Legal

Terms of Service

Welcome to Flex Export Docs, a DBA registered with Texas (USA) Secretary of State (SOS). Please read these Terms of Service ("Terms") carefully before using our website, software-as-a-service (SaaS) platform, and document generation tools (collectively, the "Service").

1. Introduction and Acceptance of Terms

By creating an account, checking an "I agree to the Terms of Service" box, or otherwise accessing or using the Service, you ("User", "Customer", or "you") agree to be bound by these Terms and our Privacy Policy.

If you are entering into this agreement on behalf of a company, business, or other legal entity, you represent that you have the legal authority to bind that entity to these Terms. If you do not agree to these Terms, or if you do not have the authority to bind your entity, you must not access or use the Service.

2. Eligibility and Business Use

The Service is designed strictly for commercial, business, and professional export operations (B2B). By using the Service, you represent and warrant that you are operating as a valid business entity or professional, and that you are of legal age to form a binding contract.

3. Modifications to the Terms

Flex Export Docs reserves the right to modify, amend, or update these Terms at any time to reflect changes in our software, legal requirements, or industry standards.

Notification of Material Changes: If we make significant changes that impact your rights or obligations, we will notify you at maximum thirty (30) days in advance by posting a prominent notice on our platform or by sending an email to the address associated with your account.

Implied Consent: Your continued use of Flex Export Docs after the effective date of any modifications constitutes your explicit acceptance of the revised Terms. If you do not agree to the new terms, you must stop using the software prior to the effective date.

4. Description of Services and Core Features

Flex Export Docs provides a cloud-based Software-as-a-Service (SaaS) platform featuring following primary export documentation utility tools designed to streamline international shipping administrative workflows:

Proforma Invoice (PI) Architecture: A foundational data-entry interface allowing Customers to input buyer details, product profiles, commercial pricing and other data once to serve as the master dataset for a shipment.

Multi-Document Auto-Fill Automation: A data-mapping engine that automatically populates corresponding logistics paperwork—including Commercial Invoices and Packing Lists—directly from the master Proforma Invoice to eliminate manual re-typing.

Shipment Cloning & Replication: A historical record utility enabling users to duplicate legacy Proforma Invoices with a single click for repeat buyers, allowing for manual updates to quantities, dates, and values.

Clean PDF Generation: A document rendering tool that compiles user-entered data into clean, formatted, print-ready PDF files intended for presentation to buyers, financial institutions, and customs authorities.

Data Profiles & Entity Management: A localized cloud database within the Customer's account to save, store, and reuse buyer profiles, product details and other data across future shipping files.

5. Technical Requirements and Compatibility

To access and utilize the Service, Customers must maintain, at their own expense:

A stable, high-speed broadband internet connection.

A modern, secure web browser (e.g., latest versions of Google Chrome, Microsoft Edge, Mozilla Firefox, or Safari) with JavaScript and cookies enabled.

Software capable of opening, viewing, and printing standard PDF documents.

We do not guarantee that the Service will be fully compatible with legacy hardware, outdated browsers, or specialized proprietary operating systems.

6. Service Availability, Uptime, and Maintenance

Availability: While we strive to ensure the platform is accessible 24/7, Flex Export Docs is provided on an "as-available" basis. We do not guarantee uninterrupted platform access.

Scheduled Maintenance: We routinely perform system updates, security patches, and server maintenance. We will make reasonable efforts to schedule these maintenance windows during low-traffic off-peak hours and provide advance notice via the user dashboard when feasible.

Unscheduled Outages: We are not liable for any commercial delays, missed shipping windows, or financial losses resulting from unexpected server downtime, internet service provider outages, or global infrastructure failures.

7. Geographic Restrictions and Trade Limitations

The Service is hosted in the United States and is strictly governed by United States export controls, economic sanctions, and trade regulations.

Prohibited Destinations: The Service may not be accessed, downloaded, or used within any country or territory subject to comprehensive U.S. government embargoes or sanctions (including, but not limited to, Cuba, Iran, North Korea, Syria, and the Crimea, Donetsk, and Luhansk regions of Ukraine).

Denied Parties: By registering an account, the Customer warrants that neither the corporate entity, its parent organizations, nor its authorized individual users are listed on any U.S. government list of prohibited or restricted parties, including the Specially Designated Nationals (SDN) List maintained by the Office of Foreign Assets Control (OFAC).

8. Account Registration, Eligibility, and Security

Age and Authority: In alignment with Section 2, the Service is designed strictly for business operations. By creating an account, you affirm that you are at least 18 years of age (or the legal age of majority in your jurisdiction) and possess the full legal authority to bind your business entity to these Terms.

Account Credentials and Security: You are solely responsible for maintaining the confidentiality of your account credentials, including your username and password. You agree to restrict access to your account to authorized personnel only and to prevent sharing credentials across multiple users.

Unauthorized Access: You must immediately notify Flex Export Docs of any unauthorized use of your account or any other breach of security. Flex Export Docs will not be liable for any commercial delays, financial losses, or damages resulting from your failure to safeguard your login information.

9. Provision of Accurate Information and Data Privacy Compliance

Accuracy of Data: You represent and warrant that all information provided during account registration, profile creation, and document generation is true, accurate, current, and complete. You acknowledge that international logistics, customs clearance, and export compliance rely entirely on the integrity of the data you provide, and you assume all risk for inaccuracies.

Data Privacy Laws: In utilizing the Service, you will input third-party commercial data, which may include individual names, phone numbers, email addresses, and physical shipping locations of your buyers or logistics partners. You agree to comply with all applicable global and regional data privacy laws (including, but not limited to, the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and applicable state privacy frameworks). You warrant that you have obtained all necessary permissions and consents to process this personal data through our cloud-based infrastructure.

10. Acceptable Use and Prohibited Activities

You agree to use the Service exclusively for legitimate, lawful international trade administration. You are strictly prohibited from engaging in the following activities:

Fraudulent Documentation: Using the Service to generate falsified, misleading, or fraudulent export paperwork, including the intentional misdeclaration of cargo descriptions, commodity codes, financial values, weights, or countries of origin.

System Malice: Uploading or transmitting viruses, malware, trojan horses, worms, or any malicious code designed to disrupt, damage, or limit the operational functionality of our software or hosting servers.

Reverse Engineering: Attempting to decompile, disassemble, reverse engineer, or otherwise discover the source code, underlying algorithms, or internal architecture of the platform.

Automated Scraping: Utilizing bots, spiders, scrapers, data-mining tools, or other automated mechanisms to extract document templates, system layouts, proprietary data profiles, or intellectual property from the platform without express written consent.

11. Content Guidelines and Intellectual Property Rights

Customer Content Ownership: As between you and Flex Export Docs, you retain exclusive ownership of all data, product details, pricing sets, and specific shipping metadata you input into the platform ("Customer Content"). You grant Flex Export Docs a limited, non-exclusive, worldwide, royalty-free license to host, transmit, and process your Customer Content solely to execute the document-generation workflows and support your account.

Platform Intellectual Property: Flex Export Docs retains all rights, titles, and interests in and to the Service. This includes, without limitation, the software platform, user interface designs, visual branding, data-mapping engine functionality, and the standardized layouts of all print-ready export certificate templates. Your subscription grants you a limited, revocable, non-transferable right to download and distribute the generated PDFs for your business workflows; it does not transfer any underlying ownership or intellectual property rights to you.

12. Fees, Subscription, and Payment Terms

To maintain transparency regarding our revenue practices and ensure customer satisfaction, this section outlines how subscription fees and financial cycles are handled.

Subscription Model and Renewal Processes: The Service is structured on a recurring subscription model. Your subscription will automatically renew at the conclusion of each billing cycle unless you cancel it before your next renewal date.

Billing Cycles: When signing up, you will be billed on a monthly basis. Charges are automatically processed on the first day of each recurring cycle.

Payment Methods and Processing: All fees must be paid via an authorized credit card or a verified electronic payment method supported by our platform. By entering your payment credentials, you authorize Flex Export Docs to securely process and charge your payment method through our third-party billing gateways.

Currency and Tax Considerations: All pricing displayed on the platform is denominated and processed in U.S. Dollars (USD). Subscription rates do not include any regional, state, federal, or international taxes, duties, or customs levies. The Customer assumes full responsibility for identifying and paying any taxes applicable to their corporate subscription purchase.

Refund and Cancellation Policies: You are free to cancel your subscription at any time. Because we provide immediate access to our specialized document generation tools, all subscription payments are non-refundable. We do not issue prorated credits or refunds for partial billing cycles or unused portions of a subscription month.

13. Account Termination and Data Retention

Cancellation Procedures: You can initiate a cancellation at any time via your account dashboard settings. Upon cancellation, you will retain full access to your account utilities until the exact end of your current paid billing period. Once the services are cancelled, you will have a read and print only access for a limited period.

Account Termination Procedures: Flex Export Docs reserves the absolute right to suspend, freeze, or terminate your account access immediately if you breach these Terms, fail to clear outstanding invoices, or engage in fraudulent document creation. You may also request permanent account closure by contacting our customer support team.

Data Retention After Termination: Following the formal termination or closure of an account, Flex Export Docs will preserve your data for a period time (TBA). After TBA period, all customer content and data structures will be permanently and securely purged from our active cloud servers. It is your sole responsibility to download and export any necessary export documentation records before this retention window expires.

14. Disclaimer of Warranties

14.1 "As-Is" Service

Flex Export Docs provides the Service, including all document generation tools, templates, and data-mapping functions, on an "as-is" and "as-available" basis. To the maximum extent permitted by law, we expressly disclaim all warranties of any kind, whether express, implied, statutory, or otherwise, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

14.2 No Guarantee of Customs Acceptance

International trade regulations, tariff schedules, and customs requirements change rapidly across global jurisdictions. Flex Export Docs does not warrant or guarantee that:

The forms, layouts, or data fields generated by the software will satisfy the specific legal or regulatory requirements of any domestic or foreign customs authority, port, or financial institution.

The platform will be entirely free from typographical errors, omissions, or system-rendering bugs.

14.3 User Accountability

You assume sole responsibility and absolute risk for verifying the legal adequacy, formatting accuracy, and regulatory compliance of all documentation before submitting it to any carrier, freight forwarder, or government agency.

15. Limitation of Liability Scope

15.1 Exclusion of Consequential Damages

To the maximum extent permitted by applicable law, in no event shall Flex Export Docs, its affiliates, developers, directors, officers, employees, or agents be liable to you or any third party for any indirect or direct, incidental, special, exemplary, punitive, or consequential damages. This includes, without limitation, any loss of business profits, lost revenue, commercial interruption, loss of data, or damage to business reputation.

15.2 Logistics & Supply Chain Disclaimers

Because our software interfaces with commercial workflows, you explicitly agree that Flex Export Docs is not liable for any costs, fees, or penalties resulting from shipping and administrative errors, including but not limited to:

Port demurrage, detention, or storage charges.

Fines, seizures, or confiscations levied by customs border protection or international trade authorities.

Commercial losses stemming from delayed shipments, missed sailing schedules, or cancelled letters of credit due to formatting or data errors in generated PDFs.

15.3 Cap on Liability

In no event shall the total, aggregate liability of Flex Export Docs for all claims, damages, or causes of action arising out of or related to these Terms or your use of the Service exceed the total amount of subscription fees actually paid by you to Flex Export Docs during the two (2) month period immediately preceding the event giving rise to the liability.

16. User Indemnification Requirements

16.1 Scope of Indemnity

You agree to defend, indemnify, and hold harmless Flex Export Docs, its parent organizations, subsidiaries, affiliates, developers, officers, directors, employees, and contractors from and against any and all third-party claims, liabilities, damages, losses, costs, or expenses (including reasonable attorney's fees and court costs) arising out of or in any way connected to:

Your breach or violation of any provision of these Terms or our Privacy Policy.

Any fraudulent, inaccurate, misleading, or non-compliant information contained within the export documentation you generate using the platform (e.g., misdeclared cargo weights, falsified product values, or incorrect countries of origin).

Your violation of any applicable domestic or international trade law, customs regulations, export control restriction, or economic sanction (including OFAC regulations).

Your infringement or violation of any third-party intellectual property, privacy, or data protection rights.

17. Force Majeure Provisions

17.1 Defined Events

Flex Export Docs shall not be held liable or responsible to you, nor be deemed to have defaulted under or breached these Terms, for any failure or delay in fulfilling or performing our obligations when such failure or delay is caused by or results from acts beyond our reasonable control.

17.2 Specific Logistics Disruptions

These events include, but are not limited to: acts of God, floods, fires, earthquakes, pandemics, wars, civil unrest, labor strikes, port closures, supply chain gridlocks, government shutdowns, international trade embargoes, widespread internet or cloud hosting infrastructure outages, or malicious cyber-attacks (such as DDoS attacks) targeting our server networks.

18. Dispute Resolution Procedures

18.1 Informal Resolution First

In the event of any controversy, claim, or dispute arising out of your use of the platform, both parties agree to first attempt to resolve the matter through good-faith, informal negotiations for a period of at least thirty (30) days before initiating formal legal proceedings.

18.2 Mandatory Binding Arbitration

If informal negotiation fails, any dispute or claim shall be settled by binding arbitration administered by the American Arbitration Association (AAA) in accordance with its Commercial Arbitration Rules. The arbitration shall take place in Houston, Texas (USA), and shall be conducted in English by a single arbitrator.

18.3 Class Action Waiver

You and Flex Export Docs explicitly agree that any dispute resolution or legal proceedings will be conducted solely on an individual basis and not in a class, consolidated, or representative action. You hereby waive your right to participate as a plaintiff or class member in any class action lawsuit against Flex Export Docs.

19. Governing Law and Jurisdiction

19.1 Governing Law

These Terms, and all claims or causes of action arising out of or relating to your commercial relationship with Flex Export Docs, shall be exclusively governed by, construed, and enforced in accordance with the laws of the State of Texas, United States, without giving effect to any principles of conflicts of law.

19.2 Exclusive Forum

For any disputes where arbitration is found not to apply, you and Flex Export Docs agree that any legal action or proceeding shall be brought exclusively in the state or federal courts located in Harris County, Houston, Texas. You hereby consent and submit to the personal and exclusive jurisdiction of these courts for the purposes of litigating any such action.

20. Entire Agreement and Severability

20.1 Entire Agreement

These Terms of Service, along with our Privacy Policy, constitute the absolute and entire legal agreement between you and Flex Export Docs concerning your use of our SaaS platform, superseding all prior or contemporaneous written or oral agreements or understandings.

20.2 Severability

If any provision of these Terms is deemed unlawful, void, or for any reason unenforceable by a court of competent jurisdiction or arbitrator, then that specific provision shall be deemed severable from these Terms and shall not affect the validity, legality, and enforceability of any remaining provisions.

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