions; if you do, we may use them without payment, while respecting your rights in any underlying data you supplied.

Names of third-party products belong to their owners. Mentioning Stripe, PayPal, Etsy, QuickBooks or another service does not imply endorsement, partnership or that BalanceFlow controls its formats or import behavior.

12. Suspension and ending service

We may restrict or suspend an account when reasonably needed to address a security threat, unlawful use, serious breach of these Terms, nonpayment, or disruption to other users. Where appropriate, we will explain the reason and give you a chance to resolve it. Immediate action may be necessary for serious risks. To request account closure, email [email protected]. On requested account closure, we delete all records created by that user, including records they created in workspaces owned by someone else. We also delete all records in workspaces owned by that user, including records created there by other members. This includes conversion records, templates, rules and associated stored files. Deleted records will cease to be available to other workspace members. Database backups and records we must retain by law are addressed in the Privacy Policy. Ending a paid subscription does not close the account or delete its records; see section 6.

If we decide to discontinue a paid service, we will give reasonable notice where possible and refund prepaid amounts for the unused period, subject to any stronger rights under applicable law. Before closure, export files you wish to keep. Any legal rights to retrieve content or personal data remain unaffected; see section 4 and the Privacy Policy.

13. Responsibility and liability

We are responsible for providing the service in accordance with these Terms and applicable law. You are responsible for reviewing your input and output, choosing suitable settings, and deciding how to use the output. We are not responsible for errors in source files or for third-party systems that we do not control, but this does not excuse our own breach or failure to use legally required care.

To the extent the law allows, neither party is liable for remote or unforeseeable losses that it could not reasonably have anticipated when the contract was made. For business customers on a paid plan, our aggregate liability arising from the service is limited to the fees the customer paid us for the affected service in the 12 months before the event giving rise to the claim. For business customers on the free plan when that event occurs, our aggregate liability is limited to the published price of one month of the Pro plan at that time, excluding taxes and promotional discounts. This business cap does not apply to fraud, deliberate misconduct, gross negligence where it cannot be limited, or liability that law does not allow us to limit. No part of these Terms removes or restricts mandatory consumer remedies or liability that cannot lawfully be excluded.

Business customers will reimburse us for reasonable losses and costs caused by their unlawful content or intentional misuse of the service, to the extent legally permitted and after we give prompt notice and a reasonable opportunity to participate in the defense. This obligation does not apply to consumers.

14. Changes to these Terms

We may revise these Terms to reflect legal or security requirements, changes in the service, or clearer wording. We will publish the new version and its effective date. For a material change affecting an existing paid subscription, we will notify you in advance by email or through the account and explain your options. Changes will not retroactively remove rights that have already arisen. We may ask you to accept a new version where appropriate. We keep prior published versions of these Terms and record acceptance while an account remains open. Acceptance records linked to a deleted account are removed from the active database as described in the Privacy Policy.

15. Applicable law and disputes

Polish law governs these Terms, subject to mandatory protections available to consumers in their country of habitual residence. Consumers may use courts and other complaint or dispute options available to them under applicable law. For business customers, disputes are subject to the courts competent for our registered address, unless mandatory law requires otherwise. Please contact [email protected] first so we can try to resolve the issue directly.

16. Contact

Questions, complaints, cancellation, refund or withdrawal notices can be sent to [email protected]. Our Privacy Policy explains how we handle personal data.