Terms of Service

These Terms of Service ("Terms") form a legally binding agreement between you (the "Clinic", "User", or "you") and ClinicFlow Inc. ("ClinicFlow", "we", or "us"). By creating an account or using the platform, you confirm that you have read, understood, and agree to be bound by these Terms.

If you are accepting on behalf of a clinic or organisation, you represent and warrant that you have the authority to bind that organisation to these Terms.

ClinicFlow is a multi-tenant Software-as-a-Service (SaaS) platform that provides tools for clinic management, including but not limited to:

• Appointment scheduling and patient queue management
• Electronic health records (EHR) and patient history
• Digital prescription generation and management
• Staff management, role-based access control, and invitations
• Billing, invoicing, and online payment processing
• Analytics, reports, and clinic performance insights
• Public-facing booking portal for patient self-service

To use ClinicFlow, you must register an account with accurate and complete information. You agree to:

• Provide accurate, current, and complete registration information
• Maintain the confidentiality of your login credentials
• Accept responsibility for all activity that occurs under your account
• Notify us immediately at clinicflow.amcodr@gmail.com if you suspect unauthorised access

ClinicFlow reserves the right to suspend or terminate accounts that provide false registration information.

ClinicFlow is provided to clinics free of charge, with the following terms:

If ClinicFlow introduces paid features in the future, pricing and terms will be communicated with at least 30 days' written notice before they apply to your account.

You agree to use ClinicFlow only for lawful purposes. You must not:

• Store, process, or transmit data for which you lack lawful authority or appropriate patient consent
• Attempt to reverse-engineer, decompile, copy, or resell any part of the platform
• Introduce malware, viruses, ransomware, or any other harmful code
• Attempt to gain unauthorised access to any account, system, or network
• Use the platform in a way that could impair its operation or other users' access
• Violate any applicable law, regulation, or professional code of conduct
• Impersonate any person or entity or misrepresent your affiliation

Your use of patient and clinic data through ClinicFlow is governed by our Privacy Policy, which is incorporated into these Terms by reference.

You acknowledge and agree that:

• You are the data controller for all patient health records stored on the platform
• ClinicFlow acts as a data processor operating under your instructions
• You are solely responsible for compliance with applicable healthcare data protection laws, including HIPAA (United States), GDPR (European Union), and equivalent local regulations
• You must obtain and maintain valid legal basis and patient consent for all data processing activities

ClinicFlow targets 99.9% uptime for all clinics. We commit to:

• Providing at least 48 hours' notice for planned maintenance windows
• Publishing service status updates at our status page during incidents

ClinicFlow is not liable for service interruptions caused by factors outside our reasonable control, including but not limited to: natural disasters, internet infrastructure failures, government actions, or third-party service outages (force majeure).

ClinicFlow's IP: The platform, including all software, designs, trademarks, algorithms, and content created by ClinicFlow, is our exclusive intellectual property. You receive a limited, non-exclusive, non-transferable licence to use the platform while you maintain an active account in good standing.

Your IP: All clinic data, patient records, and content you create or upload remains your property. ClinicFlow claims no ownership over your data. We will never use patient health records for any purpose other than providing the contracted service to you.

To the maximum extent permitted by applicable law:

• ClinicFlow's total liability for any claim arising from these Terms shall not exceed $100 USD
• We are not liable for any indirect, incidental, consequential, or punitive damages, including loss of profits, data loss, or clinical outcomes resulting from use or inability to use the platform
• We make no warranties, express or implied, regarding the platform's fitness for any particular clinical or medical purpose

Nothing in these Terms limits liability for fraud, gross negligence, or any liability that cannot be excluded by law.

Either party may terminate access to the platform at any time:

• By you: Stop using the platform or contact support to close your clinic's account.
• By us: We may suspend or terminate accounts that materially breach these Terms, with notice where reasonably practicable.

Upon termination, your data is retained for 90 days to allow export, after which it is permanently deleted. See our Privacy Policy for full data retention terms.

We may revise these Terms from time to time. When we make material changes, we will:

• Email all clinic administrators at least 14 days before changes take effect
• Update the "Last updated" date at the top of this page
• Highlight key changes in the notification email

If you disagree with updated Terms, you may stop using ClinicFlow before the effective date. Continued use constitutes acceptance.

These Terms are governed by and construed in accordance with the laws of the jurisdiction in which ClinicFlow Inc. is incorporated, without regard to conflict of law principles.

Any disputes arising from or relating to these Terms or the platform shall be subject to the exclusive jurisdiction of the courts of that jurisdiction, unless otherwise required by mandatory local consumer protection law.

For questions about these Terms, contact us at clinicflow.amcodr@gmail.com.