Legal
Terms of Service
Last updated 14 August 2026
These terms govern your use of Church Visitor Flow (“we”, “us”), a business based in South Africa. By creating an account you agree to them.
1. What the service does
Church Visitor Flow gives a church a form for capturing first-time visitors, a place to see those visitors, reminders to its team, and pre-written messages its team members can send from their own WhatsApp.
We do not send messages to visitors on your behalf.Messages to visitors open in your team member’s own WhatsApp for them to send. Reminders to your own team are the only messages we send.
2. Your account
- You must be 18 or older and authorised to act for your church.
- You are responsible for what happens under your account, including your team’s use.
- Keep your password secure and tell us promptly if you think it has been compromised.
- Each plan includes a set number of team members. Do not share one login between people.
3. Your responsibilities for visitor information
This section matters more than any other, so please read it.
- You are the responsible party for the personal information you collect through your visitor form. We process it only on your instructions.
- You must have a lawful basis to contact the people whose details you collect, and must make clear on your form what contact they should expect.
- You must honour requests from visitors to be corrected, deleted, or left alone. The service gives you the tools to do so.
- You must not use the service to send unsolicited marketing, or anything unlawful, harassing or deceptive.
4. Acceptable use
You agree not to:
- Attempt to access another church’s data
- Probe, scan or test the security of the service without our written permission
- Submit false or automated entries through a visitor form
- Resell or white-label the service without a written agreement
- Use it in a way that breaches WhatsApp’s or Meta’s own terms
5. Fees and payment
Our order process is conducted by our online reseller Paddle.com. Paddle is the merchant of record for all orders. Paddle provides customer service enquiries and handles returns.
- Subscriptions are billed in advance, monthly or annually as chosen.
- Prices are shown before you buy and may include VAT depending on your location.
- We may change prices, giving at least 30 days’ notice before it affects an existing subscription.
- If payment fails we may suspend the account. We will not delete your data straight away — see clause 8.
Refunds are dealt with in our Refund Policy.
6. Third-party services
The service depends on WhatsApp, which is operated by Meta. Meta sets its own rules for business messaging and can change them, restrict them, or block a number. We have no control over that and cannot guarantee message delivery through WhatsApp.
7. Availability
We work to keep the service available but do not promise it will be uninterrupted or error-free. We may take it down for maintenance, and will try to give notice where we can. No specific uptime is guaranteed unless separately agreed in writing.
8. Ending the agreement
- You may cancel at any time from your account, effective at the end of the paid period.
- We may suspend or end an account that breaches these terms, giving notice and an opportunity to fix things unless the breach is serious.
- After cancellation you can export your data for 30 days. After that we delete it, subject to the retention periods in our Privacy Policy.
9. Your data belongs to you
You keep all rights to the information you put into the service. We claim no ownership of it and will not use it to train anything or sell it. We may use aggregated, anonymised statistics that cannot identify you, your church or any visitor, to understand and improve the service.
10. Our intellectual property
The software, design, branding and content of the service remain ours. You get a limited, non-exclusive, non-transferable right to use it while your subscription is active.
11. Liability
Nothing here limits liability that cannot lawfully be limited, including for death or personal injury caused by negligence, or for fraud.
Otherwise, and to the extent the law allows, we are not liable for indirect or consequential loss, lost profits, lost goodwill, or lost data. Our total liability in any 12-month period is limited to the amount you paid us in that period.
The service is provided “as is”. We do not warrant that it will meet every requirement or that any particular visitor will respond to a message.
12. Changes to these terms
We may update these terms. If a change materially affects you we will give at least 30 days’ notice by email. Continuing to use the service after that means you accept the change.
13. Governing law
These terms are governed by the laws of the Republic of South Africa, and the courts of South Africa have exclusive jurisdiction. Nothing here affects consumer rights you have under the Consumer Protection Act.