Terms and Conditions

1. Identification of the parties and definitions

These Terms and Conditions (hereinafter, the “Terms”) govern the contract for the provision of the ImmigraFlow service between:

• The Provider: Antonio Samuel Martín Polo, a natural person trading under the business name Autonomio and offering the Platform under the ImmigraFlow brand. Tax ID (NIF): 50555557Q. Address: Calle de las Laderas 16B, 28490 Becerril de la Sierra, Madrid, España. Email: hello@immigraflow.io. These are the same details as those set out in the Legal Notice.
• The Firm: the law firm, professional company or professional that contracts the Platform for its professional activity. Whoever registers or contracts the account on behalf of the Firm represents that they are authorised to bind it.

ImmigraFlow is offered exclusively to professionals and businesses. The Firm contracts in the course of its professional activity and is not a consumer, so consumer protection legislation does not apply to this contract.

In these Terms, the following expressions have the meaning given below:

• Platform: the ImmigraFlow software accessed through the Website: the Firm’s panel, the client portal, the intake, signing, payment and document-upload pages that the Firm shares with its clients, and the Mercurio extension.
• Website: immigraflow.io and its subdomains.
• User: each person to whom the Firm gives access to its organisation on the Platform (partners, lawyers, administrative staff or collaborators). The Firm is responsible for the use made by its Users.
• Firm’s Client: each person or company to whom the Firm provides its services and whose data the Firm enters into the Platform, or who accesses the client portal at the Firm’s invitation. The Firm’s Clients are not parties to this contract.
• Firm Data: all information that the Firm, its Users or the Firm’s Clients enter into the Platform, including documents.
• Processing Agreement: the Data Processing Agreement, which forms part of these Terms (section 11).

2. Description of the services

ImmigraFlow is a SaaS (software as a service) platform for firms that handle immigration case files. It is a software tool: the Provider does not provide legal advice or represent anyone before the authorities. The services include:

2.1. Practice management platform for firms

• Case management: tracking of clients and immigration case files on a visual board.
• Document review and organisation: documents per case file, with expiry date tracking. Automatic AI reading of a document’s data when it is uploaded is included in the Scale and Enterprise plans; in the other plans, with the AI Document Reading module (section 5.2).
• Google Drive, OneDrive or Dropbox: synchronisation of case file documents with Google Drive, with OneDrive (Microsoft 365) or with Dropbox, as the Firm chooses and one of the three at a time. The Platform copies the case file documents to the Firm’s folder in the connected cloud. With OneDrive and Dropbox, the case file also shows what the Firm saves in that folder; with Google Drive, the case file only shows the documents the Platform has uploaded. Included in all plans.
• Unified messaging: communication with clients by email and through the client portal. The WhatsApp channel is included in the Growth, Scale and Enterprise plans and is governed by the specific conditions of section 9.
• Invoicing and payment collection: issuance of invoices with VeriFactu and collection of payments from the Firm’s clients through Stripe Connect.
• Firm branding: the Firm’s logo, colours and name on the client portal, on the signing and payment screens and in the emails to its clients, on all plans. A custom domain is not included.
• Team management: roles and permissions (administrator, lawyer, assistant) on all plans. Restricting what each role can see is available from the Growth plan; menu sections per role and advanced analytics, from the Scale plan.

2.2. Client acquisition (landing page and intake)

• Customisable landing page: each Firm has a web page bearing its branding, with an integrated lead-capture form.
• Intake form: people who complete the form are automatically created as new case files in the Firm’s panel.
• Included in all plans: the landing page and the intake form are available at no additional cost on all subscription plans.

2.3. Artificial intelligence features

The Platform includes features based on artificial intelligence:

• On all plans: case file summaries, consultation of the regulations from a requirement of the case file, drafts of written submissions based on a document, and translation of the messages between the Firm and its clients.
• On the Scale and Enterprise plans, and on the other plans with the corresponding module (section 5.2): AI reading of documents when they are uploaded.
• On the Growth, Scale and Enterprise plans, and on Starter with the corresponding module (section 5.2): the assistant that answers general questions from the Firm’s Clients about immigration procedures on the basis of the official regulations. It stays switched off until the Firm switches it on.

Case file summaries, consultation of the regulations, drafts and the client assistant are subject to a monthly usage cap according to the plan. Once the cap is reached, those features are unavailable until the following month, at no additional charge.

3. Registration and user accounts

• Registration is required in order to access the Platform. Each Firm creates an organisation and invites its Users.
• The Firm, through its administrators, manages the access of its Users and is responsible for the accuracy of the organisation’s data.
• Each User undertakes to provide truthful, complete and up-to-date information, and is responsible for keeping their access credentials, which are personal, confidential.
• The Firm decides which of the Firm’s Clients access the client portal and which information they can see.
• The Provider reserves the right to suspend or cancel accounts that breach these Terms.

4. Obligations of the Firm

The Firm undertakes, on its own behalf and on behalf of its Users, to:

• Use the Platform in accordance with the law, these Terms, good faith and public order.
• Enter into the Platform only data and documents that it may lawfully process, and inform its clients of the processing in accordance with the Processing Agreement.
• Not use the Platform for fraudulent or unlawful purposes, nor upload falsified documentation.
• Not share access credentials with third parties.
• Not attempt to access other firms’ data.
• Not use automated systems (bots, scrapers) to access the Platform, other than the integrations offered by the Platform itself.
• Keep its contact and billing details up to date.

5. Prices and payments

5.1. Subscription plans

ImmigraFlow offers the following plans for firms:

• Starter plan (99 EUR/month), for working alone: up to 75 active cases at a time, unlimited users, management of case files, clients and documents, expiry date tracking, client portal, electronic signature, EX forms, the Mercurio extension, messaging, firm branding, invoicing with VeriFactu, bulk import, Google Drive, OneDrive or Dropbox synchronisation, landing page with intake form, and email support.
• Growth plan (199 EUR/month), for when you have a team: all Starter features, plus roles that only see the case files they handle, a portal for companies showing the status of their employees and bulk registration of employees from a spreadsheet, automatic assignment of case files and alerts for those running late, Google Calendar synchronisation, the WhatsApp channel, automatic answers to your clients’ questions (switched on by the Firm), payment plans and up to 250 active cases at a time.
• Scale plan (299 EUR/month), for a firm organised by practice areas: all Growth features, plus roles with their own menu sections, AI reading of documents on upload to fill in the client record, advanced analytics, priority support and unlimited active cases.
• Enterprise plan (custom pricing), for networks of firms and multiple offices: all Scale features, plus custom integrations and customisation, set-up of the firm network (collectives and referral of case files) and personalised training.

5.2. Modules

Modules can be contracted on the plans that do not include them and are paid separately, monthly or annually. Each module remains active for as long as its line stays on the subscription and the subscription is up to date with payments:

• AI Document Reading (39 EUR/month): the AI reads the data from documents when they are uploaded and suggests it for the client record. Included in Scale and Enterprise.
• Automatic Answers (19 EUR/month): an assistant that answers general questions from the Firm’s Clients about immigration procedures on the basis of the official regulations. Included in Growth, Scale and Enterprise. In every case it stays switched off until the Firm switches it on in its organisation settings.

• Billing is monthly and renews automatically. Annual billing is also available, equivalent to ten monthly payments.
• Prices do not include VAT, which is added where applicable. Prices may change and will always be shown before payment is confirmed.
• All plans include a landing page with a client-acquisition form at no additional cost.

5.3. Payment processing

All payments are processed through Stripe, which complies with the PCI-DSS security standards. The Provider does not store card data.

6. Cancellation, refunds and data after termination

• Subscriptions may be cancelled at any time from the management panel.
• Cancellation of the subscription takes effect at the end of the current billing period, and the period already paid is not refunded.
• A module may be removed at any time: it ceases to be available immediately and the unused portion is credited as a balance, which is deducted from the next invoice.
• When switching from monthly to annual billing, the remainder of the current month is deducted from the first annual charge.
• If a payment fails, the Firm may continue working normally for 14 days from the non-payment while the charge is retried.
• When the subscription ends (through cancellation, through non-payment once those 14 days have passed, or when the trial period expires without a plan being contracted), the account switches to read-only mode: the Firm and its Users can log in, consult, search and download the Firm Data (the documents of each case file and the invoice export), but cannot create, modify, delete or send anything. The Firm may reactivate the subscription at any time.
• The data of an account in read-only mode is kept in that state for 12 months from when the subscription ended. After that period, the Platform automatically deletes it, except for the invoices the Firm issued and its VeriFactu records, which remain blocked for 6 years. The Provider notifies the account owner and administrators by email at least 30 days in advance, stating the date of the deletion, and does not carry it out without that notice. If the Firm reactivates the subscription before then, nothing is deleted. The Firm may request erasure earlier, at any time, by writing to hello@immigraflow.io, and the Provider carries it out within a maximum of 30 days and confirms it in writing. Before erasure, whether automatic or requested, the Firm must download whatever it wishes to keep.
• Unless the Firm instructs otherwise, the invoices that the Firm issued from the Platform and their VeriFactu invoicing records, which the Firm is obliged to keep, are excluded from that erasure and remain blocked for 6 years. The details are set out in clause 15 of the Processing Agreement.
• Refund requests or billing enquiries should be sent to hello@immigraflow.io.

7. Intellectual property

All intellectual and industrial property rights in the Platform and the Website, their design, source code, logos, trade marks (including the ImmigraFlow trade mark) and content belong to the Provider or to third parties who have authorised their use. The Firm may use the Platform for as long as its subscription lasts, but does not acquire any intellectual property right through its use of the service.

The Firm Data, including documents, remains the property of the Firm or of its owners. The Provider processes it solely in order to provide the service, in accordance with the Processing Agreement.

8. Service availability

The Provider endeavours to keep the Platform available on an ongoing basis, but does not guarantee uninterrupted operation and does not undertake any service level or minimum availability commitment. Interruptions may occur due to:

• Scheduled maintenance (notice will be given in advance where possible).
• Platform updates.
• Force majeure or failures of external providers.

9. WhatsApp messaging channel

The Platform allows the Firm to activate, on an optional basis, a WhatsApp messaging channel with its clients. It is included in the Growth, Scale and Enterprise plans (see section 5.1). This channel is governed by the following specific conditions:

9.1. Unofficial nature of the integration

WhatsApp messaging is provided through an unofficial integration that links the number designated by the Firm as a linked device. Neither the Provider nor ImmigraFlow is a partner, reseller or authorised provider of WhatsApp LLC or Meta Platforms, Inc., nor affiliated with or endorsed by them. WhatsApp is a trade mark of Meta Platforms, Inc.

9.2. Risk of the number being blocked

9.3. Choice of number and informed consent

• The choice of number is the Firm’s. The Provider expressly recommends using a dedicated secondary number rather than the Firm’s main line. The Firm bears the consequences of departing from that recommendation.
• Before linking a number, the Firm must expressly accept the risk warning shown in the panel. That acceptance is recorded with its date and version.
• The Firm is responsible for informing its clients of this channel and for obtaining their consent to communicate through it.

9.4. Availability and liability

• The channel is provided “as is”, with no guarantee of availability. Like the rest of the Platform (section 8), it is not subject to any service level commitment.
• An interruption of the channel does not affect the integrity of the case files: the history remains on the Platform and communication continues through the client portal and by email.
• The Provider is not liable for the loss of the number or of the associated contacts, without prejudice to section 10 and to any liability that cannot be excluded by law.
• The integration may be deactivated at any time from the panel.

10. Limitation of liability

• The Provider does not guarantee the outcome of any procedure or case file that the Firm handles with the Platform. The decision rests with the competent authority, and legal advice with the Firm.
• The information shown by the Platform and the results of the AI features are for guidance only and do not constitute legal advice (section 2.3).
• The Provider shall not be liable for indirect, incidental or consequential damages arising from the use of the Platform.
• The Provider’s maximum liability towards the Firm is limited to the amount paid by the Firm in the 12 months preceding the event giving rise to it.

The limitations in this section do not exclude liability for wilful misconduct or any liability that cannot be waived under Spanish law. Liability in matters of data protection is also governed by clause 17 of the Processing Agreement.

11. Data protection

Two groups of personal data are processed on the Platform, with different roles:

• Data of the Firm’s Clients and other data that the Firm enters into the Platform (case files, documents, messages, invoices to its clients): the Firm is the controller and the Provider acts as processor on the Firm’s behalf, in accordance with Article 28 of Regulation (EU) 2016/679 (GDPR) and Article 33 of Spanish Organic Law 3/2018 (LOPDGDD). That processing is governed by the Data Processing Agreement, which forms part of these Terms and which the Firm accepts by accepting them.
• Data of the Firm’s account and of its Users (identification and contact details, billing, use of the Platform and communications with the Provider): the Provider is the controller, as explained in the Privacy Policy.

In the event of any conflict between these Terms and the Processing Agreement on matters of data protection, the Processing Agreement prevails.

12. Amendments to the Terms

The Provider may amend these Terms. Changes will be notified to Firms by email at least 30 days in advance. If the Firm does not agree, it may cancel its subscription before they take effect; continued use of the Platform after that date implies acceptance of the new Terms.

13. Complaints

For any complaint, the Firm may write to hello@immigraflow.io. The Provider undertakes to reply within a maximum of 30 days. The parties will attempt to resolve any disagreement in good faith before going to court.

14. Governing law and jurisdiction

These Terms are governed by Spanish law. For any dispute arising from them, the parties submit to the Courts and Tribunals of Madrid (Spain).

15. Contact

For any enquiry about these Terms and Conditions:

• Owner: Antonio Samuel Martín Polo (Autonomio), Tax ID (NIF) 50555557Q
• Address: Calle de las Laderas 16B, 28490 Becerril de la Sierra, Madrid, España
• Email: hello@immigraflow.io
• Website: immigraflow.io