RapidWorkflow Terms of Service

RapidWorkflow is a trading name of Rapid Documents Ltd ("RapidWorkflow", "we", "us" or "our"). We provide workflow automation, AI-assisted process improvement, client portal, dashboard, document workflow and related consultancy and implementation services to business customers.

You can contact us at info@rapidworkflow.ai or at 199 Field End Road, C/O Lotuswise, Eastcote, Pinner, Middlesex, England, HA5 1QZ.

By accessing our website, making an enquiry, booking a call, accepting a proposal, using our services or otherwise engaging with RapidWorkflow, you agree to these Terms. If you are acting on behalf of a company or organisation, you confirm that you have authority to bind that organisation.

If you do not agree to these Terms, you should not use our website or services.

Our services may include workflow audits, process mapping, automation strategy, AI-assisted workflows, client portals, dashboards, document collection systems, CRM or data integrations, email and notification workflows, implementation support, testing, training, documentation and ongoing optimisation.

The exact scope, deliverables, timeline, assumptions, fees and payment schedule for any project will be set out in a proposal, quotation, statement of work, order form or written agreement agreed between you and us.

Unless expressly agreed in writing, we do not provide regulated legal, financial, tax, immigration, medical, insurance, cybersecurity or compliance advice. Our services are intended to support operational efficiency and workflow improvement, not to replace professional advice or your own business judgement.

Any free workflow audit, discovery call, initial consultation, written notes, estimate or informal recommendation is provided to help identify potential areas for improvement. It does not create a binding obligation on either party unless a proposal or agreement is accepted.

Any pricing or timeline provided before detailed scoping is indicative only. Final pricing may depend on workflow complexity, number of users, integrations, data quality, security requirements, third-party tools, required revisions, and support needs.

To deliver our services effectively, you agree to:

• provide accurate and complete information about your processes, systems, users, data and requirements;
• make relevant staff available for discovery, feedback, testing and sign-off;
• provide timely access to agreed systems, tools, accounts, APIs, sample data and documentation;
• obtain any permissions, licences or approvals needed for us to work with your systems or data;
• review outputs, automations, AI-assisted recommendations and workflows before relying on them operationally;
• maintain appropriate internal controls and human oversight for any workflow that affects customers, payments, legal obligations, compliance, data protection or business-critical decisions.

Delays in providing information, access, feedback or approvals may affect delivery timelines and may result in additional fees where extra work or rescheduling is required.

Some RapidWorkflow services may use AI models, automation platforms, knowledge bases, data extraction tools, email drafting tools, classification tools or other AI-assisted systems. AI tools can be useful, but they may produce incomplete, inaccurate, outdated or unexpected outputs.

Unless expressly agreed in writing, AI-assisted outputs should be treated as drafts or decision-support only. You remain responsible for reviewing and approving any AI-assisted output before it is sent to customers, used in a live workflow, relied on for decision-making, or incorporated into your business records.

We may recommend human review, approval steps, confidence thresholds, exception handling, audit logs and fallback processes where AI tools are used. You agree not to remove or bypass such safeguards without understanding and accepting the associated risks.

Our services may involve third-party tools such as automation platforms, AI model providers, hosting services, databases, CRMs, email systems, scheduling tools, analytics tools, payment tools or other software providers. These third-party tools are not owned or controlled by RapidWorkflow.

You are responsible for maintaining any third-party subscriptions, licences, account access, usage fees, API costs and compliance with third-party terms unless we expressly agree otherwise in writing.

We are not responsible for outages, errors, data loss, pricing changes, feature changes, rate limits, deliverability issues, account suspensions or other issues caused by third-party providers, although we may help investigate or work around such issues as part of a support or optimisation plan where applicable.

Fees will be set out in the relevant proposal, quote, statement of work, order form or invoice. Unless stated otherwise, fees are exclusive of VAT and any other applicable taxes, duties or charges.

We may require an upfront deposit, staged payment, monthly retainer or prepayment before starting work. Invoices are payable by the date stated on the invoice. If no payment period is stated, invoices are payable within 14 days of the invoice date.

If payment is late, we may pause work, suspend access to services, withhold deliverables, charge interest and recovery costs where permitted by law, or terminate the relevant project or service.

You are responsible for ensuring that purchase orders, internal approvals and payment arrangements are in place before instructing us to begin work.

We will make reasonable efforts to deliver the agreed scope. If you request additional features, new integrations, extra revisions, major workflow changes, urgent work, additional meetings, new user roles, extra documentation or work not included in the agreed scope, this may be treated as out-of-scope work and charged separately.

Where appropriate, we will explain the likely impact of requested changes on cost, timeline and deliverables before proceeding.

Any support, maintenance, monitoring or workflow optimisation services will be provided only where included in an agreed package, retainer, proposal or separate written arrangement.

Support may include monitoring, bug fixes, small improvements, prompt or model adjustments, workflow updates, documentation changes, usage review, and advice on future automation opportunities, depending on the package purchased.

Unless expressly agreed, support does not include unlimited development work, major rebuilds, new systems, third-party subscription costs, emergency out-of-hours cover, regulated compliance work, or issues caused by unauthorised changes made by you or your other suppliers.

Unless otherwise agreed in writing, we retain ownership of our pre-existing materials, methods, templates, know-how, frameworks, prompts, reusable components, internal tools, documentation structures and general workflow design knowledge.

Subject to full payment of all amounts due, you will receive the rights needed to use the project deliverables created specifically for you for your internal business purposes.

Where deliverables include third-party tools, open-source components, templates, AI models, stock assets or other third-party materials, your rights to those materials are subject to the relevant third-party terms.

You must not copy, resell, sublicense, reverse engineer, commercially exploit or provide our materials, templates, workflows, prompts or documentation to third parties unless we have agreed this in writing.

Each party may receive confidential information from the other. Confidential information includes business processes, client data, technical information, pricing, proposals, internal documents, workflows, strategy, credentials, and any information that a reasonable person would consider confidential.

Each party agrees to keep the other party's confidential information confidential and to use it only for the purposes of the project or service. This does not apply to information that is already public, independently developed, lawfully received from a third party, or required to be disclosed by law.

Each party agrees to comply with applicable data protection laws, including the UK GDPR and Data Protection Act 2018 where applicable.

Our handling of personal data through our website is described in our Privacy Policy. Where we process personal data on your behalf as part of a project, we may need a separate data processing agreement or appropriate written data protection terms, depending on the nature of the work.

You are responsible for ensuring that you have a lawful basis to provide us with any personal data, customer records, documents, email data, CRM data or other information for use in a workflow, automation or AI-assisted system.

You should not provide passwords through insecure channels. Where possible, access should be provided through secure sharing methods, role-based permissions, temporary credentials, API keys, or other agreed secure methods.

You agree not to use our website or services, or any workflow or system we build for you, to:

• break the law or infringe third-party rights;
• send unlawful, misleading, harmful, harassing or abusive communications;
• process data without appropriate rights, permissions or lawful basis;
• introduce malware, attempt unauthorised access, or interfere with systems;
• make fully automated decisions about individuals where human review is legally or ethically required;
• use AI outputs in a way that is deceptive, discriminatory, unsafe or materially misleading.

The content on our website is provided for general information only. We may update, change or remove website content at any time. We do not guarantee that the website will always be available, uninterrupted, secure or error-free.

You must not misuse our website, attempt to gain unauthorised access, scrape content at scale, introduce malicious code, or use the website in any way that may damage or impair the site or our business.

We will provide our services with reasonable skill and care. However, workflow automation and AI-assisted systems depend on many factors outside our control, including third-party tools, data quality, user behaviour, business process changes, API limits, email deliverability, model behaviour and external platform changes.

Except as expressly stated in these Terms or an agreed proposal, we do not guarantee that any system will be error-free, uninterrupted, compatible with all future third-party changes, or produce any specific financial result, time saving, revenue uplift or business outcome.

You are responsible for testing and approving workflows before relying on them in live business operations.

Nothing in these Terms limits or excludes liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot be excluded under applicable law.

Subject to the above, RapidWorkflow will not be liable for indirect, consequential, special or punitive losses, loss of profit, loss of revenue, loss of goodwill, loss of anticipated savings, loss of business opportunity, business interruption, loss or corruption of data, or losses caused by third-party tools or services.

Subject to the above, our total aggregate liability arising out of or in connection with any project, service or these Terms will be limited to the fees paid by you to us for the specific project or service giving rise to the claim in the three months preceding the event giving rise to liability, unless a different liability cap is agreed in writing.

Either party may terminate a project or service in accordance with any termination provisions in the relevant proposal, statement of work, order form or written agreement.

We may suspend or terminate services if you fail to pay on time, breach these Terms, misuse the services, fail to provide required access or information, or ask us to do something unlawful, unsafe or outside the agreed scope.

On termination, you must pay for all work completed, third-party costs incurred, committed costs, and any non-cancellable fees up to the termination date. Any licences, access or support provided by us may end unless otherwise agreed.

During any project and for 12 months afterwards, you agree not to knowingly solicit for employment or direct engagement any RapidWorkflow employee, contractor or delivery partner introduced to you through our work, without our prior written consent. This does not prevent general recruitment advertising not targeted at such individuals.

We may update these Terms from time to time. The latest version will be posted on our website with the effective date. If you continue to use our website or services after changes take effect, you will be treated as having accepted the updated Terms.

These Terms and any dispute or claim arising out of or in connection with them, their subject matter or formation are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction over any dispute or claim arising out of or in connection with these Terms, unless otherwise required by applicable law or agreed in writing.

If you have any questions about these Terms, please contact us at: