Effective Date: July 1, 2026
1. Agreement to Terms
These Terms and Conditions ("Terms") form a binding agreement between Universal Workflow (operated by Ajaykumar Patel, "UWF", "we", "us") and the person or entity registering for or using Universal Workflow ("Customer", "you"). By creating an account, you accept these Terms.
2. The Service
Universal Workflow is a cloud-based job management platform for trades and field service businesses, providing quoting, job/work order tracking, purchase orders, invoicing, materials libraries, team management, analytics, and optional integrations (including QuickBooks Online).
3. Accounts and Registration
- You must provide accurate, current information and keep it up to date.
- You are responsible for your login credentials and all activity under your account.
- Notify us promptly of any unauthorized use of your account.
4. Subscription Plans, Fees, and Billing
- Plans (Starter, Growth, Pro) are billed in advance on a recurring basis via Stripe.
- Fees are non-refundable except as required by law.
- We may change fees on renewal with at least 30 days' notice.
- Failure to pay may result in suspension after notice.
5. Free Trial
New accounts receive a 14-day free trial. After the trial, if no paid subscription is active, the account becomes read-only: data is preserved and viewable, but no new content may be created until you subscribe.
6. Customer Data
You retain ownership of all data you input (quotes, jobs, customer records, invoices, files). You grant UWF a limited license to host and process this data solely to provide the Service. You may export your data at any time while active.
7. Acceptable Use
You agree not to use the Service unlawfully, upload malicious code, attempt to breach security, reverse-engineer the platform, or resell the Service without written consent.
8. Intellectual Property
UWF retains all rights in the Service, including software, design, and trademarks. These Terms grant you only a limited right to use the Service.
9. Warranties and Liability
The Service is provided "as is." To the maximum extent permitted by law, UWF's total liability for any claim will not exceed the fees you paid in the 12 months preceding the claim, and UWF is not liable for indirect, incidental, or consequential damages.
10. Termination
You may cancel at any time, effective at the end of the billing period. We may suspend or terminate accounts for material breach, non-payment, or unlawful use.
11. Governing Law
These Terms are governed by the laws of the Province of Alberta and the federal laws of Canada applicable therein.
This is a condensed summary. The complete Terms and Conditions document is available on request or at our website.
Effective Date: July 1, 2026
1. Introduction
This Privacy Policy explains how Universal Workflow ("UWF") collects, uses, discloses, and safeguards personal data when you use our platform. It is designed to meet the requirements of the GDPR/UK GDPR, CCPA/CPRA, PIPEDA, CASL, LGPD, and other applicable data protection laws.
2. Data We Collect
- Account and contact data: name, email, phone, company, billing address.
- Job and business data: quotes, work orders, purchase orders, invoices, customer records, files.
- Payment data: processed by Stripe; UWF does not store full card numbers.
- Usage data: pages viewed, features used, device/browser type, IP address.
3. How We Use Data
To provide the Service, process billing, deliver support, maintain security, improve the product, and — with consent or an existing relationship — send product updates. We do not sell personal data.
4. Sub-processors
- Supabase — database and backend infrastructure.
- Stripe — payment processing and billing.
- Brevo — transactional and marketing email.
- Netlify — application hosting and serverless functions.
5. Your Rights
Depending on your location, you may have rights to access, correct, delete, restrict, or port your personal data, and to object to certain processing, under GDPR, CCPA/CPRA, PIPEDA, or equivalent laws. Contact privacy@universal-workflow.com to exercise these rights.
6. Security
We use encryption in transit and at rest, row-level security policies, and access controls to protect your data. See our Security Policy for details.
7. Retention
We retain data while your account is active and for a limited period after cancellation to allow export, unless a longer period is required for legal or tax purposes.
This is a condensed summary. The complete Privacy Policy is available on request or at our website.
Effective Date: July 1, 2026
1. Purpose
This Data Processing Agreement ("DPA") governs UWF's processing of personal data on behalf of the Customer (the "Controller"), and is intended to satisfy Article 28 GDPR and equivalent requirements under PIPEDA, CCPA/CPRA, and LGPD.
2. Roles
For personal data contained in Customer Data (e.g., your own customers' contact details entered into jobs and invoices), the Customer is the Controller and UWF is the Processor, acting only on the Customer's documented instructions.
3. Security Measures
UWF maintains encryption in transit and at rest, row-level security, access controls, logging, and regular security review, as detailed in our Security Policy.
4. Sub-processors
Customer authorizes UWF's use of Supabase, Stripe, Brevo, and Netlify as sub-processors, each bound by data protection obligations substantially equivalent to this DPA. UWF will notify Customer of any new sub-processor with reasonable advance notice.
5. International Transfers
Where data is transferred outside the EEA, UK, or Canada, UWF relies on Standard Contractual Clauses or another valid transfer mechanism recognized under applicable law.
6. Breach Notification
UWF will notify Customer without undue delay, and in any event within 72 hours of becoming aware, of any confirmed personal data breach affecting Customer's data.
7. Deletion on Termination
Upon termination, UWF will delete or return Customer's data within 30 days, unless applicable law requires continued retention.
This is a condensed summary. The complete Data Processing Agreement is available on request or at our website.
1. Purpose
This Security Policy describes the technical and organizational measures Universal Workflow applies to protect Customer Data.
2. Encryption
Data in transit is encrypted using TLS. Data at rest is encrypted at the infrastructure level by our database and hosting providers. Passwords are hashed, never stored in plaintext.
3. Access Controls
- Row-Level Security (RLS) policies restrict every database query to the authenticated user's own company.
- Authentication is cloud-authoritative, verified against the backend each session.
- Logout clears in-memory data to prevent residual exposure on shared devices.
- Administrative access to production systems is restricted to authorized personnel.
4. Payment Security
UWF does not store full card numbers. All card data is handled directly by Stripe, a PCI-DSS Level 1 certified processor.
5. Backups and Continuity
Application data is stored in a managed PostgreSQL database with automated backup capabilities. Customers can export their own data at any time.
6. Incident Response
Suspected security incidents are triaged promptly, with containment as the first priority, followed by root-cause analysis, remediation, and notification consistent with our DPA.
7. Reporting a Concern
Report suspected vulnerabilities to security@universal-workflow.com.
This is a condensed summary. The complete Security Policy is available on request or at our website.
