Terms & Conditions

To use our Services you must be at least 18 years old, established in the Netherlands or another EU member state where our Services may lawfully be offered, and have read and understood these Terms.

If you act on behalf of an organisation, you declare that you are authorised to legally bind that organisation to these Terms.

The Company may update the Services and these Terms as needed. For material changes we will inform you at least 14 days in advance by email or via the Dashboard. Continued use after a change constitutes acceptance of the updated Terms.

AIOS Flow provides the following Services:

• An AI voice agent ("AI Agent") that answers incoming calls for your business

• A connected dashboard with transcripts, call summaries and customer notes

• Access to your own management environment via our platform

• Optional integrations with external systems such as calendars and CRM systems

The AI Agent creates text transcripts of conversations only — no audio recordings are stored. With your subscription you receive a unique AIOS Flow phone number. After your subscription ends you retain your original number.

Our AI Agent transcribes calls in real time and automatically creates summaries. No audio files are stored. Processing takes place solely for functional purposes, in accordance with the GDPR, and following correct configuration of the welcome message.

You as the Customer are responsible for complying with local laws and regulations regarding informing callers about call processing.

You are fully responsible for how you deploy AIOS Flow services, the callers your AI Agent speaks with, and the content of messages, responses and transcripts.

It is prohibited to use AIOS Flow for unlawful, offensive, misleading, discriminatory or sexual purposes, processing personal data of children under 16 without consent, spamming or phishing, calls in violation of the GDPR, reverse engineering our software, or building a competing product.

In the event of misuse or violation we reserve the right to block your access immediately without refund.

AI responses from AIOS Flow may contain factual inaccuracies, incomplete or inappropriate information. AIOS Flow gives no guarantees regarding the accuracy or suitability of AI output.

The Customer is always personally responsible for verification and may not use AI responses as the sole basis for legal, medical, financial or other materially important decisions.

AIOS Flow is not liable for missed appointments or incorrect information provided by the AI voice agent.

All data you upload or that is generated by conversations with your AI Agent (such as transcripts, summaries and customer data) remains your property.

You grant AIOS Flow the right to use this data for delivering our Services and in anonymised form for analyses. Personal data is primarily processed on servers within the European Economic Area (EEA).

You are fully responsible for the lawfulness, accuracy and content of all data processed via AIOS Flow.

By using our Services you declare that you have read and agree to our Privacy Policy. When delivering the Services, AIOS Flow acts as a data processor.

AIOS Flow will only process personal data based on documented instructions from the Customer, implement appropriate security measures, assist the Customer with data subject requests, and delete all personal data upon termination of services.

In the event of a personal data breach, AIOS Flow will notify the Customer without undue delay.

Our Services are provided on the basis of a multi-year contract with a term of your choice of 1, 2, 3, 4 or 5 years. A longer contract term entitles you to a higher discount on the monthly base fee.

In addition to the fixed monthly base fee, the variable amount based on minutes used is charged monthly in arrears.

The contract cannot be terminated early during the agreed term. After the contract period ends, the contract is automatically renewed for the same contract period, unless you give written notice no later than 30 days before the end of the current contract period.

Termination must be in writing via email to finance@aiosflow.com, at least 30 days before the end of the contract period. The termination is only valid after written confirmation from AIOS Flow.

The variable per-minute rate is intended for normal business use. In the event of structurally and significantly higher than average use, we reserve the right to charge usage above a reasonable threshold separately, or to convert your subscription to an appropriate Enterprise contract.

You are required to link a valid payment method to your account. Payment must be made by direct debit or invoice within 14 days of the invoice date. All prices are exclusive of VAT.

Upon commencement of services, the Customer owes a one-time setup fee of €500 (excl. VAT). This setup fee is charged on the first invoice and is non-refundable.

In the event of late payment, the Customer owes, by operation of law and without further notice of default, an immediate penalty of €75 per calendar day that payment remains outstanding after the payment term has expired, with a minimum of €150. We also reserve the right to temporarily block your account and pass on any collection costs.

Refunds of already paid instalments are not possible.

Pricing changes will be announced at least 30 days in advance.

We strive for high uptime but cannot guarantee full availability. Maintenance, disruptions or external factors may lead to temporary interruptions. We may regularly update our software or AI Agent; you agree that updates may be applied automatically.

In the event of a demonstrable disruption lasting more than 24 hours, the customer will receive a credit for those day(s) on the next invoice.

In the event of technical malfunction, AIOS Flow will proactively consult with the customer about an appropriate solution.

Termination of the contract is only possible in the event of a consecutive disruption of more than 30 calendar days, after written notice of default with a recovery period of 14 days.

Disruptions caused by external parties (such as telecom providers, cloud infrastructure or internet services) fall outside the direct control of AIOS Flow, but will be proactively communicated to the customer.

The contract ends automatically at the end of the agreed term, provided timely notice is given. Early termination by the Customer is not possible; the remaining contract value remains due.

AIOS Flow reserves the right to terminate your access in the event of non-payment, violation of these Terms, misuse or fraudulent behaviour.

Upon termination, AIOS Flow will retain all customer data for 30 days, after which it will be deleted. You can request an export within this period via privacy@aiosflow.com.

The Services of AIOS Flow are provided on an "as is" and "as available" basis. AIOS Flow is not liable for indirect damages, consequential damages, loss of profit, loss of data, or damages resulting from AI-generated responses.

The total liability of AIOS Flow is limited to the amount the Customer has paid in the three months preceding the damaging event, with a maximum of €100 if no payments have been made.

The Customer indemnifies AIOS Flow against all third-party claims arising from unlawful use of the Services or breach of these Terms.

All software, scripts, voice models, dashboards and visual elements within AIOS Flow are the intellectual property of AIOS Flow or its licensors. You receive a limited, non-exclusive right of use for the duration of your contract.

The Customer retains all rights to all content they upload or create using the Services. You may not copy, resell or reverse engineer our software or AI Agent.

These Terms are exclusively governed by Dutch law. Any disputes will be submitted to the competent court in Amsterdam, unless mandatory law provides otherwise.

Before a dispute is submitted to court, the parties will endeavour to resolve it amicably or through an independent mediator.

You may not transfer your rights or obligations under these Terms without written consent from AIOS Flow. If a provision proves invalid or unlawful, this does not affect the validity of the remaining provisions.

You agree that all communications and documents may be provided electronically and are legally valid. This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements.