Terms and Conditions

1.1 Account Creation

Access to PortFlow requires account registration. You must provide accurate, complete, and current information during registration. You agree that you are authorized to create an account, at least 18 years of age or representing a valid business entity, and responsible for all activity under your account.

1.2 Account Termination

PortFlow accounts may be terminated:

• · By You: At any time, by emailing support@portflow.tech. There is no self-service cancellation or account closure screen in the product; the request is processed by our team. Section 4.1 sets out what happens next.
• · By PortFlow: With 7 days' notice if you violate these Terms, payment fails, or your use poses a security risk

2.1 Free Trial

New accounts receive a 14-day free trial with full access to the platform. No payment is required during the trial, and the trial does not automatically convert to a paid subscription.

2.2 Trial Expiration

At the end of 14 days, your account transitions to a limited-access state. You must explicitly upgrade to continue using the service.

2.3 Demo Data and Trial Output

Pre-loaded demo content. To help you evaluate the platform, new accounts are created with sample content: fictitious clients, vessels, service rates, quotations and an operation. This content is generated by PortFlow, does not represent real counterparties or transactions, and exists solely so that the interface is not empty on first use. It is not removed automatically: upgrading to a paid plan changes your plan and billing state and leaves the sample content in place. There is no self-service button to clear it. To have it removed, email support@portflow.tech and our team will delete it for you. Until then, treat any client, vessel, rate, quotation or operation you did not create yourself as sample data.

Trial output is not an accounting record. Any document produced by the platform while your account is on trial, including quotations, invoices, disbursement accounts, PDF exports and financial reports, is generated for evaluation purposes only. These documents are not intended to satisfy the invoicing, tax or accounting record-keeping requirements applicable under Costa Rican law, and must not be used to bill a client, support a tax filing, respond to an audit, or serve as a commercial or accounting record.

Your own data is preserved. Information you enter yourself during the trial, meaning your vessels, clients, rates and crew, remains yours and is retained when you upgrade. You are responsible for reviewing it before relying on it in a paid account.

3.1 Plans & Fees

Plans are quoted per agency based on your volume of port calls and the modules you use. Your applicable fee, currency and billing period are the ones set out in the written quotation or order form you accept before your subscription starts. The free trial is described in section 2.

3.2 Billing & Payment

Subscriptions are billed in advance for each billing period stated in your quotation or order form, on a recurring basis until cancelled. Fees exclude VAT and other applicable taxes. Where a subscription is billed online, payment is handled by Lemon Squeezy acting as merchant of record, and card details are entered there and never reach PortFlow. Billing may also be arranged directly with us, in which case the method is stated in your quotation or order form.

3.3 Payment Failure

If payment fails, we will retry collection within 3 business days. Failed payment may result in account suspension. You have 7 days to resolve payment issues before termination.

4.1 User Cancellation

You may cancel your subscription at any time by emailing support@portflow.tech. PortFlow has no cancellation screen and no self-service account closure, so the request is processed by our team and we confirm to you in writing when it has been applied. No refunds are issued for the remainder of a billing period that has already been paid.

4.2 Suspension & Termination by PortFlow

We may suspend or terminate your account if you violate these Terms, engage in unlawful activity, fail to pay, or create security risks. Termination takes effect 7 days after notice, except where an immediate suspension is needed to contain a security risk.

4.3 What Happens to Your Data

Cancelling stops billing. It does not by itself delete your data, and there is no automatic recovery window or scheduled purge: your records stay in the database until you ask us to remove them. If you want your data exported or deleted, say so in the same email, and we will handle it as described in the Privacy Policy, within the statutory deadline set out there. Deletion is performed manually by our team. Financial records and audit log entries are normally retained; we will tell you what was kept and why.

5.1 Your Content

You retain all rights to data you upload to PortFlow. You grant us a license to store, process, and display Your Content to provide the Service. You are responsible for compliance with laws regarding Your Content.

This matters in one specific way. The crew module holds identity data about seafarers, including passport, visa, seafarer book and national identity document numbers, and it holds the validity of medical fitness certificates and crew change events typed as medical evacuation, which are health-related data under Art. 9 GDPR. Those people are not PortFlow users. For that data your agency is the controller and PortFlow is the processor: you hold the legal basis, you inform the people concerned, and requests from them come to you. The Privacy Policy lists exactly what is stored and which sub-processors see it.

5.2 PortFlow IP

All PortFlow software, designs, logos, and features are our exclusive property. You may not copy, reverse-engineer, decompile, or create derivatives without permission.

9.1 Informal Resolution

Before filing a formal claim, contact us at support@portflow.tech. We will attempt to resolve disputes within 2 business days.

9.2 Formal Proceedings

If a dispute is not resolved informally, it shall be submitted to the competent courts of Costa Rica.