Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("you" or "Customer") and Mobile Flow Ltd ("we," "us," or "usfax.com") governing your access to and use of the usfax.com website, the application at app.usfax.com, and all related services, features, and applications (collectively, the "Service"). By creating an account or using the Service in any way, you agree to be bound by these Terms and our Privacy Policy. If you do not agree, do not use the Service.

2. Description of Service

usfax.com is an online fax service that allows you to send and receive faxes through a web-based interface, by email, or through our API. Depending on your plan, the Service includes the ability to obtain dedicated local or toll-free US fax numbers or port your existing number to us, send documents as faxes with an optional cover sheet and electronic signature, schedule faxes for a later time and cancel or reschedule them, receive faxes as digital documents, download delivery receipts, keep contacts and a file library, invite team members with roles, review an audit log of account activity, and set how long your documents are kept.

We act solely as a transmission platform. Faxes are carried over the public telephone network by our carrier, and delivery depends on the recipient's fax line. A "delivered" status means the receiving fax machine or service acknowledged receipt of the pages; it does not mean that any particular person has read the fax.

3. Eligibility and Account Registration

You must be at least 18 years old and have the legal capacity to enter into a binding agreement to use the Service. If you use the Service on behalf of a business or organization, you represent that you have the authority to bind that entity to these Terms. When you register, you agree to provide accurate and complete information and to keep it up to date. You are responsible for maintaining the confidentiality of your account credentials, including any API keys, and for all activities under your account. We recommend enabling two-factor authentication in Settings. Notify us promptly of any unauthorized use of your account.

4. Subscription Plans and Billing

The Service is offered through various subscription plans with different features and page allowances, and as a one-time pay-per-fax purchase. Current pricing is available on our website. Purchases are processed by our merchant of record, Paddle, whose checkout terms also apply to the payment. Subscriptions are billed monthly or annually and renew automatically unless you cancel before the renewal date. Price changes take effect at the start of your next billing cycle with 30 days advance notice. All prices are exclusive of applicable taxes, which Paddle collects where required.

Page allowances apply per calendar month. No plan charges overage: if you reach your allowance, sending pauses until the next month unless you upgrade. Plan upgrades take effect immediately and the difference is prorated; downgrades take effect at your next renewal.

Practice and Multi-site plans include a number of user seats, and the account owner or an admin can add extra seats as a paid add-on at the per-seat price shown in the app. Added seats are charged immediately, prorated for the remainder of the current billing period; removed seats stop being charged from the next billing period. A pending invitation occupies a seat until it is accepted, declined, revoked, or expires, and seats cannot be reduced below the number in use.

If a payment fails, we will notify you and may retry the charge. If payment remains unsuccessful, we may suspend or downgrade your account until the balance is resolved.

5. Free Trial

We offer a free trial period for new users; the trial length and its limits are shown when you sign up. No payment card is required, and one trial is available per person. If you do not subscribe to a paid plan before the trial ends, your access to trial features will expire, and documents kept under the trial retention period are deleted as described in the Privacy Policy.

6. Cancellation and Refunds

You may cancel your subscription at any time from Settings → Billing, without contacting us. A cancellation requested within 14 calendar days of your first payment refunds that payment in full and ends the subscription immediately; this full refund is available once per customer. After that, you can choose to cancel at the end of the current paid billing period, or to cancel immediately with a prorated refund for the unused part of the period. Refunds are issued by our merchant of record, Paddle, to the original payment method. Questions about a refund can be sent to support@usfax.com.

When a subscription ends, your dedicated fax numbers are held for 30 days and then released back to the carrier. If you resubscribe within those 30 days, you keep them. Your documents remain available until they expire or you delete your account.

7. Acceptable Use and Your Content

You retain ownership of the documents you send, receive, and store. You grant us a limited license to process, store, and transmit them solely to provide the Service. You are solely responsible for the content of every fax sent from your account, including faxes sent by your team members, by email, or through the API, and you warrant that you have the right to send it. You agree to use the Service only for lawful purposes. Prohibited uses include:

• Sending unsolicited fax advertisements or junk faxes. Fax advertisements may be sent only with the recipient's prior express permission or an established business relationship as permitted by the Telephone Consumer Protection Act and the Junk Fax Prevention Act, must identify the sender and the sending fax number, and must carry a clear opt-out notice.
• Transmitting unlawful, threatening, harassing, or defamatory material, or material you do not have the right to send.
• Transmitting protected health information without an executed Business Associate Agreement (see Section 12).
• Infringing on third-party intellectual property or privacy rights.
• Impersonating another person or organization, including on cover sheets, sender names, or porting requests.
• Attempting unauthorized access to the Service or connected systems, or sharing your login with others instead of inviting them as team members.
• Interfering with or disrupting the Service, including automated sending that exceeds reasonable use of an "unlimited" allowance.
• Reselling or redistributing the Service without written consent.

Violation of this section may result in immediate suspension or termination of your account. We may report illegal activity to law enforcement authorities.

8. Fax Numbers and Porting

Fax numbers assigned through the Service are licensed to you for the duration of your subscription, not sold; we remain the customer of record with our carrier. When your subscription ends, a number is held for 30 days and then released back to the carrier unless you resubscribe within those 30 days; a number is also released when you release it yourself in Settings or when your account is deleted. We may replace a number if required for technical, regulatory, or operational reasons, with reasonable advance notice. You may port your number to another provider at any time, subject to standard porting procedures.

Porting an existing number to us is free. When you submit a porting request you sign a letter of authorization electronically, and you represent that you are the account holder for that number with your current carrier or are authorized to act for the account holder, that the carrier account details, service address, and bill you provide are accurate, and that you authorize Mobile Flow Ltd (doing business as usfax) and our carrier, Telnyx, to act on your behalf to transfer the number. Porting is carried out by the carriers and its timing is outside our control. Keep your current service active until the port completes; cancelling it early will cause the port to fail. A port-out PIN you provide is used only to complete the port.

9. Teams and Workspaces

On plans that include team seats, the account owner may invite people by email. Invitation links expire after 14 days, and nobody joins an account until they accept the invitation. Each member is assigned a role: admins can manage members, fax numbers and porting, API keys, retention settings, and the audit log; other roles can send and receive, or send only, as the owner or admin chooses. Billing, signing the HIPAA BAA, and deleting the account are reserved to the owner.

The account owner controls the account and the faxes, files, and contacts in it, and is responsible for the members' use of the Service under these Terms. A member keeps a separate personal account and may leave or be removed at any time; removal does not affect the member's own account. If a subscription ends, extra seats end with it, but existing members are not removed.

10. Email-to-Fax

Paid plans let you send a fax by emailing your documents to a fax.usfax.com address. Messages are accepted only from the verified email address on your account, and the subject line of the email becomes the subject of the fax. Because email-to-fax messages travel through an email provider that is not covered by any Business Associate Agreement, email-to-fax must not be used for protected health information and is disabled for accounts that have signed a BAA.

11. API Access

Plans that include API access let the owner or an admin create API keys for sending faxes and listing fax history from your own systems. API keys are credentials of your account: keep them confidential, use them only in your own systems, and revoke a key immediately if it may have been exposed. Every use of a key is recorded in your audit log. Faxes sent through the API are subject to your plan allowance and to Section 7. We may apply rate limits, suspend a key that is abused, and change or discontinue the API with reasonable notice.

12. HIPAA and Healthcare Users

If you need to send or receive faxes containing Protected Health Information (PHI), you must be on a paid plan and execute the Business Associate Agreement (BAA). The BAA is being prepared and will be offered free on every paid plan, signed in Settings → HIPAA BAA; it is not yet available. Until the BAA is executed for your account, the account is not covered by a BAA and is not configured for PHI. Transmitting PHI without a signed BAA is a violation of these Terms.

Email-to-fax and pay-per-fax purchases will not be covered by the BAA. The providers that can handle PHI on our behalf, and the status of each provider agreement, are listed at usfax.com/subprocessors.

13. Personalised Offers

We may send a prospective customer a personalised offer page with a quoted plan, billing interval, team size, and price. The quoted price is valid for the person or firm it is addressed to until the expiry date shown on the page, after which our standard pricing applies. An offer is not a contract until the plan is purchased.

14. Data Retention and Account Deletion

How long we keep your documents and your fax history is controlled by the retention settings in Settings → Storage. Documents that reach the end of their retention period are deleted from our servers. The record of each fax (numbers, dates, status, page count, and notes) is deleted 12 months after the fax completes unless the account owner or an admin chooses a longer period of 24, 36, or 72 months; a fax record is never deleted while its document is still kept. The account owner can delete the account at any time from Settings; deletion cancels the subscription, releases the account's fax numbers, and removes the account's data as described in the Privacy Policy, which also lists the limited records that survive deletion, such as audit log entries with personal details removed and billing records. You are responsible for exporting anything you need before deleting your account.

15. Suspension and Termination

We may suspend or terminate your access to the Service if you breach these Terms, if your payment method fails and remains unresolved, if we are required to do so by law or a regulatory authority, or if we reasonably believe your use of the Service poses a security risk or may harm us or other users. Where practical we will notify you and give you an opportunity to resolve the issue first.

Upon termination, your right to use the Service ceases. Your data is then retained or deleted in accordance with the Privacy Policy. Sections that by their nature should survive termination will survive, including Sections 7, 16, 17, and 18.

16. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied. We do not warrant that the Service will be uninterrupted, error-free, or that all faxes will be delivered successfully.

17. Limitation of Liability

To the maximum extent permitted by applicable law, our total aggregate liability shall not exceed the total amount you paid to us in the twelve (12) months preceding the event giving rise to the claim, or one hundred US dollars ($100), whichever is greater.

18. Governing Law

These Terms shall be governed by the laws of the State of Delaware, United States. Any dispute shall first be attempted to be resolved through good-faith negotiation, then binding arbitration administered by the AAA.

19. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or by posting a notice on the Service before the changes take effect. The "Last updated" date at the top of this page indicates when the Terms were last revised. If you do not agree to the updated Terms, you should stop using the Service and cancel your subscription.

20. Contact Us