Terms of Service

Last updated: March 15, 2026

These Terms of Service ("Terms") govern your use of the Workflow Scheduling platform ("Service") operated by Workflow ("we", "us", or "our"). By accessing or using our Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. Description of Service

Workflow Scheduling is an employee scheduling platform that provides:

• A web-based dashboard for creating and managing employee schedules
• A WhatsApp-based assistant for employees to view schedules, request time off, and receive announcements
• AI-powered message processing to understand and respond to employee requests
• Tools for managing shifts, availability, time-off requests, and team communications
• Activity audit logging for accountability and compliance

2. Accounts and Registration

To use our Service, an authorized representative of your organization ("Company") must create an account. The Company is responsible for:

• Providing accurate and complete registration information
• Maintaining the security of account credentials and PINs
• All activity that occurs under their account
• Ensuring employees are informed about the use of the Service and their data rights under applicable law (including the Kenya Data Protection Act, 2019 and the California Consumer Privacy Act)
• Obtaining appropriate consent from employees before adding them to the WhatsApp messaging service

3. WhatsApp Messaging Consent

Our Service includes a WhatsApp-based assistant. When an employee is first registered on the platform with a phone number:

• They will receive a one-time activation message requesting their consent to participate
• The employee must reply with an affirmative response (e.g., "YES") to activate the service
• Until consent is given, no scheduling messages, announcements, or notifications will be sent
• Employees may withdraw consent at any time by contacting their manager to remove their phone number
• The Company is responsible for informing employees that they will receive the activation message

Message frequency depends on the Company's scheduling activity. Standard messaging rates from your carrier may apply. We do not use employee phone numbers for marketing purposes.

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Send spam, unsolicited messages, or marketing content through our WhatsApp integration
• Attempt to gain unauthorized access to other accounts or our systems
• Interfere with or disrupt the Service or its infrastructure
• Reverse engineer, decompile, or disassemble any part of the Service
• Use the Service to store or transmit malicious code
• Resell or redistribute the Service without our written consent
• Use the AI assistant to generate harmful, misleading, or inappropriate content

5. Data Ownership

The Company retains ownership of all data entered into the Service, including employee information, schedules, and communications. We do not claim ownership of your data. We do not sell your data to third parties. Our use of your data is governed by our Privacy Policy.

6. AI-Powered Features

Our WhatsApp assistant uses artificial intelligence (provided by Anthropic) to process and respond to employee messages. By using the Service, you acknowledge that:

• Employee messages and scheduling data are processed by a third-party AI provider (Anthropic) to generate responses
• AI-generated responses may occasionally contain errors or inaccuracies
• The Service should not be the sole source of truth for employment decisions — always verify critical scheduling information through the web dashboard
• Anthropic does not use your data to train their AI models
• We maintain audit logs of all scheduling actions taken via the AI assistant for accountability

7. Service Availability

We strive to maintain high availability of our Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to:

• Scheduled maintenance (we will provide reasonable notice)
• Unplanned outages or technical issues
• Third-party service disruptions (WhatsApp, hosting providers, AI services, etc.)

8. Pricing and Payment

Pricing for the Service is as published on our website or as agreed in writing. We reserve the right to change pricing with 30 days' notice. Payment terms:

• Subscriptions are billed monthly or annually as selected
• Payment is due at the beginning of each billing period
• Late payments may result in suspension of service after a 7-day grace period
• For Kenya-based customers, fees are in Kenyan Shillings (KES) unless otherwise agreed
• For US-based customers, fees are in US Dollars (USD) unless otherwise agreed
• For customers in other jurisdictions, currency will be specified in the service agreement
• All fees are exclusive of applicable taxes

9. Cancellation and Termination

Either party may terminate the Service:

• Company: You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. No refunds for partial periods.
• Workflow: We may suspend or terminate your account if you violate these Terms, fail to pay, or if required by law. We will provide reasonable notice where possible.

Upon termination, we will retain your data for 30 days to allow for export, after which it will be permanently deleted in accordance with our Privacy Policy.

10. Limitation of Liability

To the maximum extent permitted by applicable law:

• The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement
• We are not liable for any indirect, incidental, special, consequential, or punitive damages
• Our total liability shall not exceed the amount you paid for the Service in the 12 months preceding the claim
• We are not responsible for scheduling errors resulting from incorrect data entry by the Company or its employees
• We are not responsible for errors in AI-generated responses; users should verify scheduling information through the web dashboard

11. Indemnification

The Company agrees to indemnify and hold Workflow harmless from any claims, damages, or expenses arising from:

• Your use of the Service
• Violation of these Terms
• Violation of any third-party rights
• Employment disputes related to scheduling decisions made using the Service
• Failure to obtain appropriate employee consent for WhatsApp messaging

12. WhatsApp and Third-Party Services

Our WhatsApp integration is subject to Meta's terms and policies. Our AI features are subject to Anthropic's usage policies. We are not responsible for disruptions or changes to third-party platforms that may affect functionality. The Company is responsible for ensuring employees consent to receiving work-related WhatsApp messages in compliance with applicable telecommunications and data protection laws.

13. Intellectual Property

The Service, including its design, code, features, and branding, is the intellectual property of Workflow. These Terms do not grant you any rights to our intellectual property except the limited right to use the Service as intended.

14. Governing Law and Dispute Resolution

For Kenya-based customers: These Terms are governed by the laws of the Republic of Kenya, including the Kenya Data Protection Act, 2019. Any disputes arising from these Terms or the Service shall be resolved through good-faith negotiation. If negotiation fails, disputes shall be submitted to arbitration in Nairobi, Kenya under the Nairobi Centre for International Arbitration rules. Either party may seek injunctive relief in the courts of Nairobi, Kenya.

For US-based customers: These Terms are governed by the laws of the State of Delaware, without regard to its conflict of law principles. Any disputes arising from these Terms or the Service shall be resolved through good-faith negotiation. If negotiation fails, disputes shall be submitted to binding arbitration in accordance with the rules of the American Arbitration Association (AAA). Either party may seek injunctive relief in the state or federal courts located in Delaware.

For all customers: You agree to attempt to resolve disputes informally before filing any formal action. Nothing in this section limits your rights under mandatory consumer protection laws in your jurisdiction.

15. Privacy and Data Protection

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect your data. By using the Service, you acknowledge and agree to the data practices described in our Privacy Policy. The Company is responsible for compliance with applicable employment and data protection laws in its jurisdiction, including but not limited to:

• The Kenya Data Protection Act, 2019 (for Kenya-based organizations)
• The California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) (for California-based organizations)
• Other applicable US state privacy laws (Virginia VCDPA, Colorado CPA, Connecticut CTDPA, etc.)

16. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the Service at least 15 days before the changes take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms. If you do not agree with the changes, you may terminate your subscription before the effective date.

17. Severability

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be limited or eliminated to the minimum extent necessary so that the remaining Terms remain in full force and effect.

18. Entire Agreement

These Terms, together with our Privacy Policy and any written service agreement, constitute the entire agreement between you and Workflow regarding the Service and supersede all prior agreements and understandings.

19. Contact

For questions about these Terms, contact us at:

Workflow Scheduling
Email: hello@workflow.co.ke
Nairobi, Kenya