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Terms of Service

Last updated: 5 October 2026

1. Agreement

These Terms of Service ("Terms") govern your use of the Flowgate platform. Flowgate is owned by Primarius Group Limited, a company registered in England and Wales (company number 17120989) ("Flowgate", "we", "us"). By creating an account or using the service, you agree to be bound by these Terms.

If you have signed a Flowgate service agreement with us, it applies alongside these Terms. If the two conflict, the signed service agreement takes priority. On data protection matters, the Data Processing Agreement takes priority over both.

If you do not agree, do not use the service. These Terms are governed by the laws of England and Wales.

2. The service

Flowgate provides a conversation tracking and offer improvement service for business coaches and service founders who sell on sales calls. The service connects to your Instagram account directly through our own Meta app, which has passed Meta's App Review for Instagram messaging and uses Instagram's official API (and, for WhatsApp, through your ManyChat account), and records your DM conversations. Where you switch AI replies on, it also uses artificial intelligence to reply to incoming DMs, qualifies leads based on your criteria, may ask a lead for an email address before sending a booking link, and sends booking links when leads are ready. Messages you or your team send from your Instagram account are also recorded so each conversation is complete, and a hand-typed reply pauses the AI on that lead. It also analyses your conversations to show the objections that come up, what moves leads to buy, and where deals stall.

Some features are optional and switched off by default, and you may enable them on your account:

  • Outbound outreach: the bot sends the first message to people who take a warm action towards your account (comment, follow, story reply, or click a "send message" ad). It does not send cold, unsolicited messages. See section 5.
  • AI meeting notetaker: where enabled and where the participant consents, records and transcribes the calls leads book with you, and uses AI to detect the deal outcome and value. See section 8a.

3. Eligibility

  • You must be at least 16 years old.
  • You must have the authority to bind the business entity you represent.
  • You must have an Instagram business or creator account that you connect to Flowgate directly through our Meta app, and/or a WhatsApp Business account connected through ManyChat.
  • You must comply with Meta's Platform Terms and Instagram's Terms of Use.

4. Your account

You are responsible for maintaining the security of your account credentials. You must not share your login details with third parties. You are responsible for all activity that occurs under your account.

If you suspect unauthorised access, notify us immediately at info@flowgatesystems.co.uk.

5. Acceptable use

You agree not to:

  • Use Flowgate for any unlawful purpose or in violation of any applicable law.
  • Send cold, unsolicited messages or spam, or use the outbound feature to message people who have not taken a warm action towards your account (a comment, follow, story reply, or ad click). Cold outreach to non-engagers is prohibited and may breach Meta's policies and the Privacy and Electronic Communications Regulations 2003 (PECR).
  • Enable outbound messaging without ensuring you have a lawful basis for any direct marketing it involves, and without honouring opt-outs and objections.
  • Attempt to circumvent security measures, reverse-engineer the platform, or access other clients' data.
  • Use the service to process data of individuals under 16 years of age.
  • Misrepresent AI-generated messages as human where disclosure is legally required.
  • Use the service in a way that violates Meta's policies or could cause your or our accounts to be suspended.

6. Fees and payment

  • The service is sold for a fixed term of three months. It is not an annual or rolling subscription. The fee for the term is as agreed with you and set out on your invoice, and is paid in full in advance. The start date of your term is set out in your service agreement.
  • Prices are in the currency shown on your invoice and inclusive of VAT where applicable.
  • We invoice you directly, from Primarius Group Limited. Payment is by bank transfer and is due by the date on the invoice. We do not take card payments. We do not start the service until we have received the fee.
  • The service ends at the end of the term. It carries on after that only if we both agree to it in writing, on terms agreed with you at that point. It does not renew automatically.
  • You may stop using the service at any time by contacting us. If you do, no part of the fee is refunded and the guarantee in section 7 no longer applies. No pro-rata refunds are given for partial periods.
  • The fee is not refundable, except under the guarantee in section 7 or as your service agreement provides.

7. Refunds and our guarantee

The guarantee. Where your signed service agreement includes our guarantee: if you do not make back the fee during your three-month term, we refund the difference. The guarantee is part of the service agreement, and the full terms and conditions are set out there. This section is a summary. If this summary and your service agreement differ, your service agreement applies.

What "made back" means. It is the total cash you actually receive during the term from qualifying deals, less any refunds or chargebacks on those deals. A qualifying deal is a sale of the offer named in your service agreement that you close on or after the start date and before the end of the term, at a total agreed price higher than the starting price recorded at your kickoff. Sales at or below your starting price do not count.

The calculation. If the amount made back is equal to or more than the fee, no refund is due. If it is less, the refund is the fee minus the amount made back. For example, if you pay USD 5,000 and make back USD 3,000, we refund USD 2,000. The refund can never be more than the fee you paid.

Your side. The guarantee depends on you meeting the client conditions in your service agreement. They include: connecting your Instagram account and keeping it connected; taking your sales calls through a supported scheduling tool and video call provider with our recording consent question on your booking form; giving us your past sales call transcripts or recordings and your recent message threads at kickoff; confirming your starting numbers; attending the review calls; putting into effect the changes we recommend to your price, your offer, your pre-call video or how your leads are qualified; taking the minimum number of sales calls written in your service agreement; and telling us the outcome and price of your sales calls.

When the guarantee does not apply. The guarantee does not apply if:

  • you do not meet the client conditions, as set out in your service agreement;
  • you decline a change we recommend, or do not put it into effect, as set out in your service agreement (you are free to decline, and the rest of the service carries on);
  • you do not send the evidence described below within the time set out in your service agreement;
  • you give evidence you know to be false or incomplete; or
  • you end the service early, or we end it because of your breach.

Evidence and payment. After the term ends, you send us a list of the deals you closed in the term for the offer named in your service agreement, with the date, the agreed price and the cash received for each, and a record of each payment. We work out the amount made back from that evidence and from the deal records in your Flowgate dashboard. Any refund due is paid by bank transfer. The time limits for each step are in your service agreement.

The guarantee applies once, to your three-month term. A refund under the guarantee is your only remedy if you do not make back the fee or do not achieve a result you hoped for.

Consumers. The service is sold to businesses. If you are nonetheless a consumer, under the Consumer Contracts Regulations 2013 you have a 14-day cooling-off period from the date of your agreement with us to request a full refund, provided you have not used the service to process any DM conversations during that period.

Outside the guarantee and any cooling-off period, the fee is not refundable. Contact us if you believe you are entitled to a refund and we will consider your request fairly.

8. Your data responsibilities

When Flowgate processes Instagram and WhatsApp conversations on your behalf, you are the data controller for your leads' personal data. You are responsible for:

  • Having a lawful basis to process your leads' data (e.g., legitimate interest in responding to enquiries).
  • Responding to data subject access requests from your leads.
  • Ensuring your use of Flowgate complies with UK GDPR and any other data protection laws applicable to you.

We act as a data processor on your behalf and process lead data solely to deliver the agreed service. The terms of that processing are set out in our Data Processing Agreement, and the third parties we use are listed on our sub-processor page. See our Privacy Policy for details.

8a. Call recording (AI meeting notetaker)

If you enable the AI meeting notetaker, additional responsibilities apply. For recorded calls you are the data controller, and Flowgate is your processor. You are responsible for:

  • Ensuring recording each call is lawful, and informing every participant that the call is being recorded and transcribed.
  • Obtaining any consent required in the participant's jurisdiction. Some jurisdictions (including several US states) require the consent of every party to a call; you are responsible for compliance where your leads may be located outside the UK.
  • Using the recording-consent question we provide on your booking form as configured, without altering its wording, and not attempting to record where consent has not been granted.
  • Responding to any request from a participant to stop recording or delete a recording, and to data-subject-rights requests.

Flowgate will dispatch a recording bot only where consent is explicitly granted (fail-closed), does not create voiceprints or perform biometric identification, and does not reuse recordings or transcripts for its own purposes. This feature is off by default and only runs once you switch it on.

9. AI disclaimer and limitation of responsibility

Flowgate uses artificial intelligence to generate responses to DM conversations. While we strive for accuracy, AI-generated responses may occasionally be incorrect, inappropriate, misleading, or not aligned with your expectations.

You acknowledge and agree that Flowgate is not responsible or liable for any loss, damage, harm, or consequence - whether direct, indirect, financial, reputational, or otherwise - arising from or related to:

  • Any AI-generated message, response, or action taken by the bot on your behalf.
  • Inaccurate, misleading, or inappropriate responses sent to your leads or followers.
  • Loss of leads, missed bookings, or failed conversions resulting from AI behaviour.
  • Damage to your brand, reputation, or client relationships caused by AI-generated content.
  • Any violation of third-party terms (including Meta's or Instagram's policies) resulting from AI-generated messages.
  • Decisions made by leads or third parties based on AI-generated communications.

You accept full responsibility for all conversations conducted through your connected account. You are responsible for:

  • Reviewing and customising your bot's prompt to reflect your brand and qualification criteria.
  • Monitoring your leads dashboard regularly and intervening where necessary.
  • Ensuring AI-generated messages are appropriate for your audience and comply with applicable laws.

We do not promise any specific price, close rate, conversion rate, number of bookings or sales, or revenue outcome, and we do not promise any result by any date. The only financial commitment we make is the refund guarantee in section 7, where your service agreement includes it. The service is provided as a tool to assist you, and the ultimate responsibility for its use and output rests with you.

10. Service availability

We aim for high availability but do not guarantee uninterrupted service. The service depends on third-party platforms (including Meta, Instagram, ManyChat, WhatsApp, OpenAI, and—for the notetaker—Recall.ai) which are outside our control.

We may suspend access for maintenance, security incidents, or if you breach these Terms. We will provide reasonable notice where possible.

11. Intellectual property

The Flowgate platform, branding, code, and documentation are owned by Primarius Group Limited. You may not copy, modify, distribute, or create derivative works of any part of the service.

Your content (prompts, business information, conversation data) remains yours. You grant us a limited licence to process it solely to deliver the service.

12. Limitation of liability

To the maximum extent permitted by law:

  • Flowgate is provided "as is" without warranties of any kind, express or implied.
  • We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunity.
  • Our total aggregate liability for any claim arising from the service shall not exceed the fees you paid in the 12 months preceding the claim.
  • Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under English law.

13. Indemnification

You agree to indemnify and hold harmless Primarius Group Limited (Flowgate) from any claims, losses, or damages arising from: (a) your breach of these Terms, (b) your use of the service, (c) your violation of any third party's rights, or (d) any claim by a lead or third party related to your DM conversations.

14. Termination

  • You may close your account at any time by contacting us.
  • We may suspend or terminate your account immediately if you breach these Terms, engage in abusive behaviour, or if your use poses a risk to the platform or other users.
  • If we do not agree in writing to carry on, the service stops at the end of your term and your dashboard access ends.
  • On termination or at the end of your term, we will delete your data within 30 days, except where retention is required by law (see Privacy Policy), and except that we may keep what we need to complete the guarantee check and any refund, and our billing records.

15. Changes to these Terms

We may update these Terms from time to time. Material changes will be communicated via email at least 14 days before taking effect. Continued use after changes constitutes acceptance.

16. Governing law and disputes

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If you are a consumer, you retain any mandatory consumer rights granted by the law of your country of residence.

17. Contact

Questions about these Terms? Email us at info@flowgatesystems.co.uk.