Effective Date: June 11, 2026 · Version 2.0
For the purposes of these Terms, the following definitions apply:
By accessing or using the Service in any manner — including browsing the Platform, creating an account, or connecting a WhatsApp Business Account — you confirm that:
If you do not agree to these Terms, you must immediately discontinue your use of the Service.
AppointFlow is a Software-as-a-Service (SaaS) appointment scheduling and customer communication platform that enables:
The Service is provided "as-is" and may be modified, updated, or discontinued at any time with reasonable notice where practicable. We are not responsible for any disruption to third-party services (including WhatsApp / Meta) that may affect the Service.
To access the Service, you must create an account and provide accurate, current, and complete information. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account.
You must notify us immediately at legal@appointflow.app upon discovering any unauthorised use of your account. We are not liable for losses arising from unauthorised access due to your failure to safeguard credentials.
The Service supports multiple roles (Company Admin, Staff). The Company Admin is fully responsible for all actions taken by any user under their company account, including staff members they add to the platform.
Each business entity may maintain one primary company account. Creating multiple accounts to circumvent plan limits or restrictions is prohibited and may result in immediate termination of all accounts.
The Service is offered under tiered Subscription Plans. Features, usage limits (including monthly appointment quotas), and pricing are detailed on our Pricing page and are subject to change with 30 days' advance notice.
Subscription fees are payable in advance for the applicable billing period. You agree to provide valid payment information and authorise us to charge your payment method for all fees due. All fees are non-refundable except where required by applicable law.
If payment fails or remains outstanding beyond the due date, we reserve the right to suspend or restrict access to the Service. We will provide reasonable notice before suspension. Your data will be retained for a minimum of 30 days after suspension before deletion.
Starter plan accounts are subject to a monthly appointment limit (currently 100 appointments/month). Exceeding this limit will prevent new bookings via WhatsApp until the next billing cycle begins. We are not liable for missed bookings resulting from limit exhaustion.
Accounts on a "none" or inactive plan cannot accept online bookings. Customers will be notified via the WhatsApp bot that the business is not currently accepting online bookings.
By connecting a WhatsApp Business Account to the Service, you agree to comply with Meta's WhatsApp Business Policy, Meta Platform Terms, and all applicable messaging laws (including anti-spam regulations).
You are solely responsible for all messages sent through your connected WhatsApp Business Account. You must not use the Service to send unsolicited messages, spam, misleading content, or content that violates any applicable law. The AppointFlow bot only responds to inbound customer messages — it does not initiate outbound marketing campaigns without explicit customer consent.
When you complete the Embedded Signup flow, you grant AppointFlow permission to store and use your WhatsApp Business Account credentials (encrypted at rest) solely for the purpose of operating the bot on your behalf. You may revoke this access at any time by disconnecting your account via Settings.
Message delivery is subject to Meta's infrastructure, network conditions, and WhatsApp's quality ratings for your phone number. We do not guarantee message delivery and are not liable for undelivered messages or WhatsApp-imposed messaging limits.
The Service includes a human takeover feature that silences the bot for specific customers. You are responsible for ensuring timely human follow-up when this feature is activated.
You are responsible for obtaining all necessary consents from your End Customers before they interact with the WhatsApp bot, in accordance with applicable data protection and telecommunications laws.
You agree not to use the Service to:
Violation of this policy may result in immediate account suspension or termination without refund, and we reserve the right to report violations to relevant authorities.
Your use of the Service is governed by our Privacy Policy, which is incorporated into these Terms by reference. Key points:
The Service, including its software, design, trademarks, and content created by us, is owned by AppointFlow and protected by applicable intellectual property laws. These Terms do not grant you any ownership rights in the Service.
You retain all rights to Content you upload to the Service (e.g., company logo, service descriptions). You grant us a non-exclusive, royalty-free licence to use, store, and display your Content as necessary to provide the Service.
If you provide feedback or suggestions about the Service, you grant us an irrevocable, perpetual, royalty-free licence to use that feedback for any purpose without compensation to you.
The Service integrates with third-party platforms including but not limited to:
We are not responsible for the availability, conduct, or content of third-party services. Changes to third-party APIs (including Meta's WhatsApp API) may affect Service functionality, and we are not liable for any resulting disruption.
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR UNINTERRUPTED ACCESS.
We do not warrant that:
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, APPOINTFLOW AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO:
In any case, our total aggregate liability to you shall not exceed the greater of: (a) the total fees paid by you to us in the three (3) months immediately preceding the claim, or (b) USD $100.
You agree to indemnify, defend, and hold harmless AppointFlow and its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, judgments, awards, losses, costs, or expenses (including reasonable legal fees) arising out of or relating to:
These Terms commence when you first access or use the Service and remain in effect until terminated.
You may cancel your account at any time by disconnecting your WhatsApp integration and contacting us. Cancellation takes effect at the end of the current billing period. No refunds are issued for unused portions of a billing period.
We may suspend or terminate your account immediately and without prior notice if you:
Upon termination, your right to use the Service ceases immediately. Your WhatsApp Business connection will be disconnected. We will retain your data for 30 days after termination, after which it may be permanently deleted. You may request an export of your data before deletion by contacting us.
These Terms shall be governed by and construed in accordance with the laws of Sri Lanka, without regard to its conflict of law principles.
Before initiating any formal dispute, you agree to contact us at legal@appointflow.app and attempt to resolve the dispute informally. Most concerns can be resolved quickly this way.
If informal resolution fails, disputes shall be submitted to the jurisdiction of the competent courts of Sri Lanka. You waive any objection to jurisdiction or venue in those courts.
We reserve the right to modify these Terms at any time. When we make material changes, we will:
Your continued use of the Service after the effective date of revised Terms constitutes your acceptance of the changes. If you do not agree, you must stop using the Service and cancel your account before the changes take effect.
These Terms, together with our Privacy Policy and any order forms or subscription agreements, constitute the entire agreement between you and AppointFlow regarding the Service.
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.
Our failure to enforce any right or provision of these Terms shall not be deemed a waiver of such right or provision.
You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may freely assign our rights and obligations, including in connection with a merger, acquisition, or sale of assets.
We shall not be liable for delays or failures in performance resulting from acts beyond our reasonable control, including natural disasters, governmental actions, internet or telecommunications failures, or disruptions to Meta's WhatsApp platform.
For questions about these Terms, please contact us:
AppointFlow
Email: legal@appointflow.app
Website: appointflow.app
Address:
526/c, Eriyawetiya
Kiribathgoda, Sri Lanka
011600
Phone: +94713466180