Terms of Service

1. The service

CakeFlow lets you record a workflow inside a web application (via our browser extension) and turn that single recording into a training portal — video walkthroughs, step-by-step docs, an interactive tutorial, an FAQ, and an AI assistant trained on your own recordings. "Service" in these terms means all of that, plus the marketing site, dashboards, and any related API.

We change the service often. New features, new outputs, better models. If we deprecate something you were relying on, we give at least 30 days' notice by email to workspace admins.

2. Your account

You need an account to use paid features. When you create one, you tell us who you are, keep your login credentials safe, and let us know if something looks off.

Workspaces are the unit we bill on. Each workspace has its own content, its own users, its own storage region. If you're an agency, you can run one workspace per client under a single account.

You're responsible for what happens under your account, including anything your team or your clients do inside your workspaces. Enable SSO if you can (Agency plan).

3. Who can use CakeFlow

You must be at least 18 (or the age of majority where you live) to open an account. If you're using CakeFlow on behalf of an employer, university, or client, you're telling us you have the authority to bind them to these terms.

You can't use the service if we've previously terminated your account for a breach of these terms, or if you're on a sanctions list that would make providing service illegal.

4. Your content

Everything you record, upload, or generate inside your workspace — recordings, videos, docs, FAQ entries, screenshots, action logs, custom branding — is your content. You keep every intellectual property right in it.

You give us a limited licence to host, process, transmit, and display that content only as needed to run the service for you (rendering video, generating docs, serving the portal to the people you've shared it with, running the AI assistant). This licence ends when you delete the content or close your workspace.

We do not:

• Sell your content.
• Use your content to train our own or third-party AI models.
• Read your content for any purpose other than operating the service and, where necessary, responding to a support request you send us.

5. Acceptable use

Don't use CakeFlow to:

• Record or publish anything you don't have the right to record — someone else's proprietary UI without permission, someone's private medical or financial data, that kind of thing.
• Record other people's screens or activity without their knowledge.
• Store or transmit malware, phishing content, or anything illegal where you or your users are.
• Generate portals that harass, threaten, or defame identifiable people.
• Attempt to break, reverse engineer, or scrape the service, or extract data belonging to other customers.
• Resell or sub-license the service without an Agency plan — Agency plans specifically allow you to run per-client workspaces and pass through to your clients.

If you hit a hard rate limit, we'll ask you to back off before we suspend anything.

6. Sensitive data

CakeFlow is fine for most business workflows, including university admin systems, ERP screens, and LMS content. It ships with masking for password and payment fields by default, plus optional client-side masking for any region you draw over.

It is not designed for regulated categories that come with special obligations — for example, PCI cardholder data outside masked payment fields, protected health information under HIPAA, or classified government data. If your workflow includes those categories and you can't mask them, don't record them.

If a specific regulatory framework applies to you (HIPAA, PCI DSS, ITAR, etc.) and isn't listed as supported on the Security page, assume it isn't supported. Talk to us before recording.

7. AI outputs

The AI assistant answers questions using only your workspace's own recordings. It doesn't invent workflows or borrow from other customers' content.

That said, AI outputs can still be wrong. Steps can be misdescribed. Answers can be incomplete when the recording didn't cover the scenario the user asked about. Review the outputs before you publish, especially for anything a person will follow to complete real work. You are responsible for what you publish inside your workspace.

8. Fees, billing, and taxes

Plans and pricing are on the Pricing page. Prices are in USD unless the checkout shows otherwise (we discount for Southeast Asia and South Asia automatically).

• Monthly plans renew each month; yearly plans renew each year.
• AI chat overage on paid plans is billed automatically at the rate published on the Pricing page. Chat is never turned off mid-cycle.
• Payments are due on the invoice date. Failed payments trigger a reminder; if the account stays unpaid past 14 days, we suspend it; past 30 days, we can terminate and delete.
• Taxes (VAT, GST, sales tax) are on top where applicable and shown at checkout.
• Company invoicing and W-8BEN are available on Starter and up — email billing@cakeflow.app.

Prices can change. If we raise the price on your plan, we give at least 30 days' notice, and the new price only applies to the next renewal.

9. Refunds

Yearly plans: if you cancel within 14 days of your first payment on a workspace, we refund the year in full. After that, the year is not refundable, but you keep the workspace until the term ends.

Monthly plans: we don't refund partial months. Cancel any time and the workspace runs to the end of the current period.

Overage and per-question AI usage are not refundable once consumed.

Refunds outside these rules are at our discretion — email us and we'll be reasonable.

10. Suspension and termination

You can cancel any workspace at any time from workspace settings. Cancellation stops future renewals; content stays available until the end of the paid period, then moves to the retention window described in the Privacy Policy.

We can suspend or terminate for non-payment past 14 days, for a breach of section 5 (acceptable use), for actions that put the platform or other customers at risk, or if we're required to by law. For anything short of an emergency, we tell you what's wrong and give you a chance to fix it before we act.

On termination, you can export your content (see the Data export page) during the retention window. After that, deletion is permanent.

11. Confidentiality

Anything either of us marks confidential, or that a reasonable person would treat as confidential, we protect and use only to run the relationship. This survives termination for 3 years. Your workspace content is confidential by default.

12. Warranties and disclaimers

We provide the service "as is." We don't promise it's uninterrupted, error-free, perfectly accurate, or fit for a particular purpose. We disclaim all implied warranties to the maximum extent the law allows. This isn't us waving away responsibility — the substantive commitments about security, uptime, and support live in the Security page, the Data Processing Addendum, and any order form we've signed with you. Those are contractual.

13. Indemnity

You'll defend and hold us harmless from third-party claims that arise because of what you recorded or published (for example, a claim that you didn't have the right to record a workflow, or that a portal you published defames someone). We'll do the same for you if a third party claims the service itself infringes their IP rights — provided you tell us promptly, let us run the defence, and cooperate reasonably.

14. Liability cap

Neither party is liable for indirect, incidental, special, or consequential damages, or for lost profits or lost data (each party's own confidentiality, data protection, and indemnity obligations aren't capped by this).

Our aggregate liability under these terms is capped at the fees you paid us for the workspace at issue in the 12 months before the event that caused the claim.

15. Changes to these terms

If we change these terms in a way that materially reduces your rights, we email workspace admins at least 30 days before the change takes effect. Small clarifications, we just update — the "last updated" date at the top always reflects the current version. Using the service after a change means you accept it.

16. Governing law and disputes

These terms are governed by the laws of Singapore, without regard to conflicts of law rules. Disputes go to the courts of Singapore, unless a mandatory consumer protection law in your country gives you the right to bring it locally.

We'll try to resolve any dispute directly first. Email disputes@cakeflow.app and give us 30 days before escalating.

17. Miscellaneous

• Assignment: you can't assign these terms without our consent, except to a successor entity in a merger or asset sale. We can assign them to a successor of the CakeFlow business.
• Notices: to you, by email to your workspace admin address; to us, to legal@cakeflow.app, with a copy to the registered address of CakeFlow Pte. Ltd.
• Force majeure: neither party is liable for delays caused by events outside its reasonable control.
• Entire agreement: these terms, plus the Privacy Policy, DPA, and any order form we sign, are the whole agreement between us.
• Severability: if a court finds any part unenforceable, the rest stands.

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