DutyFlow Terms of Service
DRAFT for legal review, not in force. Last updated 13 October 2026.
These terms are an agreement between Valour Group (Pty) Ltd, a company registered in South Africa (registration number 2026/448581/07), of 16 Brindy Road, Hilton, 3245, South Africa, trading as DutyFlow ("DutyFlow", "we", "us"), and the business that signs up for DutyFlow ("the Customer", "you"). By creating an account you accept them on the business's behalf.
1. The service
DutyFlow lets a business schedule its staff, see who is working, record clock-ins and clock-outs, manage time off, shift swaps, open shifts and shift checklists, and send related messages by email, by phone notification to staff who turn it on and, where set up, WhatsApp. Managers use it in a web browser; staff use it through a web app on their phone, or at a shared computer the business allows for clocking in.
2. Accounts
- The person who signs up must be authorised to act for the business. They become the account's owner.
- You are responsible for everyone you give access to, and for keeping passwords and staff PINs private.
- You must tell us promptly about any unauthorised use of your account.
3. Your staff's data
- You are the controller of the personal data you put into DutyFlow about your staff. You are responsible for having a lawful basis to collect it, for telling your staff that you use DutyFlow (including location checks at clock-in), and for answering their requests about their data. DutyFlow shows each member of staff a short notice explaining what is recorded the first time they sign in; that notice supports your duty to inform them, it does not replace it.
- DutyFlow is your processor (an "operator" under POPIA). The terms in this section are our data processing agreement with you. We will:
- process that data only to provide the service, following your instructions as given through the product and these terms;
- make sure everyone at DutyFlow who can access it is bound to keep it confidential;
- keep appropriate technical and organisational security measures in place, including separating every business's data at the database level;
- use only the sub-processors listed in our Privacy Policy, under written terms that protect the data at least as well as these, and email the owner at least 30 days before adding or replacing one, so you can object;
- tell you without undue delay after becoming aware of a breach that affects your data, with what we know about it;
- help you respond to your staff's requests, including by correcting records and erasing a former employee's identifying details through the product;
- delete or return the data when the agreement ends, as section 8 describes.
- DutyFlow records one location reading at the moment of a clock-in or clock-out, and only if your workplace settings use location. It does not track staff at any other time.
- Flags are for a person to review. DutyFlow marks some clock-ins for a manager to look at (for example outside the workplace's area, or one phone used for two people). A flag is not proof of wrongdoing: GPS can be inaccurate and a phone can be borrowed innocently. You will not discipline or penalise anyone on the strength of a flag alone, without a person reviewing it and giving the member of staff a chance to explain.
4. Acceptable use
You will not use DutyFlow to break the law, to track people beyond what these terms describe, to send messages people have not agreed to receive, or to try to access another business's data or disrupt the service.
5. Plans, trial and fees
Free trial. A new business gets 14 days with every feature, and no card is needed to start. When the trial ends, the owner chooses a plan to keep using the manager app.
Plans. Prices are in US dollars, per active employee per month, with a minimum of 10 employees:
| Plan | Price per active employee per month | Minimum monthly fee |
|---|---|---|
| Core | $4.99 | $49.90 |
| Pro | $7.50 | $75.00 |
What each plan includes is as shown on dutyflowhq.com when you subscribe. Taxes (such as VAT or sales tax) are added on top where they apply.
- Active employees are the staff marked active in DutyFlow. The count is kept up to date during the month, and your next monthly bill is for the number active at that time; there is no extra charge for part of a month. Switching between Core and Pro takes effect immediately, and the price difference for the rest of the month is charged or credited at once.
- Billing. Subscriptions are billed monthly in advance. Our order process is run by our online reseller Paddle.com, which is the Merchant of Record for all orders. Paddle handles payment, invoices, taxes and inquiries about payment, and its buyer terms apply to the purchase. Paddle holds your card details; DutyFlow never sees them.
- If a payment fails, Paddle will retry it and the service stays open while it does. If the subscription ends unpaid, the manager app closes as described in section 8.
- Price changes. We will email the owner at least 30 days before a price change takes effect. It applies from your first bill after that date.
6. Availability and support
We aim to keep DutyFlow available at all times but do not promise uninterrupted service. Planned maintenance will be announced where practical. Support is provided by email at garyflintops@gmail.com.
7. Messages
Email, phone and WhatsApp alerts depend on third-party providers and on the contact details you enter. A message being sent does not guarantee it was delivered or read. DutyFlow is not a substitute for your own arrangements for safety-critical staffing.
8. Cancellation, refunds and ending the agreement
- You can cancel at any time from Settings → Plan & billing. Cancelling stops the next charge; the service stays open until the end of the period you have paid for.
- Refunds. Fees already paid are not refunded, in whole or in part, including for a partly used month, because the free trial lets you try DutyFlow before paying. This does not limit any right you have under a law that cannot be excluded.
- When a trial ends without a plan, or a subscription ends, the manager app closes and shows the plan choice. Staff can still clock in, and the owner can still download all of the business's data at any time. Choosing a plan reopens everything as it was.
- We can suspend or close an account that breaks these terms, after notice where reasonable.
- Deleting your data. The owner can ask us in writing, from the owner's email address, to delete the business and all its data. We will ask you to download your data first, wait 14 days in case the request was a mistake, then delete it. If a business has had no active plan for 12 months, we may delete its data after emailing the owner at least 30 days before.
- Deleted data remains in our database provider's backups until they expire (no more than 30 days), and in our email and messaging providers' delivery logs under their own retention. If a law requires you to keep attendance records for a period, it is your responsibility to keep your download.
9. Liability
- DutyFlow is provided to help you run your business. We do not guarantee that it is free of errors or that it will meet every need you have.
- Neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue or goodwill.
- Our total liability to you for all claims arising in any 12-month period is limited to the fees you paid us in that period, or US$100 if you paid nothing.
- Nothing in these terms limits liability that cannot be limited by law, including for fraud.
10. Changes to these terms
We may update these terms. We will email account owners at least 30 days before a material change takes effect. Continuing to use DutyFlow after that date means accepting the new terms; if you do not accept them, you can cancel before then.
11. Governing law
These terms are governed by the laws of the Republic of South Africa, and disputes go to the High Court of South Africa, KwaZulu-Natal Division, Pietermaritzburg.
12. Contact
Valour Group (Pty) Ltd, trading as DutyFlow, 16 Brindy Road, Hilton, 3245, South Africa, garyflintops@gmail.com.