Terms of Service

1. Agreement to these terms

MentionFlow (“MentionFlow”, “we”, “us”, “our”) is a service operated by Apollo Digital, a business run by Noel Ceta [TBD — founder/counsel: confirm the registered legal-entity name, company/registration number, registered address, and VAT number]. These Terms of Service (the “Terms”) form a binding agreement between you and Apollo Digital and govern your access to and use of the MentionFlow website, dashboard, APIs, and related services (together, the “Service”).

By creating an account, clicking to accept, or using the Service, you agree to these Terms and to our Privacy Policy, which is incorporated by reference. If you are entering into these Terms on behalf of a company or other organization, you represent that you have authority to bind that organization, and “you” refers to that organization. If you do not agree, do not use the Service.

2. The service we provide

MentionFlow measures and helps you improve how AI assistants and AI-powered search surfaces describe a brand. On a schedule you configure, we sample the answers those engines give to prompts you choose, extract where and how the brand is mentioned, and turn the results into metrics, alerts, reports, and recommendations — a measure, diagnose, and act workflow.

The Service can also, at your direction, connect to Google Search Console (read-only) to enrich your reporting, monitor public community discussions (for example, public Reddit threads) relevant to your brand, and record visits to your website through an optional tracking snippet that is designed not to collect personal data (see our Privacy Policy).

The Service samples public AI surfaces on your behalf. AI engines change constantly, and their answers are produced by third parties we do not control. We do not promise any particular ranking, mention, sentiment, traffic, or visibility outcome. Metrics we display are measurements and estimates, described on our public methodology page, not guarantees — see section 10.

3. Accounts and eligibility

To use most of the Service you must create an account using an email and password or a supported single sign-on provider (currently Google or Microsoft). You are responsible for the accuracy of the information you provide and for all activity that occurs under your account and workspace.

You must keep your credentials confidential and secure. We support two-factor authentication and strongly recommend enabling it. Notify us promptly at [email protected] if you believe your account has been accessed without authorization.

You must be at least 16 years old (or the age of digital consent in your country, if higher) and legally able to enter into a contract. The Service is intended for business and professional use.

4. Workspaces, roles, and agency use

The Service is organized into workspaces. A workspace contains one or more brands (projects), and each brand contains the prompts, competitors, and configuration you track. Members are invited into a workspace with a role that controls what they can do:

• Owner and Admin — full management of the workspace, billing, members, and brands.
• Member — day-to-day use of the workspace and the brands they can access.
• Client viewer — read-only access, optionally scoped to specific brands, intended for sharing results with a client without granting edit rights.

If you use MentionFlow to manage brands on behalf of clients (agency use), you are responsible for your relationship with those clients, for having a legitimate basis to monitor each brand you add, and for the conduct of everyone you invite into your workspace. You may share dashboards and white-label reports with your clients; you remain responsible for the accuracy of any client-facing materials you brand as your own and for compliance with these Terms across your workspace.

You represent that, for every brand you configure, you are the brand owner or are otherwise authorized to monitor it and to process the data the Service collects about it.

5. Acceptable use

You agree not to use the Service to do any of the following, and not to permit anyone in your workspace to do so:

• Monitor a brand, person, or organization you have no legitimate business interest in, or use the Service to harass, defame, or intimidate anyone.
• Resell, redistribute, or make available the raw answer content or collected data as a standalone data product; the Service is licensed for your own analysis, reporting, and client work, not for republishing our collected corpus.
• Reverse-engineer, decompile, scrape, or attempt to derive the source code, models, or non-public methodology of the Service, except to the extent this restriction is prohibited by law.
• Circumvent plan limits, rate limits, or access controls, share a single seat among multiple people as a way to avoid seat or plan limits, or probe, scan, or test the security of the Service without our written permission.
• Upload or configure content that is unlawful, infringing, malicious, or that you do not have the right to provide, or use the Service in violation of applicable law, sanctions, or third-party rights.
• Interfere with or place an unreasonable load on the Service or the third-party engines it samples.

We may investigate suspected violations and may suspend or limit access to protect the Service, our other customers, or third parties. You will indemnify us against claims arising from your misuse of the Service or your breach of this section, to the extent permitted by law.

6. Plans, billing, and renewals

Paid plans are billed through Stripe, our payment processor. During our current launch period billing runs in Stripe’s test mode; when we switch to live billing, the plan you select will be charged to the payment method you provide. We do not store your full card details — Stripe does.

Our list prices are shown on the pricing page. As of the last-updated date they are: Starter $79/month (one brand, 50 tracked prompts), Growth $199/month (three projects, 150 pooled prompts, alerts, actions, API and integrations), and Agency $349/month (fifteen client projects, 500 pooled prompts, white-label reports, and per-project client access). A larger Scale plan is available by arrangement. Prices are in US dollars and exclusive of any taxes, which you are responsible for unless we are required to collect them.

Paid plans bill monthly in advance and renew automatically each month until cancelled. Plan limits — including tracked prompts (pooled across all projects in a workspace), number of projects, monthly content-draft allowances, and feature availability — apply as described on the pricing page and are enforced in the product. We may change our prices or plan limits on a going-forward basis with reasonable notice before your next renewal.

7. Free trial, cancellation, and refunds

New workspaces may start on a 14-day free trial with no credit card required. Trial workspaces have the same limits as the Starter plan. When a trial ends without a paid subscription, the workspace reverts to a limited free state rather than being charged.

You can cancel a paid subscription at any time from the billing portal. Cancellation stops the automatic renewal; your access continues until the end of the period you have already paid for, after which the workspace reverts to the limited free state.

Except where required by law, payments are non-refundable and we do not provide refunds or credits for partial periods, unused features, or downgrades. If you are an EU/EEA consumer with a statutory right of withdrawal, that right is unaffected by this section [TBD — founder/counsel: confirm consumer withdrawal wording and whether the Service is offered to consumers or business customers only].

8. Your data and content

As between you and us, you own the data and content in your workspace: the brands, prompts, competitors, and knowledge-base material you configure, and the reports, drafts, and exports the Service produces for you from that configuration (“Customer Data”). The underlying AI answers we sample are third-party content (see section 10); your rights are in the compiled results, metrics, and reports we generate for you.

You grant us a worldwide, non-exclusive license to host, process, transmit, and display Customer Data solely to operate, secure, support, and improve the Service and to provide it to the users you authorize. You are responsible for having the rights and lawful basis necessary for us to process Customer Data on your behalf, including any knowledge-base content you upload.

You can export your data (for example, by CSV or, on plans that include it, the API) while your subscription is active. On termination, Customer Data is deleted as described in section 14.

9. Our intellectual property

We (and our licensors) own the Service itself: the software, dashboard, APIs, metric definitions and methodology, documentation, and the MentionFlow name and marks. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription; they do not transfer any ownership in the Service to you.

We may generate aggregated and anonymized statistics from usage of the Service (for example, engine-level trends that do not identify you, your workspace, or any individual) and may use them to operate and improve the Service and to produce industry insights. If you send us feedback or suggestions, you grant us a perpetual, royalty-free license to use them without obligation to you.

10. Third-party AI content and measurement disclaimer

The answers, citations, and community content the Service collects are produced and published by third parties (AI engines, websites, and their users). We sample and analyze that content; we do not author it, control it, verify it, or endorse it. It may be inaccurate, outdated, biased, or offensive, and it can change or disappear at any time.

The metrics we display — including visibility score, presence rate, share of voice, average position, sentiment index, citation share, and estimated impressions — are measurements or models computed from the samples we collect, using the definitions on our public methodology page. Some figures (for example, prompt-volume and impression estimates) are explicitly modeled estimates, not observed traffic, and are labeled as such in the product. They are provided for analysis and do not guarantee any commercial result.

AI engines change their behavior, availability, and interfaces frequently. Which engines we cover, and how, may change over time; we will give reasonable notice of material reductions in coverage where practical.

11. Third-party services and integrations

The Service integrates with third-party services that you can choose to connect or that we rely on to operate, including Google Search Console (via read-only Google OAuth), Stripe (billing), and Slack (notifications, only if you configure a webhook). When you connect a third-party service, you authorize us to access and process the relevant data on your behalf, and your use of that service remains subject to its own terms and privacy policy.

We are not responsible for third-party services, and their availability is outside our control. If a third party changes or discontinues its service, the related MentionFlow feature may change or stop working.

12. Availability, warranties, and service changes

We work to keep the Service available and reliable, but we do not commit to a specific uptime level except under a separate written service-level agreement (available only on the Scale plan). We may perform maintenance, and we may add, change, or remove features over time.

To the maximum extent permitted by law, the Service is provided “as is” and “as available”, without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranty regarding the accuracy, completeness, or results of the data or metrics the Service provides. Some jurisdictions do not allow the exclusion of certain warranties, so parts of this section may not apply to you.

13. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential, or exemplary damages, or for lost profits, revenue, data, or goodwill, arising out of or relating to these Terms or the Service, even if advised of the possibility.

To the maximum extent permitted by law, our total aggregate liability arising out of or relating to these Terms or the Service will not exceed the amount you paid us for the Service in the twelve months immediately before the event giving rise to the claim.

Nothing in these Terms limits liability that cannot be limited by law — for example, liability for death or personal injury caused by negligence, for fraud, or for other liability that applicable law does not allow to be excluded. If you are a consumer, these limits do not affect your mandatory statutory rights.

14. Termination and data deletion

You may stop using the Service and delete your workspace at any time. We may suspend or terminate your access if you materially breach these Terms (including the acceptable-use section), if required by law, or if your continued use poses a risk to the Service or others; where practical we will give notice and an opportunity to cure.

When a workspace is deleted, or after your subscription ends and any applicable retention period lapses, we delete the associated Customer Data from our production systems within 30 days, except where we must retain limited records to meet legal, tax, accounting, or security obligations, or in de-identified aggregate form. Export any data you want to keep before deleting your workspace. Sections that by their nature should survive termination (including ownership, disclaimers, liability limits, and governing law) will survive.

15. Governing law and dispute resolution

[TBD — founder/counsel: choose the governing law and forum. Candidates discussed: the laws of Kosovo (where Apollo Digital operates) or an EU member state, given that most customers are EU-based. Decide whether disputes go to a specified court or to arbitration, and include any required consumer protections for EU/EEA consumers, whose mandatory local-law rights cannot be waived.]

Until that decision is finalized, nothing in these Terms is intended to deprive you of the protection of mandatory consumer-protection laws of your country of residence.

16. Changes to these terms

We may update these Terms from time to time. If we make a material change, we will notify workspace owners by email at least 14 days before it takes effect, and we will update the “Last updated” date above. Changes that are required by law or that make the Terms more favorable to you may take effect sooner. If you continue to use the Service after a change takes effect, you accept the updated Terms.

17. Contact

Questions about these Terms can be sent to [email protected]. MentionFlow is operated by Apollo Digital [TBD — founder/counsel: add the registered legal name and address here].