Terms of Service

01 Acceptance of Terms

By visiting, browsing, or using the GuideFlow website, submitting a project inquiry, or entering into any service agreement with GuideFlow, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service, along with any additional guidelines, policies, or rules that may apply to specific features or services offered on this platform.

If you are entering into these terms on behalf of a company, organization, or other legal entity, you represent and warrant that you have the authority to bind such entity to these terms, in which case "you" shall refer to that entity. If you do not have such authority, or if you do not agree with these terms, you must not accept these terms and may not use our services.

These Terms of Service apply to all visitors, users, clients, and others who access or use our website and services. We reserve the right to update, modify, or replace any part of these terms by posting updated terms on this page. It is your responsibility to review these terms periodically for any changes.

02 Description of Services

GuideFlow is a professional technical documentation agency that provides a comprehensive range of content and documentation services to businesses, teams, and organizations. Our services are designed to help clients communicate complex information in a clear, structured, and accessible format.

• User Guides and Product Manuals: Creation of end-to-end documentation for software products, physical products, and services intended for use by customers and end users.
• Standard Operating Procedures (SOPs): Development of detailed internal process documents that standardize operations, reduce errors, and support consistent execution across teams.
• Employee and Client Onboarding Guides: Structured documentation programs that accelerate time-to-productivity for new employees, onboarding partners, or clients unfamiliar with your systems and workflows.
• Knowledge Base and Help Center Articles: Scalable, searchable content designed to reduce inbound support volume and enable effective self-service for customers.
• Documentation Audits, Rewrites, and Updates: Review and revision of existing documentation to ensure accuracy, consistency, and alignment with current products or processes.
• Localization-Ready Documentation: Source documentation structured and written to minimize rework during translation, enabling efficient expansion into new languages and markets.

GuideFlow reserves the right to modify, suspend, or discontinue any service or feature at any time without prior notice. We may also impose limits on certain services or restrict access to parts of the website without liability to you or any third party.

We do not guarantee that any specific service will be available at all times, nor do we warrant that deliverables will meet requirements that were not expressly defined and agreed upon in writing prior to the commencement of work.

03 Eligibility and Account Use

To engage our services, you must be at least 18 years of age and capable of forming a legally binding contract under applicable law. By using our website or submitting a project inquiry, you represent and warrant that you meet this eligibility requirement.

If you use our website or services on behalf of a business or organization, you represent that you are authorized to act on behalf of that entity and that the entity agrees to these Terms of Service. In this context, any obligation that applies to you personally also applies to the entity you represent.

You agree not to use our website or services for any unlawful purpose or in any way that could damage, disable, overburden, or impair our infrastructure. You must not attempt to gain unauthorized access to any part of our website, systems, or data. Any unauthorized use will result in immediate termination of your access and may be subject to legal action.

GuideFlow does not offer consumer services and is not intended for use by individuals seeking documentation services for purely personal, non-commercial purposes. Our services are oriented toward businesses, product teams, HR departments, and professional organizations.

04 Project Agreements and Scope

All documentation projects undertaken by GuideFlow are governed by a separate project agreement, statement of work (SOW), or written confirmation that defines the specific scope, deliverables, timeline, revision rounds, and fee structure for that project. These project-level agreements supplement but do not replace these Terms of Service.

The scope of each project is defined collaboratively through our discovery process. Any work requested outside the agreed scope will be treated as a separate project or a scope change that requires written approval and may result in additional fees. GuideFlow is not obligated to perform work outside the agreed scope without a written amendment to the original project agreement.

Clients are responsible for providing accurate, complete, and timely information, access to subject matter experts, review feedback, product access, and any other materials necessary for GuideFlow to complete the agreed deliverables. Delays caused by late provision of required materials may affect the agreed timeline and are not the responsibility of GuideFlow.

Final deliverables are considered complete and approved when the client provides written confirmation of acceptance or fails to provide feedback within the review window specified in the project agreement. Once a deliverable has been approved, any subsequent changes requested by the client will be treated as new scope.

GuideFlow reserves the right to decline project requests that involve content that is deceptive, illegal, harmful, discriminatory, or otherwise inconsistent with our values and standards as a professional documentation agency.

05 Payment Terms and Invoicing

All fees for GuideFlow's services are specified in the applicable project agreement or statement of work. Unless otherwise stated in writing, the following standard payment terms apply to all engagements.

GuideFlow issues invoices electronically via email. Standard project engagements require a deposit of 50% of the total project fee prior to the commencement of work, with the remaining balance due upon delivery of the final approved deliverable. For larger engagements, milestone-based payment schedules may be agreed upon in the project agreement.

Invoices are due within 14 calendar days of the invoice date unless an alternative payment schedule has been agreed upon in writing. GuideFlow reserves the right to pause work on any active project if an outstanding invoice remains unpaid beyond its due date. Work will resume only after full payment of the outstanding balance has been received.

Invoices not paid within 30 days of the due date may be subject to a late payment fee of 1.5% per month on the outstanding balance, or the maximum rate permitted by applicable law, whichever is lower. GuideFlow also reserves the right to withhold delivery of final approved files until all outstanding balances have been settled in full.

All fees paid for work already completed are non-refundable. If a project is cancelled by the client after work has commenced, GuideFlow will invoice for all work completed up to the cancellation date, calculated on a pro-rated basis at the agreed project rate. Deposits are non-refundable regardless of cancellation timing.

GuideFlow does not accept disputes of invoices that relate to approved deliverables or work completed within the agreed scope. If you believe an invoice contains an error, you must notify us in writing within 7 calendar days of the invoice date.

06 Intellectual Property Rights

All materials, information, data, brand assets, proprietary processes, and content provided to GuideFlow by the client remain the exclusive intellectual property of the client or their respective owners. GuideFlow is granted a limited, non-exclusive license to use such materials solely for the purpose of completing the agreed project deliverables.

Upon receipt of full and final payment for a completed project, GuideFlow assigns to the client all rights, title, and interest in the final approved deliverables created specifically for that project, including all copyrights therein. This assignment is conditional upon full payment and does not apply to any work not fully paid for.

GuideFlow retains ownership of all underlying methodologies, frameworks, templates, tools, process documentation, and proprietary systems used in the creation of deliverables. These retained elements may be reused by GuideFlow in other projects and are not transferred to the client unless explicitly agreed upon in a separate written instrument.

Unless the client has specifically requested in writing that their project remain confidential, GuideFlow reserves the right to include anonymized descriptions of completed projects in our portfolio, case studies, or marketing materials. We will never identify a client by name without their express written consent.

GuideFlow may recommend or incorporate third-party tools, platforms, fonts, icons, or other assets in deliverables. The client is responsible for obtaining and maintaining any required licenses for such third-party materials for their intended use. GuideFlow is not liable for any third-party licensing claims arising from the client's use of deliverables beyond the agreed scope.

07 Confidentiality

GuideFlow treats all client information as strictly confidential. We will not disclose, share, sell, or otherwise make available to any third party any proprietary, sensitive, or non-public information shared by clients in the course of a project engagement, except as required by law or as expressly authorized by the client in writing.

This obligation of confidentiality applies to all GuideFlow team members, contractors, and partners who may have access to client materials in the course of their work. All such individuals are bound by confidentiality obligations consistent with those stated herein.

Clients agree to treat any information shared by GuideFlow regarding our internal processes, pricing structures, methodologies, or business operations as confidential and to refrain from disclosing such information to third parties without our express written consent.

For projects involving particularly sensitive business information, GuideFlow is willing to execute a separate Non-Disclosure Agreement (NDA) prior to the commencement of work. Please contact us to discuss this option if needed for your engagement.

08 Revisions and Deliverables

Each project agreement specifies the number of revision rounds included in the quoted project fee. Revisions are defined as requests for changes to content, structure, or format that fall within the originally agreed scope. GuideFlow does not consider scope expansions, fundamental changes in direction, or additions of new sections or content to be revisions, and such requests will be quoted as additional scope.

Clients are expected to provide consolidated, clear, and actionable revision feedback within the review window specified in the project agreement. Feedback provided after the review window may affect the project timeline. GuideFlow will make reasonable efforts to accommodate late feedback but cannot guarantee that delivery dates will be maintained in such cases.

All deliverables will be provided in the format agreed upon in the project scope document. If no specific format is agreed upon, GuideFlow will deliver content in its standard format. Requests for conversion or delivery in additional formats after the project has commenced may incur additional fees.

GuideFlow is committed to delivering documentation of the highest professional quality. All deliverables undergo an internal quality review before being shared with the client. However, the accuracy of technical content is dependent on the accuracy of the information provided by the client. GuideFlow is not responsible for errors or inaccuracies in deliverables that result from incorrect or incomplete information supplied by the client.

09 Warranties and Disclaimers

GuideFlow represents and warrants that our services will be performed with professional skill and care consistent with generally accepted industry standards. We warrant that we have the right to provide the services described and that the deliverables we create will not knowingly infringe upon the intellectual property rights of any third party.

GuideFlow does not warrant that our documentation services will result in specific business outcomes, including but not limited to reductions in support requests, improvements in onboarding speed, or increased user adoption. Business results depend on a wide range of factors outside our control, including the quality and accuracy of information provided by the client, the manner in which our deliverables are implemented, and broader organizational and market factors.

We do not warrant that our website will be uninterrupted, error-free, or free of viruses or other harmful components. Access to the website may be suspended or restricted at any time without notice for maintenance, updates, or any other reason.

10 Limitation of Liability

To the maximum extent permitted by applicable law, GuideFlow shall not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages arising out of or related to your use of our services or website, including but not limited to loss of profits, loss of revenue, loss of data, loss of goodwill, business interruption, or the cost of procuring substitute services.

In no event shall GuideFlow's total cumulative liability to you for all claims arising out of or related to a specific project exceed the total amount of fees actually paid by you to GuideFlow for that specific project in the twelve months immediately preceding the claim.

These limitations apply regardless of the theory of liability, whether based on contract, tort, negligence, strict liability, warranty, or otherwise, and shall apply even if GuideFlow has been advised of the possibility of such damages. Some jurisdictions do not allow the exclusion or limitation of certain damages, so the above limitations may not apply to you to the full extent provided by law.

GuideFlow is not responsible for any claims, damages, or losses arising from your use of deliverables in a manner that exceeds the agreed scope, in a manner that is unlawful, or in a manner inconsistent with our explicit recommendations or warnings.

11 Termination of Services

A client may terminate a project engagement at any time by providing written notice to GuideFlow. Upon termination, the client is responsible for payment of all fees for work completed up to the date of termination, calculated on a pro-rated basis at the agreed project rate. The non-refundable deposit will be applied toward this balance. Any remaining balance must be paid within 14 days of the termination notice.

GuideFlow reserves the right to terminate any project engagement or website access for any reason, including but not limited to: breach of these Terms of Service, failure to make required payments, provision of false or misleading information, requests for content that is illegal or harmful, abusive or threatening behavior toward our team, or inability to reach the client for an extended period.

In cases of termination initiated by GuideFlow for reasons other than client breach, we will provide a pro-rated refund of any prepaid fees corresponding to work not yet commenced.

Upon termination, your right to use our services ceases immediately. GuideFlow will deliver all work completed to the point of termination within 14 business days. Provisions of these terms that by their nature should survive termination shall survive, including but not limited to intellectual property rights, confidentiality obligations, limitation of liability, and dispute resolution provisions.

12 Governing Law and Disputes

These Terms of Service and any disputes arising out of or related to them or our services shall be governed by and construed in accordance with the laws of the State of Missouri, United States of America, without regard to its conflict of law provisions.

Before initiating any formal legal proceeding, you agree to contact GuideFlow in writing to describe the nature of the dispute and provide a reasonable opportunity to resolve the issue informally. GuideFlow is committed to resolving disputes fairly, efficiently, and without unnecessary legal proceedings wherever possible.

If informal resolution fails, any dispute, controversy, or claim arising out of or relating to these Terms of Service or our services shall be resolved by binding arbitration administered in accordance with the rules of the American Arbitration Association. The arbitration shall take place in Florissant, Missouri, or via a mutually agreed remote format. The decision of the arbitrator shall be final and binding on both parties.

You agree that any arbitration or legal proceeding shall be conducted on an individual basis and not as a class action, class arbitration, or representative proceeding. You waive your right to participate in any class action against GuideFlow.

13 Changes to These Terms

GuideFlow reserves the right to revise these Terms of Service at any time at our sole discretion. When we make changes, we will update the content of this page. We may also notify clients of significant changes by posting a notice on our website or by other reasonable means.

Changes to these terms become effective upon posting to our website. Your continued use of our website or services after the posting of revised terms constitutes your binding acceptance of those revisions. If you do not agree to the revised terms, you must cease using our website and services.

We encourage you to review these Terms of Service regularly to stay informed of any updates. If you have questions about any provision in these terms, please do not hesitate to contact us using the information provided below.