Terms of Service

1. The service

GrantFlow is an online service for managing EU-funded grants after signature: timesheets with signatures, personnel and other costs, budgets, equipment depreciation, payments, reporting, documents and audit records. Features may change over time; we will not remove a feature the Customer relies on without reasonable notice.

A free pilot of 14 days can be offered. After the pilot, continued use requires a paid plan or a written agreement.

2. Accounts and users

• Accounts are created by the Customer's administrators. Each user has their own account; sharing sign-in details is not allowed.
• The Customer is responsible for its users, for the roles it assigns and for the partner organisations it invites into a project. It should switch on two-factor sign-in for users who handle financial data.
• The Customer tells us without delay about any unauthorised use of an account.

3. The Customer's data

The Customer keeps all rights in the data it puts into GrantFlow. It allows the Provider to process that data only to provide, secure and support the service. Personal data is processed under the Data Processing Agreement, which forms part of these terms.

The Customer can export its data at any time (audit package, Form C, data exports).

4. Acceptable use

The Customer and its users will not: break the law or the rights of others; upload malicious software; try to access other customers' data or to get around security measures; overload the service on purpose; resell the service without our written agreement.

5. No legal or financial advice

GrantFlow applies the rules of the EU Model Grant Agreement as a help (for example the 215-day annual limit, the 25 % flat rate for indirect costs, equipment depreciation, the certificate on the financial statements). It does not give legal, tax or financial advice. The Customer remains responsible for the costs it declares, for the documents that support them and for its dealings with the funding body. The Provider is not liable for financial corrections, rejected costs or penalties decided by the European Commission, a national agency or an auditor.

6. Availability and support

We work to keep GrantFlow available and fast and we plan maintenance outside European working hours where we can. Unless a separate written agreement sets a service level, there is no guaranteed availability or compensation for downtime. Support is provided by e-mail on working days.

7. Plans, fees and payment

• Fees depend on the plan chosen (for example by number of active projects) and are paid in advance, through Stripe, plus VAT where applicable.
• Subscriptions renew automatically for the same period unless cancelled. Cancellation takes effect at the end of the period already paid.
• We announce price changes at least 30 days in advance; they apply from the next renewal.
• If a payment fails and is not settled within 14 days of a reminder, we may restrict the account to read-only until it is.

8. Intellectual property

The Provider owns the software, its design and documentation. The Customer receives a non-exclusive right to use GrantFlow for its own grant management during the contract. Suggestions the Customer gives us may be used to improve the service.

9. Confidentiality

Each party keeps the other's non-public information confidential and uses it only for the contract, during the contract and for 3 years after it, except where the law requires disclosure.

10. Liability

• Neither party is liable for indirect damage, lost profits, lost revenue or lost funding.
• The total liability of the Provider under the contract is limited to the fees paid by the Customer in the 12 months before the event that caused the damage.
• These limits do not apply to damage caused intentionally or by gross negligence, nor where the law does not allow liability to be limited.

11. Suspension and termination

The Customer can end the contract at any time with effect at the end of the paid period. The Provider can end it with 30 days' notice, or immediately for a serious breach (for example abuse or non-payment after a reminder). We may suspend access temporarily to protect the service or other customers.

After the contract ends the Customer has 30 days to export its data; the data is then deleted as set out in the Data Processing Agreement, unless an archive for the EU retention period has been agreed.

12. Changes to these terms

We tell Customer administrators about changes at least 30 days before they apply. If the Customer does not agree, it may end the contract before the change applies.

13. Law and disputes

These terms are governed by Romanian law. The parties first try to settle disputes amicably; otherwise the competent courts of București decide.

Contact: [E-MAIL DE CONTACT / CONTACT E-MAIL] · [DENUMIRE FIRMĂ / COMPANY NAME], [SEDIU SOCIAL / REGISTERED ADDRESS].