1. Acceptance of Terms
By creating an account, signing in, uploading templates, importing participant rosters, or otherwise accessing or using CertFlow (“we,” “us,” “our,” or “the Platform”), you agree to be bound by these Terms of Use (“Terms”). If you do not agree to these Terms, you may not access or use CertFlow.
These Terms constitute a legally binding agreement between you (“User” or “Organizer”) and CertFlow. If you are using CertFlow on behalf of an educational institution, organization, company, student chapter, or community event, you represent and warrant that you have full legal authority to bind that entity to these Terms.
Please also review our Privacy Policy, which explains how we collect, process, and protect your personal information and Google user data.
2. Description of CertFlow Service
CertFlow is a digital certificate automation web application designed to streamline certificate template analysis, coordinate configuration, roster importation, batch PDF generation, and credential email distribution for events, academic workshops, hackathons, and institutional programs.
The service enables organizers to:
- Upload certificate background templates in PNG, JPEG, or single-page PDF formats.
- Configure visual typography, coordinates, font sizing, alignment, and auto-fit bounds on an interactive visual canvas.
- Utilize optional AI assistance (via Google Gemini) to identify candidate recipient name coordinates on blank templates.
- Import participant lists from spreadsheets (CSV or Excel files).
- Generate batches of personalized PDF credentials.
- Optionally connect an authorized Gmail account to transmit certificate emails to participants directly from the organizer’s address.
- Track real-time delivery status, view error diagnostics, retry failed dispatches, and download certificate ZIP archives.
3. User Eligibility & Registration
To create an account and use CertFlow, you must:
- Possess the legal capacity to enter into a binding contract under applicable laws, including the Indian Contract Act, 1872;
- Be at least 18 years of age, as CertFlow is an adult platform intended for event coordinators, educators, and institutional administrators;
- Provide accurate, truthful, and complete registration information; and
- Maintain and promptly update your profile information in Settings when changes occur.
4. Account Responsibility & Security
You are responsible for safeguarding your account access and credentials:
- You are solely responsible for all activities and certificate batches generated through your account.
- You must maintain the confidentiality of your credentials and restrict unauthorized access to your devices.
- You agree to notify CertFlow immediately if you discover or suspect any unauthorized use of your account or security compromise.
- Password Security: CertFlow will never ask you for your Google account password or third-party email passwords.
5. Organizer Responsibilities (Participant Data & Consent)
Event organizers use CertFlow to process data belonging to third-party individuals (event attendees, students, contest winners).
Organizer Fiduciary Responsibilities
When you import participant spreadsheets, recipient names, or email addresses into CertFlow, you represent and warrant that:
- You have obtained all necessary lawful authorizations, permissions, or valid consent from participants to collect their personal data and transmit certificates to their email addresses.
- You are the legitimate coordinator, instructor, sponsor, or authorized representative of the event or program for which certificates are issued.
- CertFlow serves strictly as a technical execution processor and does not independently obtain or verify recipient consent on your behalf.
6. Certificate Authenticity & Legal Claims
CertFlow is a Technical Automation Tool: CertFlow provides software tools to render text onto images and send emails.
- No Independent Validation: CertFlow does NOT independently verify, validate, or certify that any participant attended, completed, or satisfied the requirements of an event, course, or training program.
- Organizer Responsibility for Claims: The organizer bears sole and exclusive responsibility for all text, titles, designations, hours, dates, signatures, and institutional logos appearing on generated certificates.
- No False Credentials: You agree never to issue fraudulent credentials, unaccredited university degrees, false government licenses, or counterfeit professional certifications.
7. Acceptable Use Policy
You agree to use CertFlow strictly for legitimate, lawful credential issuance. You agree NOT to:
Strictly Prohibited Activities
- Spam & Unsolicited Email: Transmit unsolicited commercial messages, bulk marketing promotions, or spam through CertFlow.
- Phishing & Fraud: Use CertFlow to execute phishing attacks, deceptive schemes, or financial fraud.
- Counterfeiting & Forgery: Generate fake academic degrees, state/government certifications, or credentials you lack lawful authority to confer.
- Impersonation: Impersonate any individual, academic institution, corporate entity, or governmental body.
- Harassment & Hate Speech: Distribute certificates containing defamatory, threatening, obscene, hateful, or discriminatory materials.
- Security Violations: Probe, scan, or test the vulnerability of CertFlow; attempt unauthorized access to other organizers’ workspaces; or bypass role verification middleware (such as
requireAdmin).
- System & API Abuse: Attempt to bypass platform email sending limits, disrupt Google or Supabase API infrastructure, or execute denial-of-service attacks.
8. User Content & Intellectual Property
Organizer Ownership: You retain complete ownership and intellectual property rights in all certificate background templates, fonts, institution logos, signatures, and participant rosters that you upload to CertFlow.
Limited Processing License: By uploading materials, you grant CertFlow a non-exclusive, worldwide, royalty-free license solely to host, process, format, render, and transmit those materials as necessary to execute the certificate generation and delivery operations you instruct the platform to perform.
Organizer Warranties: You warrant that you own or have obtained all necessary licenses, permissions, and rights to use any third-party logos, trademarks, copyrighted artwork, or signatures incorporated into your certificate designs.
CertFlow Property: The CertFlow platform, including its software code, user interface, design systems, algorithms, documentation, and trademarks, is the exclusive intellectual property of CertFlow and its creators.
9. Artificial Intelligence & Template Analysis Disclaimer
CertFlow offers an optional AI-assisted feature (powered by Google Gemini) to estimate candidate name region coordinates on uploaded certificate templates.
- Assistive Layout Tool: AI template analysis is provided solely as an assistive convenience. AI detection is based on visual heuristics and may produce inaccurate, misaligned, or incomplete bounding boxes.
- Mandatory Human Review: Organizers are responsible for reviewing and verifying the suggested name placement on the interactive canvas before initiating batch rendering or email dispatch.
- No Warranty of AI Output: CertFlow makes no warranty that AI template detection will identify the correct location, font, or orientation for any given template design.
10. Gmail Integration & Email Delivery Disclaimer
CertFlow enables organizers to connect their Gmail account to send certificate emails directly from their own address using the official Google Gmail API.
Email Delivery Conditions & Limitations
- Scope Authorization: When you connect your Gmail account, you authorize CertFlow to transmit outgoing certificate emails using the restricted
https://www.googleapis.com/auth/gmail.send permission on your behalf.
- No Inbox Placement Guarantee: While CertFlow constructs standard transactional MIME messages, successful acceptance of an email by the Gmail API does not guarantee final inbox delivery or recipient opening.
- External Mail Filters: Final message delivery depends upon recipient mail server policies, spam filters, institutional firewall rules, bounce thresholds, and domain reputation over which CertFlow has no control.
- Google API Compliance: You must comply with all applicable Google acceptable use policies. CertFlow adheres strictly to the Google API Services User Data Policy, including the Limited Use requirements.
11. CertFlow Daily Sending Allowance
CertFlow displays a platform safety daily sending allowance (e.g., 500 emails per UTC day) to protect user accounts and system stability against accidental mass dispatch.
- Platform Safety Limit: The CertFlow sending allowance is an internal application safety threshold. It is NOT a representation or guarantee of your Google or Gmail sending quota.
- Independent Google Limits: Google independently applies its own daily sending quotas and velocity restrictions based on your specific Google account tier (e.g., free consumer Gmail vs. paid Google Workspace).
- Exceeding Quotas: CertFlow is not responsible for dispatches blocked or throttled by Google if your Google account exceeds its external provider limits.
12. Data Retention & Expiration
CertFlow allows organizers to select a retention duration of 7, 10, 15, or 30 days for certificate batches.
Upon reaching the calculated expiration timestamp (expires_at), batches are marked as expired. Automated physical purging of PDF files from object storage is governed by system operational configuration (RETENTION_CLEANUP_ENABLED). Organizers should download complete ZIP bundles of generated certificates promptly after batch creation. Full details are set forth in our Privacy Policy.
13. Third-Party Services
CertFlow relies on integrations with third-party service providers, including Supabase Inc. (database and storage), Google LLC (Google Sign-In, Gemini AI, Gmail API), and Render Services Inc. (application hosting).
Your use of third-party features is subject to the respective terms and privacy policies of those providers. CertFlow is not liable for service interruptions, API modifications, or account suspensions enacted by third-party infrastructure providers.
14. Service Availability & Maintenance
CertFlow is provided on an “AS IS” and “AS AVAILABLE” basis.
While we strive to provide reliable and performant software, we do not guarantee that CertFlow will be continuous, completely uninterrupted, secure, or free from operational defects. We reserve the right to perform routine maintenance, deploy security updates, or modify system configurations without advance notice.
15. Suspension & Termination
We reserve the right to immediately suspend, restrict, or terminate your account and access to CertFlow if:
- You breach any provision of these Terms or our Acceptable Use Policy;
- Your account is engaged in spam transmission, credential forgery, or fraudulent activity;
- Your usage poses a security, operational, or reputational threat to CertFlow, our infrastructure providers, or third parties; or
- Required by applicable legal mandate, court order, or governmental authority.
You may terminate your account at any time by deleting your batches and contacting customer support at support@getcertflow.in.
16. Disclaimer of Warranties
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CERTFLOW EXPRESSLY DISCLAIMS ALL WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
CERTFLOW MAKES NO WARRANTY THAT (A) THE SERVICE WILL MEET YOUR SPECIFIC REQUIREMENTS; (B) CERTIFICATE GENERATION WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE; (C) AI-ASSISTED TEMPLATE RECOGNITION WILL BE ACCURATE; OR (D) EMAILS TRANSMITTED VIA THE GMAIL API WILL REACH EVERY RECIPIENT’S INBOX.
17. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL CERTFLOW, ITS CREATORS, DEVELOPERS, OR OPERATORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING DAMAGES FOR LOSS OF REPUTATION, GOODWILL, DATA, PROFITS, OR BUSINESS INTERRUPTION, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF OR INABILITY TO USE THE PLATFORM.
IN NO EVENT SHALL CERTFLOW’S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE EXCEED THE GREATER OF (A) THE TOTAL AMOUNT PAID BY YOU TO CERTFLOW IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR (B) ONE THOUSAND INDIAN RUPEES (INR 1,000).
18. Governing Law & Dispute Resolution
These Terms of Use and any disputes or claims arising out of or related to CertFlow shall be governed by, construed, and enforced in accordance with the substantive laws of India, without giving effect to any conflict of law principles.
19. Modifications to Terms
We reserve the right to revise or update these Terms of Use at any time. Any changes will take effect immediately upon posting to /terms.html, accompanied by the updated “Last Updated” date at the top of this page. Your continued use of CertFlow following posted modifications constitutes your acceptance of the revised Terms.