ArchFlow
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Last updated 20 October 2026

Terms of Service

These terms are the agreement between you and ArchFlow for use of archflowsolutions.com, the firm workspace, Archie (web and WhatsApp), Render Studio, Technical Drafts, the AI Compliance Checker, billing, and related services. By creating an account, paying for a plan, or using the product, you accept them. If you use ArchFlow for a firm, you confirm you can bind that firm.

Support and legal notices: sales@archflowsolutions.com. The Privacy Policy explains how information is handled.

1. Account and firm

You must provide accurate signup details and keep them current. You are responsible for everyone who uses a seat on your firm, for the permissions you grant, and for activity under your login. One person should not share a password. The firm owner can invite and remove members.

ArchFlow is for professional architecture and related practice use. You must be old enough to enter a contract in your country. We may refuse or close an account that is abusive, unpaid, or created under a false name.

2. Plans, seats, and payment

Published plans are Solo, Small Practice, Studio, and Enterprise. Prices on the site are in US dollars. Yearly billing is charged as ten months (two months free versus paying month to month). Every paid plan includes the same product features, including Archie on WhatsApp; they differ by seats and monthly credits. More than 25 seats: write to sales@archflowsolutions.com.

Checkout and recurring charges are processed by Dodo Payments as merchant of record. Their checkout terms and refund rules apply to the payment itself. Published prices include any sales tax or VAT that Dodo collects. If you pay in a currency other than US dollars, the amount is converted at the day's rate and a conversion fee may apply. If a payment fails, we may restrict the workspace until it is resolved.

You can change plan in Settings where self-serve changes are offered. Downgrades take effect at the next renewal unless we say otherwise. We do not invent usage discounts or unpublished prices on the public site.

First-month offer: when a firm's first paid plan is a monthly plan, its first month is charged at half the regular price, then at the plan's current price. One per firm. Not for yearly plans, plan changes, or firms that have paid for a plan before.

Free setup: after a firm pays for a plan, it can email us its client list, project list, past documents and logo, and we load them into its workspace. We use what you send only for that.

3. Credits

Render Studio, Technical Drafts, and the AI Compliance Checker spend firm credits. Credits are a usage meter, not cash, and are not transferable between firms. Unused monthly credits do not become a refund. Yearly plans refill on the credit period we show in the product. Quoted still and film counts on the homepage are examples at listed credit prices, not a guarantee of output quality or turnaround.

4. Acceptable use

You agree not to:

  • Break the law, infringe IP, or store unlawful content.
  • Probe, scrape, or overload the service except through documented use.
  • Bypass billing, seats, permissions, or credit metering.
  • Use Archie or Studio to generate content you do not have rights to use, or to impersonate someone.
  • Send spam from a connected mailbox or use ArchFlow as a bulk mail platform.
  • Upload malware or attempt to access another firm’s data.
  • Resell the raw service as your own product without a written deal with us.

5. Your data and licence to us

You (or your firm) own the practice records and files you put in ArchFlow. You grant us a limited licence to host, back up, display, and process that material only to provide the service — including showing it to your team, to Archie when you ask, to a portal visitor with your link, and to processors listed in the Privacy Policy.

You confirm you have the right to store client and contractor personal information and to send them documents or portal links. You are responsible for telling those people what you store, where the law requires it.

We may remove content that is illegal or that creates a serious security risk. We will try to tell the firm owner first unless the law or an urgent risk says otherwise.

6. Archie and generated output

Archie can read and update firm records (for example a client email), draft documents, and — after you confirm — send mail from a connected mailbox. Language and image models can be incomplete or wrong. You must review CRM changes, drawings, invoices, and emails before you rely on them with a client or authority.

Archie is not an architect, lawyer, or municipal officer. Council status, fees, and drawings in the system are only as good as what your firm entered or approved. Generated images and plans are tools for the practice, not a substitute for stamped professional work where a stamp is required.

AI Compliance Checker

The AI Compliance Checker is an automated, AI-assisted pre-submission review of the drawings you upload, checked against the rules listed in its report for the location you confirm. It is not a plan approval, permit, certificate, or legal opinion, and it is not issued by or for any authority. It can misread drawings, miss requirements, or apply rules that do not apply. Only the items listed in the report were checked.

Where a report names a place’s rules, ArchFlow researched them from the official source it cites, with the edition and the date we read it. They have not been reviewed by a registered professional, so confirm each one against the current local code. Where ArchFlow has not researched a place, the report runs general drawing checks and may list requirements found in official online sources at the time of the check, each with its link and date; those can only ask you to check an item, never decide it. We never guess planning or zoning figures: you enter them, or the report says they are needed.

You and the responsible registered professional remain responsible for the design and for confirming every finding against the current official text before you submit. The authority that has jurisdiction makes the decision. A report says “reviewed by” only after a named person marks it reviewed in ArchFlow, and that person is responsible for that statement.

Each check shows its price in credits, line by line, before it runs, and never charges more than that quote. Pages it cannot read are refunded automatically, a check that fails is refunded in full, and stopping a check refunds the pages not yet read. You confirm that you have the right to upload the drawings and the personal information on them. We use them only to run and show your checks, and we do not use them to train AI models (see the Privacy Policy). Section 12 applies to the AI Compliance Checker as to the rest of ArchFlow, including its limit on our liability; nothing here limits liability that the law does not allow us to limit.

7. Connected email and WhatsApp

Mailbox connect is optional. You authorise us to use the tokens you grant to send messages you confirm, as described in the Privacy Policy. We do not read your inbox, in Gmail or in Outlook. You must have the right to connect that mailbox. Google and Microsoft can revoke access. We are not responsible for a provider outage or a message their filters block.

WhatsApp is optional. Meta’s terms apply to that channel. You are responsible for what you instruct Archie to send to a WhatsApp number, including whether the recipient consented to be contacted.

Voice notes sent to Archie on WhatsApp are turned into text by an AI provider and can be misheard. Nothing from a note is saved until you type YES or tap Save, so check the list Archie sends back first. Voice notes are included in paid plans, up to 5 minutes a note and, as fair use, 90 minutes per person per day; we may change these limits. If you record other people, you are responsible for telling them.

8. Client portal

Portal links are bearer links: anyone with the URL can see what you published. You choose what is on the portal and when to revoke it. We are not a party to your contract with the client.

9. Intellectual property

ArchFlow’s name, logo, product design, and software are ours (or our licensors’). You may not copy the product or strip it for a competing service. Feedback you send may be used to improve ArchFlow without paying you. Your project files remain yours, as in section 5.

10. Third-party services

Google sign-in, mailbox OAuth, WhatsApp, Dodo Payments, hosting, and model providers are separate services. Their outages or policy changes can affect ArchFlow. We are not liable for those providers except to the extent the law says we cannot exclude it.

11. Warranties

The service is provided as is and as available. We do not promise uninterrupted access, error-free AI, or that a render or draft will match a particular aesthetic. We do not publish invented customer counts or uptime percentages. Where the law gives non-waivable consumer or implied warranties, those still apply.

12. Liability

To the fullest extent the law allows, ArchFlow is not liable for lost fees, lost clients, failed municipal submissions, or other indirect or consequential loss. Our total liability for a claim about the service is limited to the fees you paid us for the three months before the claim. This does not limit liability that cannot be limited (for example death or personal injury caused by negligence, or fraud).

You will indemnify ArchFlow against claims that arise from your content, your clients’ data, emails or WhatsApp messages you instructed, or your breach of these terms, except to the extent we caused the claim by our own breach.

13. Suspension and ending

You can stop using ArchFlow and ask us to close the account by writing to sales@archflowsolutions.com. We can suspend or end access for non-payment, serious acceptable-use breach, legal risk, or if we discontinue the product (with notice where we reasonably can). After closure, we delete or anonymise practice data when backup and legal retention windows end, as described in the Privacy Policy. Export what you need before you close.

Sections that should survive (fees owed, IP, liability, indemnity, law) stay in force after the account ends.

14. Law, changes, and contact

These terms are governed by the laws of the Republic of South Africa, without regard to conflict-of-law rules. Courts of South Africa have exclusive jurisdiction, except that we may seek an injunction anywhere to protect the service or IP. If a court strikes one clause, the rest still applies.

We may update these terms. The date at the top is the current version. Continued use after a posted change is acceptance of the new terms, except where the law requires a clearer consent. A material change to paid terms will be flagged in the product or by email when we can.

ArchFlow, archflowsolutions.com. sales@archflowsolutions.com.