These terms govern the use of Vantyx Flow, the field software for insurance agencies made by Vantyx Systems LLC. They apply to agencies that license the software and to every agent who uses it.
The short version. Your agency licenses Vantyx Flow and owns its client records. Each agent uses the app under their agency’s account and is responsible for the work they enter. The agency pays one monthly bill, and can cancel at any time. The app helps you work; it does not give insurance, tax or legal advice.
1. Who these terms are between
These terms are an agreement between Vantyx Systems LLC, 2807 Allen St, Dallas, TX 75204 (“Vantyx”, “we”, “us”), and you. “Agency” means an insurance agency that licenses Vantyx Flow. “Agent” means a person who uses Vantyx Flow through an agency’s account. If you accept these terms on behalf of an agency, you confirm you have authority to bind it.
If an agency has signed a separate written agreement with us, that agreement controls where it differs from these terms.
2. Accounts
- Vantyx Flow is for adults who work for, or with, a licensed insurance agency. An account is created only for someone matched to an agency by work email or a joining code the agency provides.
- Keep your sign-in details to yourself. Each account is for one person and may not be shared.
- You are responsible for activity under your account. Tell us at support@vantyxsystem.com if you think someone else has used it.
- An agency’s leadership can deactivate an agent’s access to the agency’s account at any time.
3. Subscriptions and payment
- The agency pays for Vantyx Flow: a monthly platform fee, plus a fee for each active agent, meaning an agent who signed in at least once during that billing month. Agents are never billed by us. Current prices are listed on our website or in a written agreement with your agency.
- Invoices are sent to the agency by email by our payment processor, Stripe, and are due on receipt. No payment is taken inside the app.
- If a payment fails, Stripe retries it over about a week and access continues during that time. If payment is still not made, the subscription is canceled and access to the agency’s account is paused. Paying restores access, and all records are kept.
- Fees are not refundable for partial months, except where the law requires it. Prices may change with at least 30 days’ notice by email.
- Fees do not include taxes. Where tax applies, it is added to the invoice.
4. Canceling
- An agent can leave at any time by deleting their account in the app (how to delete your account), or the agency can deactivate them. Either way, they stop counting as an active agent from the next billing month.
- An agency can cancel its platform subscription by emailing support@vantyxsystem.com. Cancellation takes effect at the end of the current billing month.
- We may suspend or end access if these terms are seriously or repeatedly broken, or if we are required to by law. Where reasonable, we will warn you first.
5. Your agency’s data
- The agency owns the records its agents enter: clients, policies, leads, meetings and notes (“Agency Data”). We use Agency Data only to run, support and improve the service for that agency, as described in our Privacy Policy.
- We keep each agency’s data separate from every other agency’s. We do not sell Agency Data, and we do not use client information to train AI models.
- For 30 days after an agency’s subscription ends, the agency may ask us for an export of its Agency Data. After that we may delete it, except where the law requires us to keep it.
- The agency is responsible for having the right to collect and store its clients’ information, and for meeting the record-keeping rules that apply to it.
6. Acceptable use
You agree not to:
- Use Vantyx Flow for anything unlawful, including contacting people in breach of Do Not Call rules or insurance marketing regulations
- Enter information you have no right to hold, or anything other than what the app asks for
- Try to reach another agency’s data, get around a limit or permission in the app, or probe its security
- Copy, resell, scrape or reverse engineer the app, or use it to build a competing product
- Upload anything harmful, such as malware
7. Features that read and suggest
- Scanning. The app reads photographed lead cards and applications automatically. Readings can be wrong, especially with handwriting. Check every field before you save it.
- Coaching. The app’s coach writes suggestions using AI. They are suggestions, not instructions, and they can be mistaken.
- Commission. Commission figures in the app are estimates. What you are paid is decided by the carrier and your agency.
8. Not insurance, tax or legal advice
Vantyx Flow is a tool for running field work. It does not give insurance, tax, financial or legal advice, and it does not make underwriting decisions. Agents remain responsible for their licensing, their recommendations to clients and the accuracy of the business they submit.
9. Our property
Vantyx Flow, its software, design and the Vantyx Flow name belong to Vantyx Systems LLC. While your subscription is active, we grant you a limited, non-exclusive, non-transferable right to use the app for your agency’s business. Your agency keeps all rights in its own logo, branding, playbook and training material that it adds to the app.
If you send us suggestions, we may use them without any obligation to you.
10. Other services
Vantyx Flow relies on other providers, including Apple, Google, Stripe, Supabase, Railway, Expo and Anthropic. Their services are covered by their own terms, and we are not responsible for their availability.
11. Availability and changes
We work to keep Vantyx Flow available and reliable, but we do not promise it will be uninterrupted or error free. We update the app regularly and may add, change or remove features. If a change materially reduces what an agency is paying for, we will tell the agency in advance.
12. Disclaimer
Except as stated in these terms, Vantyx Flow is provided “as is” and “as available”, without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose and non-infringement, to the extent the law allows.
13. Limit of liability
To the extent the law allows, Vantyx Systems LLC is not liable for indirect, incidental, special or consequential losses, or for lost profits, commissions, revenue or data. Our total liability for any claim relating to Vantyx Flow is limited to the amount you paid us in the 12 months before the claim arose.
14. Indemnity
Each agency agrees to cover Vantyx Systems LLC against claims arising from the agency’s or its agents’ unlawful use of the app or from Agency Data the agency had no right to provide.
15. Governing law
These terms are governed by the laws of the State of Texas. Any dispute will be handled in the state or federal courts located in Dallas County, Texas.
16. Changes to these terms
We may update these terms. We will post the new version here with a new date, and tell agencies by email when a change is significant. Continuing to use Vantyx Flow after a change takes effect means you accept it.