Collective Flow Limited. Last updated 12 October 2026.

These terms are the agreement between you and Collective Flow Limited (company number 9162160) (we, us, our) for using Collective Flow (the app). By ticking the box when you sign up, you agree to them. Our privacy policy explains how we look after your information, and it's part of the deal too.

Please read them, and email hello@collectiveflow.app if anything is unclear.

1. Getting started

You're in with an account

1.1 To use Collective Flow you need an account. You sign in with Google, Microsoft or a link we email you. We may ask for an invite code before you can sign up.

1.2 You need to be 16 or older to have an account.

1.3 Your account is just for you. Please don't share it, or let anyone else use it.

Your free period comes first

1.4 Collective Flow is free during your free period. We'll tell you when it ends: for people who join with an invite code during our soft launch, that's 1 February 2027.

1.5 When your free period ends, you can choose a paid subscription. If you don't, your subscription ends, we won't charge you anything, and your information is kept or deleted as our privacy policy describes.

What you can do with it

1.6 We give you a non-exclusive right to use Collective Flow for as long as your free period or paid subscription lasts. You can't transfer or sub-licence that right without our written approval.

1.7 When your free period or subscription ends, or you or we end it, you stop using Collective Flow.

2. What we promise, and what we can't

2.1 What Collective Flow does is described at https://www.collectiveflow.app/features (the Specifications).

2.2 Collective Flow will keep changing as we learn. When it does, we'll update the Specifications. Changes won't materially reduce what Collective Flow does.

2.3 We guarantee to you (the Guarantee) that:

• Collective Flow will work as the Specifications describe in all material respects

• we have the right to let you use Collective Flow

• Collective Flow won't infringe anyone else's intellectual property rights

• Collective Flow will comply with applicable New Zealand laws.

We'll keep it running, but it won't be perfect

2.4 We'll use reasonable efforts to keep Collective Flow available all the time, apart from planned maintenance or upgrades. We don't guarantee it will be uninterrupted or error-free. When we can, we'll let you know about planned outages ahead of time.

2.5 We don't guarantee Collective Flow is right for your purposes. That's your call.

AI drafts, you decide

2.6 Collective Flow uses AI to transcribe what you say and to suggest moments and changes to your plan. AI can get things wrong. Every suggestion is a draft, and nothing is saved until you confirm it, so please check it first.

2.7 Collective Flow is for reflecting on your work. It isn't professional, medical or mental health advice.

Other services you connect

2.8 Collective Flow works with services we don't provide or control, like Google Calendar and Microsoft Outlook. We're not responsible for those services, or for anything in Collective Flow that goes wrong because of them or how you use them.

3. Using Collective Flow well

3.1 When you use Collective Flow, you agree not to:

• let anyone else use your account

• resell Collective Flow

• copy, modify, interfere with, reverse engineer, decompile, disassemble or create derivative works based on Collective Flow

• use it for anything harmful or illegal.

3.2 If you don't follow clause 3.1, we may pause your access or close your account. Where it's reasonable, we'll talk to you first.

4. Your data

It's yours

4.1 Everything you put into Collective Flow, and anything made from it, belongs to you (Your Data). That includes your reflections, transcripts, goals and plans.

4.2 You give us a non-exclusive, royalty-free right to use Your Data, only to provide Collective Flow to you, keep it secure, and fix problems.

What we won't do with it

4.3 We don't sell Your Data, we don't use it for advertising or marketing, and we don't use it, or let the AI companies we work with use it, to train AI models. We won't read it unless you ask us to, or you say yes to sharing it, or the law requires it.

4.4 We may look at totals that can't identify anyone (like how many people reflected this week) to understand how Collective Flow is used and make it better. We never do this with information from your Google account.

Where it's kept

4.5 You agree we may store and process Your Data in Australia and the United States, with the providers listed in our privacy policy.

Privacy

4.6 We'll comply with the Privacy Act 2020 for Your Data. Our privacy policy is at https://www.collectiveflow.app/privacy-policy.

4.7 Your reflections can mention other people, like colleagues. You agree to follow the Privacy Act 2020 for any personal information you give us about someone else.

4.8 If you or we find out the Privacy Act 2020 hasn't been followed, you or we (whoever finds out) will tell the other quickly and take reasonable steps to reduce the harm.

Deleting it

4.9 You can delete reflections, goals and behaviours in the app at any time. To delete your account and everything personal in it, email hello@collectiveflow.app. We'll do it as our privacy policy describes.

4.10 We look after Your Data carefully, and our database provider keeps backups. Even so, we can't promise it will never be lost, and we're not responsible if it is.

If someone makes a claim about Your Data

4.11 If someone makes a claim against us because of Your Data, including a claim that it infringes their intellectual property rights or caused them harm or loss, you will pay us any amounts we have to pay them (or any other loss we incur), as long as we:

• tell you as soon as reasonably possible about the claim

• let you take control of defending it

• help you defend it if needed (you'll pay us reasonable rates for our time)

• don't settle the claim or admit liability.

5. Keeping things secure

5.1 We'll maintain appropriate technical and organisational security protections, following good industry practice, to stop viruses or other malicious code reaching your devices through Collective Flow. Like any online service, we can't guarantee something harmful will never get through, and if it does despite these protections, the limits in clause 12 apply.

5.2 Please keep your sign-in details to yourself, and keep reasonable protections on your own devices.

5.3 If you or we become aware of a security breach, you or we (whoever finds out) will tell the other and take reasonable steps to reduce the harm. That may include pausing your access.

6. Paying for Collective Flow

6.1 Nothing in this section applies during your free period. When paid subscriptions start, we'll tell you the price, how billing works and how to cancel before you pay anything. You choose whether to continue.

6.2 Our fee is the fee for the paid subscription you choose, as shown on our website or told to you. It includes all our costs and taxes except Goods and Services Tax under the Goods and Services Tax Act 1985 (GST), which you'll pay on top where it applies. If we charge GST, our invoice will include everything the law requires.

6.3 You pay the fee by the date and in the way we agree when you choose your paid subscription.

6.4 If you dispute part of a fee, please pay the rest while we sort it out.

6.5 If you don't pay an amount by its due date, we'll tell you in writing. If it's still unpaid 7 days later, we may pause your access until it's paid.

6.6 We can increase our prices, but not during your current subscription period. A new price only applies when your subscription renews, and we'll tell you before it does.

7. Keeping things confidential

7.1 We'll keep Your Data confidential.

7.2 You and we will keep confidential anything else we learn from each other that's confidential or commercially sensitive and not public (unless it became public because someone broke these terms). You and we will only share it with people who need to know it (like staff, approved subcontractors or professional advisers) who are bound to keep it confidential on the same terms, and will only use it for these terms, except where the law requires otherwise.

8. Intellectual property

8.1 You and we each keep the intellectual property rights (including copyright, design rights, patents, know-how, trade marks, trade secrets or other proprietary rights, registered or not) we owned before agreeing to these terms, or create outside them.

8.2 All intellectual property rights in Collective Flow belong to us. We give you the right to use it as set out in clause 1.

8.3 If you send us feedback or ideas, we may use them to improve Collective Flow, without owing you anything for them.

9. Goodbye: ending these terms

9.1 These terms start when you sign up and continue until your free period or paid subscription ends or is cancelled.

9.2 You can stop using Collective Flow at any time. To close your account, email hello@collectiveflow.app.

9.3 We may pause or close your account straight away, by telling you in writing, if you don't pay an amount within one month of an overdue notice, or if you can't pay your debts when due, are bankrupt or liquidated, have an administrator, receiver, liquidator or statutory manager appointed (or a similar insolvency event), or stop operating your business.

9.4 If we stop offering Collective Flow altogether, we'll give you at least 30 days' written notice. Your subscription and these terms end when the notice runs out, and you won't pay fees for any time after that.

9.5 When your account closes:

• you won't be able to use Collective Flow

• you'll pay any fees you already owe

• Your Data is kept or deleted as our privacy policy describes.

9.6 Ending these terms doesn't affect rights or obligations meant to continue, like the limits on making claims in clause 12.

10. If we disagree

10.1 If a dispute comes up, someone from your side and ours will first try to sort it out together, and these terms keep applying meanwhile. If that doesn't resolve it within 15 days, either of us may refer it to mediation. This doesn't stop either of us seeking an urgent court order (an interim injunction) at any time.

11. If someone claims Collective Flow infringes their IP

11.1 If someone claims that Collective Flow infringes their intellectual property rights, and the claim relates to your use of Collective Flow as we've instructed (not with other software or products), we'll reimburse you any amounts you have to pay them, as long as you:

• tell us as soon as possible about the claim

• let us take control of defending it

• help us defend it if needed (we'll pay you reasonable rates for your time)

• don't settle the claim or admit liability.

11.2 If there is an intellectual property claim against you or us relating to Collective Flow (or we think there might be one), we may choose to change Collective Flow so you can keep using it (without substantially reducing what it does), get a right for you to keep using it, or end these terms and refund any fees you've paid for the time after they end.

12. If things go wrong

12.1 Other than as set out in these terms or required by law, we don't give any warranties or guarantees for Collective Flow.

Your rights under consumer law

12.2 If you are a consumer in New Zealand and you are receiving Collective Flow for personal use (not business use), you may have rights under the Consumer Guarantees Act 1993 (CGA). Nothing in these terms excludes or restricts your rights under the CGA or other New Zealand consumer protection law. You and we agree that the CGA does not apply to any use of Collective Flow for business use.

Putting things right

12.3 If you or we don't meet our obligations in these terms, the other may be entitled to one or more remedies, such as payment of money or a court order preventing it happening again.

12.4 You can tell us if you think we haven't met our Guarantee. If we agree, we will either (our choice):

• fix it within a reasonable time, or

• cancel your subscription and these terms, and refund any fee you've prepaid for the failed part, for the time after cancellation.

Limits on what either of us pays

12.5 To the greatest extent permitted by law, the most you or we will pay for any loss or costs the other has is the total fees paid for Collective Flow in the previous 12 months (or that will be paid in the first 12 months, if the loss happens within the first 12 months). This limit doesn't apply where you or we don't comply with privacy obligations or intentionally fail to comply with these terms; where we cover you for an intellectual property claim (clause 11); where you cover us for a claim about Your Data (clause 4.11); or where you break clause 3.1.

12.6 Neither you nor we are responsible for any loss of profit, sales, savings or other consequential or indirect loss the other has because of your use of Collective Flow.

Things outside anyone's control

12.7 Neither you nor we are responsible for failing to meet obligations in these terms because of an event outside your or our reasonable control (like a natural disaster or pandemic) that makes them impossible or illegal to meet. To rely on this, whoever is affected must tell the other straight away and do their best to fix or reduce the impact. If it lasts 30 days or more, either of us may cancel your subscription. You won't pay subscription fees for the time after cancellation, but fees already paid won't be refunded.

13. The rest of the legal bits

When these terms change

13.1 We can change these terms, but changes won't materially reduce your rights or increase your obligations. If a change matters to you, we'll email you before it happens and ask you to agree to the new version. The latest version is always at collectiveflow.app/terms-of-service, with its date at the top.

Notices

13.2 Notices go to the email address the other has given (ours is hello@collectiveflow.app), or, where these terms say so, may be posted on the sender's website. An emailed notice is received when it's sent (during business hours on business days where it's received).

Passing these terms on

13.3 We may transfer these terms to another business or person, who will take over our obligations to you. You can't transfer your rights or obligations under these terms without our written approval, which we won't unreasonably withhold or delay.

New Zealand law

13.4 New Zealand law governs these terms, and New Zealand courts settle any dispute.

How to read these terms

13.5 Words in bold in brackets mean what they're defined as. All amounts are in New Zealand dollars unless we say otherwise.

13.6 These terms, together with our privacy policy and any paid subscription you choose, are the whole agreement between you and us. They replace any earlier discussions or agreements (spoken or written). If the details of your paid subscription say something different from these terms, the subscription details win.

Contact

Questions about these terms: hello@collectiveflow.app, or write to Collective Flow Limited, 53 Ferry Road, Auckland 0932, New Zealand.