Terms of sale

1. Identification of the seller

FLOW XP BV, a Belgian private limited company with registered office at Wit Kapelleke 26, 1652 Beersel, Belgium, registered with the Crossroads Bank for Enterprises under number BE 0669.982.661, small enterprise covered by the franchise-of-tax regime (VAT not applicable, Article 56bis of the Belgian VAT Code), represented by Loïc Eylenbosch in his capacity as manager.

Contact: admin@flowxp.eu.

2. Subject and scope of the service

The FLOW XP Audit programme provides the contracting Club with a recurring psychometric audit service for its athletes and coaches. The FLOW XP methodology is inspired by three peer-reviewed academic instruments (PCDEQ-2, ACSI-28, CART-Q) and complemented by nine de novo proprietary FLOW XP instruments: SynC (coach emotional and relational intelligence), Drive (athlete motivation), Climate (motivational climate), Mirror (anonymous 360° coach review), Squad (team cohesion), Compass (achievement orientation), Pulse (daily microsurvey), Onboard (player card), and 1on1 (mid-season meeting preparation). See the methodology page for detailed bibliographic sources. FLOW XP BV develops its own scoring algorithms, dimension architecture, AI report generation and platform interface as original intellectual property.

Scope covered. The service covers teams in the U13/U14 to Seniors categories (veterans included) of the Club. The U6 to U12 categories are excluded from the scope, in accordance with the scientific limits of the psychometric instruments validated from age 12 onwards.

The specific instruments and features included depend on the tier selected (Performance / Pro / Elite) as set out in the signed quote. The service includes, in accordance with the contracted tier:

• Punctual psychometric instruments distributed over 11 months (September → June): Edge (×2), Alliance (×2), Grit (×1), Squad (×1), Drive (Pro + Elite), Compass (Pro + Elite), Climate (Elite), Mirror (Elite, k≥5 anonymity)
• Coach self-assessment instruments: SynC (×2 — September + April, Elite tier)
• Daily Pulse microsurvey(opt-in, 4 sliders, <30 sec, adaptive context per day type) — Pro + Elite tiers
• Onboard "First Mirror" — psychometric onboarding profile for newly signed athletes (11 items, 4-5 min, event-triggered on first app connection). All tiers.
• 1on1 meeting preparation — athlete form sent 48h before scheduled individual meeting (6 items, 5 min, event-triggered). Elite tier.
• Season closure (June): consolidation report, longitudinal trends, fragilities, talents, roadmap for next season.
• 3 levels of AI-generated reports per instrument: athlete (private), coach (team), club (multi-team consolidated, anonymised)
• 30-minute restitution call with Loïc Eylenbosch per quarter
• Compliant data infrastructure (EU hosting Supabase Frankfurt, GDPR-conformant DPA, parental consent templates in 5 languages)

3. Pricing

Pricing conditions applicable to the Club are communicated as part of the Founding Club Beta application process and set out in the signed quote. No public price list is published during the Founding Club Beta phase. Any future change to the pricing schedule will be communicated in advance to Clients under contract.

VAT regime. FLOW XP BV currently benefits from the small-enterprise franchise-of-tax regime (Article 56bis Belgian VAT Code). No VAT is invoiced while this regime applies. Should the applicable annual revenue threshold be exceeded, FLOW XP BV will switch to the VAT-liable regime, and Belgian VAT (21%) will be added to invoices for new billing cycles. Payments made during the franchise period remain definitively acquired without retroactive adjustment; no VAT top-up will be due from the Client a posteriori.

4. Term and renewal

The contract term and its renewal terms are specified in the signed quote. Upon expiration of the initial term, the contract renews under the conditions defined in the quote, unless the Client provides explicit prior opt-out by email to admin@flowxp.eu.

5. Payment terms

Payment is made according to the frequency and means set out in the signed quote (bank transfer to FLOW XP BV IBAN or secure card payment via Stripe, PCI-DSS compliant). Invoice issued in compliance with Belgian requirements.

Payment default. In case of payment default at maturity, Belgian statutory interest is automatically applicable, plus a flat indemnity of €40 for recovery fees (Art. 1153 Belgian Civil Code, transposing Directive 2011/7/EU). Persistent default may entail termination of the contract by operation of law in accordance with Section 9 below.

6. Service calendar

The annual service calendar is structured around 3 audit quarters + end-of-season closure:

• August (pre-season): Onboard "First Mirror" for newly signed athletes (event-triggered on first app login).
• September (season launch): Edge T1 + Alliance T1 (all athletes). SynC T1 (coaches, Elite). Onboard continues for new arrivals.
• October: Drive (all athletes, Pro + Elite).
• November: Climate (coaches, Elite).
• December (rest-protected): no punctual instrument — only 1on1 (Elite, 48h before individual meeting).
• January: Squad (athletes, all tiers).
• February: Grit (all athletes).
• March: Mirror (athletes → coach, Elite, k≥5 anonymity).
• April: Alliance T2 (all athletes). SynC T2 (coaches, Elite). Co-orientation Algorithm re-runs.
• May: Compass (all athletes, Pro + Elite).
• June (season closure): consolidation report, longitudinal trends, roadmap for next season.

Throughout the season: daily Pulse(opt-in, 4 adaptive sliders, <30 sec, Pro + Elite). Pulse adapts its context to the day type (training / match day / match day+1 recovery / rest).

The set-up of the Club's account (roster import, team configuration, coach invitations) is performed in the 14 days following signature, with reasonable cooperation of the Client.

7. Right of withdrawal

The FLOW XP Audit service is sold to sports clubs in the course of their professional activity. In accordance with Article VI.53 of the Belgian Code of Economic Law, the right of withdrawal provided for distance contracts with consumers does not apply, except by express written agreement of the seller.

8. Warranties

The seller warrants the delivery and functioning of the service in accordance with the specifications agreed at signature. The seller does not warrant specific psychometric outcomes (athletes' score improvements, transformation of group dynamics), as these depend largely on factors specific to the Club (coaching, athletes' commitment, external context).

If, within the first 60 days following service go-live, the service does not function in accordance with specifications and after a documented resolution attempt by the seller, the Client may request a refund of 50% of the price paid, with no other indemnity.

9. Sensitive data and parental consent

The Audit service processes data qualified as sensitive under Article 9 GDPR (mental performance). The Club agrees:

• To act as data controller for the data of its athletes and coaches
• To obtain, before any audit is sent, double parental consent for all athletes under 16 (cf. Privacy policy)
• To respect the data subjects' rights (access, rectification, erasure, withdrawal of consent)
• To sign the Data Processing Agreement (DPA) provided by Flow XP BV at contract signature, defining the obligations specific to the processor

10. Ownership and intellectual property

Client data ownership. The audit responses, generated reports and produced data remain the exclusive property of the Club.

FLOW XP intellectual property. The FLOW XP methodology, scoring algorithms, dimension architecture, AI report generation, platform code, technical components and methodology adaptations remain the exclusive intellectual property of FLOW XP BV. The Client benefits from a personal right of use for the duration of the contract.

Third-party reference works.The peer-reviewed research works that have shaped FLOW XP's MVP methodology (PCDEQ-2, ACSI-28, CART-Q) remain the intellectual property of their respective academic authors and journals. FLOW XP does not redistribute, reproduce verbatim, or commercially license these third-party instruments under this contract. Their inspiration is integrated through FLOW XP's own original implementation.

FLOW XP proprietary instruments — SynC, Drive, Climate, Mirror, Squad, Compass, Pulse, Onboard, 1on1. These nine proprietary instruments are de novo developments authored by FLOW XP. SynC(coach emotional and relational intelligence) is consistent with public theoretical frameworks of emotional intelligence (Salovey & Mayer 1990, Gross 1998, Niven et al. 2009). Drive, Climate, Mirror, Squad, Compass, Pulse, Onboard, and 1on1 are original FLOW XP designs. All items are authored by FLOW XP — no items are derived from third-party proprietary instruments. All nine instruments remain the exclusive intellectual property of FLOW XP BV.

11. Liability

The seller's liability, all causes combined, is capped at the total amount paid by the Client during the last 12 months. The seller cannot be held responsible for an interruption caused by a third-party processor, a force majeure event, or misuse of the service by the Client.

12. Disputes — Mediation

In case of dispute, the parties endeavour to find an amicable solution. Failing this, the Client may seize free of charge the Consumer Mediation Service (Belgium), North Gate II, Boulevard du Roi Albert II 8 box 1, 1000 Brussels — mediationconsommateur.be, or the European ODR platform: ec.europa.eu/consumers/odr.

Failing amicable agreement, the courts of the judicial district of Brussels are exclusively competent, Belgian law being solely applicable.

13. Acceptance

Signature of the quote or written confirmation of the order constitutes unreserved acceptance of these Terms. Any modification must be subject to a written and signed amendment.