Terms of Service
Last update: October 13, 2026
Provider and agreement
The service is provided by ACTAFLOW S.R.L., VAT number 04311920138, Via Canturina 153, 22100 Como (CO), Italy, info@actaflow.ai. These Terms govern professional and business use of ActaFlow. Anyone acting for an organisation represents that they have the necessary authority. Registration requires acceptance of these Terms and acknowledgement of the Privacy Policy. The published DPA forms part of these Terms for processing on the customer’s behalf.
Service and automations
ActaFlow lets you describe, create and manage playbooks using integrations, Knowledge, documents and AI. Available features depend on the plan, permissions and connected services. Customers define objectives, recipients, credentials, autonomy and approvals. An activated playbook may perform external actions without confirmation for each run where configured to do so. Tests and examples do not guarantee every possible future behaviour.
Account and acceptable use
Provide accurate information, protect credentials and authorise appropriate team users only. Report suspicious access. Unlawful activity, spam, infringement of others’ rights, unauthorised access and circumvention of controls or limits are prohibited. Connect only systems and data you are authorised to use. Mandatory legal rights, including applicable software exceptions, remain unaffected.
Plans, pricing and renewal
Applicable features, prices, taxes, billing periods and limits are shown on the Plans page and in the purchase summary before confirmation. Paid plans renew for the selected billing period until cancelled. Stripe processes payments. The plan includes monthly AI capacity shared by the workspace for chat, runs, automation creation and editing, Knowledge and native Marketing AI. Usage follows actual processing; operations do not necessarily have the same cost. There are no separate monthly chat-message or execution-count allowances. Actual capacity follows the subscription and any applicable discounts. Unused allowances do not roll over unless the plan states otherwise. Growth separates the advertising-account subscription from usage charges. On Free, Plus and Professional, each managed ad account costs EUR 10 per month. Business includes one ad account while the plan is active; additional accounts cost EUR 10 per month each. The price per account, paid quantity and any taxes are shown before activation. Rate changes are communicated before applying them to renewals, with the option to cancel. Paid accounts are managed from Growth; changing your base plan does not automatically cancel additional accounts already purchased. Contact discovery, email verification and video, editing and voiceovers purchased from external providers are separate from plan AI capacity, including on Business. The cost of these services, including any ActaFlow margin, is shown before confirmation and charged to the Growth balance for the approved operation. Native Marketing AI uses the plan’s AI capacity instead. The prepaid balance is separate from the subscription and can only be used for Growth services and cannot be transferred to other users. An amount may be reserved during processing and released if the operation is not performed; uncertain outcomes remain under review. Auto top-up requires your authorisation of a threshold, amount and monthly limit and can be disabled in the app. Ad spend remains separate and follows the channel’s terms and the campaign activation summary.
Cancellation and support
You can manage or cancel your subscription in settings; the summary shows when the paid period ends. Cancelling a subscription and deleting an account are different actions. Account deletion closes access and starts data removal under the privacy notice. Contact info@actaflow.ai about incorrect charges, problems or refund requests; mandatory remedies and any statutory withdrawal rights remain unaffected.
Data and ownership
You retain rights to the content you provide. You authorise ActaFlow to process it as needed to carry out your instructions and provide the service under the DPA and privacy notice. You are responsible for lawful bases and notices concerning other people’s data. Software, trademarks and the interface belong to ActaFlow or their respective owners; your subscription grants a right to use the service within the agreement. For images, video and voice, you must hold the necessary rights and permissions, including those of people depicted or whose voice is used. AI outputs may not be unique and we do not guarantee that they can always be used without checking third-party rights. The terms of advertising channels and third-party services used for the requested feature also apply.
AI, availability and responsibility
AI can make mistakes. Configure checks and approvals appropriate to the risks and review outputs before using them for significant decisions. Availability may depend on maintenance, networks and third-party providers. We do not promise error-free or uninterrupted operation. This does not exclude ActaFlow’s obligations or liabilities that cannot lawfully be excluded, including wilful misconduct, gross negligence and infringement of mandatory rights. These Terms do not restrict GDPR data subject rights. Growth does not guarantee ad approval by the channels, a number of leads or a particular commercial result. Availability, processing times and usage limits also depend on the providers identified in the privacy notice. Some integrations detect events through periodic checks: managed Gmail connections may have a delay of approximately 15 minutes. Timing shown in the interface is informational and is not a guaranteed delivery deadline.
Suspension, changes and governing law
We may restrict service where necessary for security, unlawful use, material breaches or non-payment, explaining the reason and available remedies where permitted. Free plans may pause automatic processing after prolonged inactivity as disclosed in the app; this does not delete data. Material contractual changes will be communicated in advance with reasonable notice, except immediate measures required by law or security. Customers may stop using the service or cancel renewal under the applicable conditions. Italian law applies, subject to mandatory rights and statutory rules on jurisdiction.