Terms and Conditions

This website is operated by POLAR FLOW SOFTWARE DESIGN - FZCO, trading as PolarFlow, a company incorporated and domiciled in the United Arab Emirates. The company is licensed by the Dubai Integrated Economic Zones Authority (DIEZA), IFZA under trade licence number 92736, with its registered office at IFZA Business Park, Dubai Digital Park, Dubai Silicon Oasis, Dubai, United Arab Emirates, PO Box 342001, Dubai, UAE.

The United Arab Emirates is our country of domicile. Except for purchases contracted with PolarFlow Software LLC (see the dedicated section below), these terms and conditions are governed by the applicable laws of the United Arab Emirates, and any purchase, dispute or claim arising out of or in connection with this website is governed and construed in accordance with the laws of the United Arab Emirates. This does not override any governing law or dispute resolution process agreed in a separately signed contract between PolarFlow and a customer.

PolarFlow supplies digital software and professional services to business customers. Our principal activities are SaaS subscriptions, custom software design and development, software licensing, systems integration and AI implementation services. We primarily serve business customers in New Zealand, Australia and other international markets. We do not sell physical goods.

Software pricing is generally quotation-based and is not necessarily listed publicly. Quotes, commercial agreements and invoices are issued to each customer individually.

These are general terms for this informational website. Contracted services are governed by separately executed SaaS Subscription Agreements or Services Agreements between PolarFlow and the customer. Those signed agreements govern the contracted services, payment obligations, subscription terms, liability, cancellation and dispute resolution, subject to applicable mandatory law. If there is any conflict between these terms and conditions and a signed customer agreement, the signed agreement prevails.

Merchant identity. PolarFlow Software LLC is our United States affiliate, incorporated in Wyoming, United States (Wyoming filing number 2026-002115283), with a recorded mailing address at 75 E 3rd St, Sheridan, WY 82801, United States. This is a mailing address only, not a staffed operational office. PolarFlow Software LLC is a separate legal entity from POLAR FLOW SOFTWARE DESIGN - FZCO. PolarFlow Software LLC is the contracting merchant for orders from customers in the United States and North America, while POLAR FLOW SOFTWARE DESIGN - FZCO remains the contracting merchant for orders from customers in other regions. The applicable merchant is identified on each order, invoice or secure payment page before payment.

Governing law. These Terms and Conditions, insofar as they apply to purchases from PolarFlow Software LLC, and those purchases are governed by the laws of the State of Wyoming, United States of America, and applicable United States federal law. Nothing in these terms excludes or limits rights that cannot lawfully be excluded or limited.

Payments. Payments for orders with PolarFlow Software LLC may be processed through Airwallex and its payment partners. Visa, Mastercard, Apple Pay and Google Pay may be offered where enabled and available. The amount and currency are displayed before you authorise payment.

Refunds, cancellation and delivery. The delivery, subscription cancellation and refund provisions elsewhere in these terms apply equally to purchases from PolarFlow Software LLC: software and services are delivered digitally, cancellation requests are handled under the applicable customer agreement, and approved refunds are ordinarily returned through the original payment method, subject to payment processor requirements and applicable law.

Privacy and support. Our Privacy Policy explains how information is handled. For questions about an order with PolarFlow Software LLC, email hello@polarflow.ai.

This website does not include a checkout or shopping cart. Customers receive individual quotes, commercial agreements and invoices, and payments may be collected through a secure payment page hosted by an approved third-party payment processor, sent directly to the customer. Nothing is shipped physically: software and services are delivered digitally.

We intend to accept Visa and Mastercard payments, subject to payment provider approval. Prices are individually agreed with each customer, usually in New Zealand dollars, and other currencies may be supported subject to payment provider availability. The currency and the amount payable are always shown clearly on the customer's invoice or secure payment page before payment is made, and the amount and currency displayed on the secure payment page match the customer's invoice and transaction receipt.

Card details are entered directly into the payment processor's secure hosted systems. PolarFlow does not store full payment card numbers, CVV or CVC security codes or other sensitive card credentials on this website or on our own servers.

After a successful payment, you will receive a confirmation by email and/or a receipt, depending on the configured payment method. Please retain your invoices, transaction confirmations and receipts for your records.

Monthly SaaS subscriptions renew according to the billing terms in the applicable customer agreement. To request a cancellation or change to a subscription, contact us using the details at the end of these terms and conditions and we will process it under the terms of your agreement. Prepaid subscription periods are handled as set out in that agreement.

Where separately agreed, subscriptions may include variable usage-based charges calculated at the agreed rates for actual service consumption. These are billed independently of the fixed monthly subscription and are itemised on the customer's invoice.

Recurring or variable card charges are offered only where separately authorised by the customer. A single payment through a secure payment link does not authorise any future charges. Where a customer authorises ongoing payments, the authorisation covers two distinct categories: a fixed monthly SaaS subscription collected on an agreed billing date, and, where separately agreed, variable usage charges that may vary by month at the agreed rates. Before any ongoing charges begin, the authorisation separately confirms what is being authorised, which categories of charges are covered, the subscription frequency and billing dates, how variable usage charges are calculated, how you will receive statements, invoices and charge notifications, how the authorisation can be cancelled or updated, and how disputes are handled.

Deposits, milestone payments and completion arrangements for custom software development are set out in the applicable project agreement for each engagement.

If you believe a charge is incorrect, duplicated or does not match your invoice, contact us promptly with the invoice or payment reference and we will investigate and correct any confirmed error. Where a refund applies, it is made to the original payment method. In line with payment provider guidance, refunded funds may take approximately 10 to 45 days to be credited following refund processing, depending on the card issuer.

Refund eligibility is assessed under the terms of the applicable customer agreement and applicable law. Nothing in these terms limits any statutory rights that cannot lawfully be excluded.

People under the age of 18 may not establish accounts or enter into transactions through this website. If you are given account credentials for any PolarFlow system, you are responsible for keeping them confidential and for activity carried out using them.

Customers are responsible for retaining relevant invoices, transaction confirmations, receipts and payment records for their own accounting and tax purposes.

PolarFlow does not trade with prohibited parties and does not provide services where prohibited by applicable sanctions, including relevant OFAC and United Arab Emirates restrictions.

You must not:

• use the website unlawfully, fraudulently or to harm another person;
• attempt to gain unauthorised access to the website or connected systems;
• introduce malicious code or interfere with the website's operation or security;
• copy, scrape or reuse website content in a way that infringes rights or places an unreasonable load on the website;
• misrepresent your identity or submit information you do not have the right to provide.

Unless stated otherwise, PolarFlow owns or licenses the website content, branding, design, text, graphics and software. You may view the website and make a reasonable copy for your own internal, non-commercial reference. No other use is permitted without written consent. Third-party names and trademarks remain the property of their respective owners.

Sending an enquiry does not create a customer relationship or require PolarFlow to accept work. You are responsible for ensuring information you provide is accurate and that you have authority to share it. Do not send confidential, highly sensitive or regulated information through the website enquiry form.

The website may refer or link to third-party websites, products or services. PolarFlow does not control them and is not responsible for their content, availability or privacy practices. A reference does not imply endorsement unless expressly stated.

We aim to keep the website useful, accurate and secure, but it may be unavailable or contain errors. To the extent permitted by law, the website is provided without warranties about uninterrupted access, completeness, accuracy or fitness for a particular purpose.

Nothing in these terms excludes rights, guarantees or liabilities that cannot lawfully be excluded. To the extent permitted by law, PolarFlow is not liable for indirect or consequential loss arising only from access to, reliance on or inability to use this informational website.

Our Privacy Policy explains how information associated with the website is handled.

For billing questions, disputes or cancellation requests, email hello@polarflow.ai or message us on WhatsApp. Please include your invoice or payment reference so we can help you quickly.

We may update these terms when the website or applicable requirements change. The date at the top shows the latest revision. Questions about these terms and conditions can be sent to hello@polarflow.ai.