Last updated: July 2026
These Terms of Service apply to WorkflowMind, at 148 The Rose Bowl, Portland Crescent, Leeds, LS1 3HB (" WorkflowMind", " we", " us", " our").
These Terms of Service (" Terms") govern access to and use of the WorkflowMind process-mapping application (the " Service"). By creating an account, or by creating or being added to a workspace, you agree to be bound by these Terms.
Our Privacy Policy and Data Processing Agreement are incorporated into these Terms by reference. Where there is a conflict between these Terms and the Data Processing Agreement in respect of the processing of Personal Data, the Data Processing Agreement prevails.
1. Definitions
- "Account" means a registered user account with the Service.
- "Consultant" means a user who registers a consultant workspace and creates or administers one or more Client Workspaces.
- "Client" means the business or individual on whose behalf a Client Workspace is created, whether that business signs up directly or is invited into a workspace created by a Consultant.
- "Workspace" means a distinct working area within the Service (a Consultant Workspace or a Client Workspace) in which Content is created, stored, and shared.
- "Content" means process maps, diagrams, notes, files, and any other material uploaded or created within a Workspace.
- "Order" means the subscription order (e.g. via our website, in-app checkout, or a signed order form) specifying the Workspace(s), fees, and billing term.
2. Accounts and Workspaces
2.1 You must provide accurate registration information and keep it up to date.
2.2 A Consultant may create Client Workspaces and invite Client users into them. By doing so, the Consultant confirms they are authorised to create the Workspace on behalf of the Client and to process the Client's data in accordance with our Data Processing Agreement, as set out in the confirmation presented at the point of Workspace creation.
2.3 A business may alternatively sign up directly for its own Workspace without a Consultant.
2.4 You are responsible for all activity that occurs under your Account and for maintaining the confidentiality of your login method (including Google Sign-In or email-based login links).
3. Ownership of Content
3.1 As between the parties:
(a) a Consultant owns the Content they create within their own Consultant Workspace (i.e. work product not created for or within a specific Client Workspace);
(b) the Client owns the Content created within its Client Workspace, regardless of whether that Content was created by the Consultant or the Client's own users.
3.2 Workspace transfer: a Client may request that its Client Workspace (including all Content within it) be transferred to the Client's own direct control at any time, by contacting support@workflowmind.com. On a valid request, we will transfer ownership and administrative control of the Workspace to the Client within 10 business days, subject to verifying the requester's authority to act for the Client.
3.3 You grant WorkflowMind a non-exclusive, worldwide licence to host, store, process, and display Content solely as necessary to provide the Service to you, and to comply with our legal obligations. This licence ends when the relevant Content or Workspace is deleted, subject to the backup retention period described in our Data Processing Agreement.
3.4 We own all rights in the Service itself (software, design, "WorkflowMind" branding, and underlying technology), excluding your Content. Nothing in these Terms transfers any such rights to you.
3.5 If you provide us feedback or suggestions about the Service, we may use them without restriction or obligation to you.
4. Subscriptions, Fees, and Payment
4.1 The Service is billed on an annual, per-Workspace subscription basis, as set out in the applicable Order.
4.2 Unless otherwise agreed in an Order, subscriptions automatically renew for successive annual terms unless either party gives notice of non-renewal at least 30 days before the end of the then-current term.
4.3 Fees are payable in advance and are non-refundable except as expressly stated in these Terms or required by law.
4.4 We may change our fees for future renewal terms by giving at least 30 days notice before the change takes effect.
4.5 If payment is not received when due, we may suspend access to the affected Workspace(s) after giving reasonable notice, until payment is made.
4.6 Payment processing is provided by Stripe. Use of Stripe's payment services is subject to Stripe's own terms.
5. Acceptable Use
You agree not to:
5.1 use the Service to store or process any Content you do not have the right to share, including Personal Data you are not lawfully entitled to process;
5.2 use the Service to process special category data (as defined in Data Protection Legislation) unless strictly necessary and lawful, and only with appropriate safeguards;
5.3 attempt to gain unauthorised access to the Service, other users' Workspaces, or our systems;
5.4 reverse engineer, decompile, or attempt to extract the source code of the Service, except to the extent permitted by law;
5.5 use the Service to build a competing product;
5.6 upload malicious code or otherwise interfere with the operation of the Service.
6. AI-Assisted Features
6.1 The Service includes optional AI-assisted features (such as map generation or report generation) which, when actively triggered by a user, send the relevant Content to third-party AI providers (currently OpenAI and Anthropic) for processing, as described in our Data Processing Agreement.
6.2 These features are provided on an opt-in, per-use basis. Content is not sent to these providers unless a user actively initiates the relevant feature.
6.3 AI-generated outputs may be inaccurate or incomplete. You are responsible for reviewing and validating any AI-generated content before relying on it.
7. Data Protection
7.1 Where we process Personal Data on your behalf as a processor, the terms of our Data Processing Agreement apply.
7.2 Where we process Personal Data as a controller (e.g. account holder data), our Privacy Policy applies.
8. Confidentiality
8.1 Each party may access confidential information of the other in connection with the Service. Each party agrees to use the other's confidential information only to perform its obligations under these Terms, and not to disclose it to third parties except as permitted by these Terms or required by law.
8.2 Content is treated as the confidential information of the Consultant and/or Client (as applicable under Clause 3).
9. Warranties and Disclaimers
9.1 We will provide the Service with reasonable skill and care and will use commercially reasonable efforts to maintain its availability.
9.2 Except as expressly stated in these Terms, the Service is provided "as is" and we disclaim all other warranties, whether express or implied, to the fullest extent permitted by law, including implied warranties of satisfactory quality, fitness for a particular purpose, and non-infringement.
10. Limitation of Liability
10.1 Nothing in these Terms limits either party's liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; (c) any other liability that cannot lawfully be limited or excluded.
10.2 Subject to Clause 10.1, each party's total aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence), or otherwise, shall not exceed the total fees paid by the Client/Consultant to WorkflowMind in the 12 months preceding the event giving rise to the claim.
10.3 Subject to Clause 10.1, neither party shall be liable for any indirect or consequential loss, loss of profits, loss of business, or loss of data (save for our obligations relating to Content under Clause 3 and the Data Processing Agreement).
11. Term, Suspension, and Termination
11.1 These Terms apply for as long as you hold an Account or access the Service.
11.2 Either party may terminate a subscription for material breach not remedied within 30 days of written notice.
11.3 We may suspend or terminate access immediately if we reasonably believe your use of the Service poses a security risk, breaches Clause 5, or breaches applicable law.
11.4 On termination, you may export your Content for 30 days before it is deleted in accordance with our Data Processing Agreement. To arrange export, you must email support@workflowmind.com. Export is not available as a self-service, in-app action.
11.5 Termination of a Consultant's Account does not, by itself, delete or transfer a Client Workspace. The Client may request transfer of the Workspace to their own direct control under Clause 3.2.
12. Changes to these Terms
We may update these Terms from time to time. For material changes, we will give at least 30 days notice via email or in-app notification before the changes take effect. Continued use of the Service after that point constitutes acceptance of the updated Terms.
13. General
13.1 Assignment: you may not assign these Terms without our prior written consent, except to a successor in connection with a merger, acquisition, or sale of substantially all assets. We may assign these Terms in connection with a similar transaction.
13.2 Force majeure: neither party is liable for delay or failure to perform caused by events beyond its reasonable control.
13.3 Entire agreement: these Terms, together with the Privacy Policy, Data Processing Agreement, and any Order, constitute the entire agreement between the parties in relation to the Service.
13.4 Severability: if any provision of these Terms is found unenforceable, the remaining provisions continue in full force.
13.5 Governing law and jurisdiction: these Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these Terms.
14. Contact
Questions about these Terms: support@workflowmind.com
Privacy or data protection queries: support@workflowmind.com (DPO: Devon Page)