Terms & Conditions

These terms govern your use of Flow, a companion application for Sage Evolution operated by the organisation that provisioned your account (the “operator”). Flow provides business modules — such as voucher management and approvals, reporting, document management, and notifications — and these terms apply to every module, current and future. Access is provisioned by the operator’s administrator; there is no public sign-up. By signing in you agree to these terms and to use Flow only as authorised. If you do not agree, do not sign in.

Your account is personal to you. You are responsible for keeping your credentials confidential, for all activity performed under your account, and for telling the operator’s administrator promptly if you believe your credentials have been compromised. You must not share your account or sign in with credentials that are not yours.

You agree not to misuse Flow. In particular, you must not:

• attempt to access data, modules, or actions outside the permissions your roles grant, or circumvent Flow's access controls;
• approve, post, or otherwise authorise accounting entries you are not authorised to make, or record information you know to be false or misleading;
• interfere with the operation, security, or integrity of Flow, its database, or the Sage Evolution system it connects to;
• introduce malicious code, or probe, scan, or test the system's vulnerabilities except as expressly authorised by the operator;
• extract or disclose data from Flow except as your duties and the operator's policies allow.

Unauthorised access to, or interference with, a computer system may constitute a criminal offence under the Cyber Crimes Act, 2025, in addition to any disciplinary or civil consequences under the operator’s policies.

Sage Evolution remains the operator’s system of record for accounting. Flow reads Evolution data to display, validate, and report on it, and posts accounting entries to Evolution only when a document reaches final approval, recording the resulting Sage audit number for reconciliation. You are responsible for reviewing what you approve: an approval in Flow is an instruction to post to the operator’s accounting records.

Actions you take in Flow — raising, commenting on, approving, or rejecting documents — are recorded electronically against your account, together with the time and, where relevant, the network address they came from. In line with the Electronic Communications and Transactions Act, No. 4 of 2021, such electronic records and approvals are not denied legal effect merely because they are electronic, and the operator may rely on them as evidence of who authorised what.

Personal information in Flow is processed in accordance with the Data Protection Act, No. 3 of 2021, as described in the Privacy Policy, which forms part of these terms.

Flow, including its software, design, and documentation, remains the property of its owners and licensors. The business records you and your colleagues create in Flow belong to the operator. These terms grant you only a personal, non-transferable right to use Flow for the operator’s business while your account remains active.

The operator aims to keep Flow available during working hours but does not promise uninterrupted or error-free operation; maintenance, upgrades, and events beyond the operator’s control may interrupt the service. Flow and these terms may change as modules are added or the law develops; material changes will be reflected by the “last updated” date above, and continued use after a change takes effect constitutes acceptance of it.

To the extent permitted by the laws of Zambia, the operator and the software’s authors are not liable for indirect or consequential loss arising from your use of, or inability to use, Flow. Nothing in these terms excludes or limits liability that cannot lawfully be excluded or limited, and nothing relieves you of responsibility for your own actions in the system.

The operator may suspend or withdraw your access at any time — for example on a change of role, on suspected misuse, or when you leave the organisation. Records of your past actions are retained as described in the Privacy Policy, because accounting law requires an attributable history even after an account is disabled.

These terms are governed by the laws of the Republic of Zambia, and the courts of Zambia have jurisdiction over any dispute arising from them, without prejudice to any internal dispute or grievance procedure of the operator that applies to you first.

Questions about these terms should be directed to your organisation’s administrator.