The service
Kluvan is an online service that brings a business's apps — customers, sales and support, accounts and invoices, projects and field work, stock, HR and more — together on one account and one subscription for your organisation: the web app at app.kluvan.com and the servers behind it. It is provided by BytesGlue Software Services and Solutions FZCO (Trade licence no. 44334, TRN 104978379600003), Dtec G-1B, Nadd Hessa, Dubai Silicon Oasis, Dubai, United Arab Emirates — "we" in these terms.
By opening an account or using the service you agree to these terms and to our Privacy policy. If you are signing up for a company or another organisation, you confirm that you may bind it to these terms.
Your account
You sign up with a working e-mail address; sign-in codes go there, so keep it current. You are responsible for everything done through your account and through the users you invite, and for the rights you give each of them.
You must be at least 18 years old. Tell us right away if you think someone is using your account without permission.
Plans and prices
The service is sold as one subscription for your organisation, in one of these plans:
- a single app on its own: each app's plan includes the organisation's first 3 full users, shared across every app it buys
- the Sales & Customer Care bundle: CRM, Inbox, Desk, Workflows, Portal
- the Service Business bundle: CRM, Projects, Services & field work, Books, Contracts & signing, Portal, Collections, Quality
- the Trade Business bundle: Inventory, Procurement, Trade, Books, Collections, Quality
- Kluvan One: every app
Apps are sold on their own: buying one app never includes another, except in a bundle or in Kluvan One. Some apps need another one to work (for example Procurement needs Inventory); the plan page says so.
Each plan includes a number of users: full users (any role you give them) and, in the bundles and Kluvan One, also field users (jobs, deliveries and checklists on the phone) and restricted employees (self-service: leave, payslips, expense claims). More users of each kind can be added at the prices on the plan page; users are counted each month at the highest number in that month. Portal users (the people of your customers and suppliers) and one accountant or partner firm you give access to are free.
Prices are per month and billed annually: the year is paid in advance. A plan can also be billed monthly, at 20 % more a month.
Discount codes: a valid code, entered at sign-up or on the Billing pages before paying, gives the discount it states — on the plan, extra users and add-ons alike — for the number of paid months it states, counted from the first payment that uses it (cancelling and coming back does not start them again); the full prices apply after that. One code per organisation (an invitation code from another organisation can still be added next to it: it gives a free month of credit instead of a second discount). A code may be limited to some plans, to new subscriptions, to a period or to a number of organisations, and we may end a code; a code that ends does not change the discount an organisation already has.
Prices are shown and charged in US dollars (USD) and do not include VAT: VAT is added on the invoice where the law requires it. Our TRN: 104978379600003. What each plan includes (apps, users, allowances, features) is listed on the plan page inside the app; that list is part of these terms.
We may change prices. A change applies from your next billing period (year or month) after we tell you by e-mail at least 30 days ahead; a period you have already paid keeps its price. If you do not want the new price, cancel before it starts.
Free trial
A new organisation gets 14 days of Kluvan One — every app — free, with no card and no obligation. During the trial every app and feature stays open whichever plan you pick, and changing the plan never switches an app off; the plan's limits apply once you pay. If you choose and pay for a plan during the trial, you keep the trial days you have left: the paid period starts when the trial ends.
What costs us money is capped during the trial: 100 AI credits for the whole trial, 50 e-mails a day to your customers through our mailer, and 1 GB of file storage. WhatsApp works with your own WhatsApp Business account, and bank feeds and e-invoicing through our account open when you subscribe (e-invoicing with your organisation's own provider key works during the trial). Payments, inviting team members and e-mails to customers wait until the e-mail address you signed up with is confirmed.
When the trial ends without a paid plan, the account becomes read-only: you can still see and export your data, and choosing a plan brings it back to life. Nothing is charged unless you choose a plan.
Payment and renewal
Plans are paid in advance, for the year or for the month. You can pay by card through Stripe — we never see or store your card number — or by bank transfer using the reference shown on the payment page.
A subscription paid by card renews automatically at the end of each period — every year on annual billing, every month on monthly billing — until you cancel it from the Billing page. A bank transfer pays for the period it covers (a year or a month); you pay again for the next one. Your invoices are on the Billing page.
If a payment is late, a short grace period follows; after it, the account is read-only until it is paid. Everything resumes as soon as the payment arrives.
Refunds
Refunds — including the 14-day money-back on your first payment — and outage credits are described in our Refund policy (/legal/refunds), which is part of these terms.
Acceptable use
Use the service for your own organisation, or the organisations of your group, and within the law. You must not:
- try to break into, overload or disrupt the service or other customers' accounts
- copy, resell or share access to the service with people outside your organisation (the accountant or partner firm you give access to inside the app is allowed)
- reverse-engineer the software beyond what the law allows
- use the service for fraud, money laundering or anything illegal
You are responsible for the legal and tax obligations of your own business, such as issuing correct invoices and, where your country requires them, e-invoices, and for checking tax and payroll figures with your accountant. The service is a tool; you remain responsible to your customers, your employees and the authorities.
We may suspend an account that breaks these rules after telling you, or immediately when the breach harms the service or other customers.
Allowances and fair use
AI credits are one balance shared across the organisation and used by every AI feature: the invoice reader and bills-to-books, Ask, the daily brief, the AI workbench, voice transcription and the Front Desk. One credit represents US$0.01. Billing → AI credits shows included, purchased, remaining and pending credits. A Front Desk text conversation uses 15 credits for up to 8 replies within 24 hours, and a live call 8 credits a minute; other AI uses are charged at their metered model-provider cost, converted to credits and rounded up to whole credits. A request reserves a conservative amount before sending and settles against reported usage; unresolved requests may retain a reservation. The trial includes 100 credits for the whole trial; the free HR Starter and Books Starter plans include 150 credits once; paid plans include the credits stated on the plan page for each billing period, plus a monthly AI allowance that grows with the net subscription value. Included credits renew each billing period and do not carry over. Purchased credits come in packs of 1,000, 5,000 or 10,000 at the price and tax shown before payment, and never expire. Use beyond the included credits is off by default and needs a monthly cap set by the owner; there is no automatic recharge or excess-usage charge without consent. AI pauses when insufficient credits remain. With your own provider key, requests use no Kluvan credits and are subject to separate provider charges and safety limits. Non-AI entry, imports and calculations remain available within your plan. Other allowances, including storage and signing, follow the plan page.
The online menu and the online shop are meant for one organisation's normal visitors: up to 50,000 page views and 1,500 online orders a month. Past these numbers nothing stops: your pages keep working. We tell you by e-mail and may talk with you about the plan that fits your traffic.
We change these numbers only with notice, as described under "Changes to these terms".
Availability and support
We work to keep the service running around the clock, but we cannot promise it will never be interrupted. We announce planned maintenance when we can.
If the service is unavailable for more than 24 hours in one billing month, you get a pro-rata credit as our Refund policy describes. Support is available through kluvan.com and the Help page inside the app.
Help without a code: when you ask for help, our support staff can open your account and fix simple things — products, prices, categories, pictures, stock, document and tax settings, and the online menu — without you reading them a code. They can never touch billing and payment, users and passwords, exports or deletion. Every change goes on your activity log, and you get an e-mail listing the changes when they finish. This is on unless you turn it off under Help → Support → «Allow Kluvan support to help me without a code». Bigger jobs still need a one-hour code that you give.
Your data
The data you put into the service — customers, invoices, projects, employees, documents, settings — belongs to you. We use it only to run the service for you, as our Privacy policy explains.
You can export a full copy of it at any time from Settings → Data, and you can ask us to delete your account. After a deletion request we keep the data for 7 days in case you change your mind, then delete it. We keep daily backups so that a failure on our side does not lose your records.
Where your data is stored
Your organisation's data is stored and processed on servers outside your own country: today on Amazon Web Services (AWS) in the European Union (Milan, Italy). Some of the service providers we use, and services you connect yourself, may process data in other countries; our Privacy policy (/legal/privacy) lists them.
By accepting these terms, your organisation agrees to this storage and processing of its data and to its transfer outside its own country. The person who accepts these terms for the organisation confirms that they may give this agreement on its behalf. A change to where your data is stored is announced as described under "Changes to these terms".
Ending the subscription
You can cancel at any time from the Billing page. Cancelling stops the renewal: the service continues until the end of the period you have paid for (the year on annual billing, the month on monthly billing), and the account then becomes read-only. Export your data before you leave; the data of an account that stays cancelled or unpaid is deleted 90 days later.
We may end this agreement with 30 days' notice by e-mail, or immediately if you break these terms. If we end it without a breach on your side, we refund the unused part of the period you paid for.
Limits of liability
The service is provided as it is. As far as the law allows, we are not liable for indirect losses such as lost profit, lost business during an outage, or data you entered wrongly. Our total liability to you for any claim is limited to the amount you paid us in the three months before the claim.
Nothing in these terms excludes a liability that the law does not let us exclude.
Governing law
These terms are governed by the laws of the United Arab Emirates. If we have a dispute, we will first try to settle it by talking; failing that, the competent courts of the United Arab Emirates decide.
Changes to these terms
We may update these terms; the date at the top of this page says when. We announce a change that matters to you by e-mail at least 30 days before it applies. Using the service after that date means you accept the new terms.
Contact
BytesGlue Software Services and Solutions FZCO (Trade licence no. 44334, TRN 104978379600003), Dtec G-1B, Nadd Hessa, Dubai Silicon Oasis, Dubai, United Arab Emirates. Legal notices: hello@kluvan.com. Support: WhatsApp +1 (650) 442-5630, kluvan.com and the Help page inside the app.
Optional AI and your choice
Optional AI features use large language models (LLMs), including Anthropic Claude and, where selected or configured, OpenAI. They are disabled for an organisation until its owner explicitly accepts the current AI disclosure version in Settings → AI. Enabling authorises us to include relevant organisation data in provider requests, subject to users’ permissions and feature settings. You must have the rights and lawful basis to supply that data, inform affected people where required, and comply with applicable provider usage policies. General account signup alone does not enable AI.
For included AI, Kluvan contracts with the provider; enabling does not make you a party to all of that provider’s business terms. You must follow applicable usage restrictions. If you supply your own API key, your own provider agreement, billing and data settings also apply. Review Anthropic’s Commercial Terms and privacy information (https://www.anthropic.com/legal/commercial-terms and https://privacy.claude.com/) and OpenAI’s Services Agreement and business data information (https://openai.com/policies/services-agreement/ and https://openai.com/enterprise-privacy/). Provider terms may change.
The owner can disable all organisation LLM processing in Settings → AI, including background briefs and requests using your own API key. This stops new requests; it cannot recall requests already sent, erase provider-held data immediately, or undo records already created. Deterministic functions remain available. AI can be incomplete or wrong: review proposed mappings, tasks, messages and accounting results. Automatic booking uses configured checks and rules; you remain responsible for business, accounting and legal decisions.
Imports and connected records
You may bring authorised data from CSV, Excel or pasted spreadsheet cells, including Google Sheets. Standard parsing and mapping do not require an LLM. Optional AI mapping sends only the disclosed bounded sample after approval. Review the preview, duplicate handling, opening balances and findings before committing an import; you remain responsible for the source data and choices.
Eligible products share canonical organisation records so that the same customer, supplier or transaction can appear wherever relevant, subject to access rights. Supported links that create Books entries are enabled by default; authorised users can disable each supported link in Settings → Connected data (/settings/data-links). Disabling a link affects future linked activity, not existing entries, and does not split or duplicate shared master records. Review existing entries and reconciliation before changing links; correcting a source may require an explicit reversal or correction.
Signing in with Google or Facebook
You may sign in with a Google or Facebook account instead of, or as well as, the code we e-mail you. That service confirms who you are under its own terms; you keep that account secure, and anyone who can sign in to it can sign in to your Kluvan account (two-step verification, if you switch it on, still applies). You can unlink it at any time under Ways to sign in; the e-mail code always remains.
Supplier Market
Buyer and supplier agree and settle payment directly. This market records orders and does not collect supplier payments.
Publication review is not a guarantee of a supplier's identity, stock or delivery.