1. Agreement, definitions and eligibility
These Terms and Conditions ("Terms") form a legal agreement between you and [AdmitFlow legal entity name], a company registered in [jurisdiction] with its registered office at [registered address] ("AdmitFlow", "we", "us"). They govern access to and use of admitflow.com and the AdmitFlow platform, including our CRM, Admissions, Student Information System and Commerce products, applicant and student portals, APIs, connectors and related support (the "Services").
By creating an account, signing an order form, or using the Services, you agree to these Terms. If you do not agree, do not use the Services. If you accept these Terms on behalf of an institution or other organisation, you confirm that you have authority to bind it, and "you" means that organisation.
Where an institution has signed a separate master subscription agreement, order form or data processing agreement with AdmitFlow, that document takes priority over these Terms if the two conflict.
Definitions
- Institution or Customer: the university, college, school, business school or education provider that subscribes to the Services.
- Authorised User: a person the Institution permits to use the Services under its account, such as admissions staff, registrars, faculty, finance teams, agents or administrators.
- End User: an enquirer, applicant, student, alumnus, parent or guardian who interacts with the Institution through an AdmitFlow portal, form or communication.
- Customer Data: all data, documents and content submitted to the Services by or for the Institution, its Authorised Users or its End Users.
- Order Form: the document that sets out the subscribed modules, user or record limits, fees and subscription term.
Eligibility
You must be at least 18 years old and able to enter a binding contract to create an Institution or Authorised User account. End Users under 18 may use an Institution's applicant or student portal where the Institution permits it and has obtained any required parental or guardian consent.
2. The Services and accounts
What we provide
AdmitFlow is a cloud platform that helps institutions manage the full student lifecycle in one place: enquiries and recruitment, applications and admissions decisions, enrolment and student records, academic administration, fees and payments, and alumni relationships. The modules, limits and features available to an Institution are those set out in its Order Form.
Subject to these Terms and payment of fees, we grant the Institution a non-exclusive, non-transferable right during the subscription term to access and use the Services, and to permit its Authorised Users and End Users to do so, for the Institution's internal education and administrative purposes.
Accounts and security
- The Institution is responsible for setting up Authorised Users, assigning roles and permissions, and removing access promptly when someone leaves or changes role.
- Each login is for one named person. Credentials must not be shared.
- You must keep passwords and authentication methods secure and tell us immediately at [security@admitflow.com] if you suspect unauthorised access.
- The Institution is responsible for all activity under its account, except activity caused by our breach of these Terms.
3. Institution responsibilities and acceptable use
The Institution is responsible for having a lawful basis and necessary consents for Customer Data, maintaining data accuracy, and retaining final authority over institutional decisions (admissions, grading, disciplinary matters).
You must not engage in harmful, fraudulent, or abusive use of the platform, including reverse engineering, sending spam, or bypassing role-based restrictions.
4. Fees, payments and Commerce transactions
Fees are invoiced annually in advance as specified in the Order Form and are non-refundable except as required by law. The Commerce module lets institutions process payments through third-party providers.
5. Intellectual property, Customer Data and confidentiality
AdmitFlow retains all rights to the platform software and design. The Institution owns all Customer Data and may export it at any time during the subscription term or up to 30 days after termination.
6. Integrations, availability and support
We aim for 99.9% monthly availability, excluding scheduled maintenance. AI-assisted features are provided as assistant tools; final administrative or academic decisions remain the sole responsibility of the institution.
7. Warranties, liability and indemnity
The Services are provided "as is" beyond our express operational commitments. Liability in any 12-month period is capped at the fees paid by the Institution during that period, excluding specific exclusions like indemnification or confidentiality breaches.
8. Term, termination and general terms
Either party may terminate for material breach with 30 days' written notice. These Terms are governed by the laws specified in your Order Form.