Terms of Service

1.1 You must be at least 18 years old and authorized to bind the practice or entity you register. You represent that the information you provide at signup, including your legal business name and business address, is accurate and complete.

1.2 You are responsible for all activity under your account, for maintaining the confidentiality of credentials, and for promptly disabling access for departed users. Multi-factor authentication is required on all accounts.

1.3 One subscription covers one practice or legal entity. You may not share, resell, sublicense, or provide access to the Services to any third party without our prior written consent.

2.1 What the Services are. Caseloadflow provides a configured patient-acquisition and front-office system in your own account, including a quiz funnel built for your practice type, automated follow-up, appointment reminders, waitlist and cancellation messaging, recall campaigns, review requests, referral source tracking, and applicant intake.

2.2 Not a medical record system. The Services are not an electronic health record, practice management system, or medical device. They store no clinical notes, diagnoses, treatment plans, or billing records, and they perform no clinical function. You remain solely responsible for maintaining records you are legally required to retain and for all clinical and business decisions.

2.3 Not advertising management. The Services provide software and configuration. We do not purchase, manage, optimize, or take responsibility for advertising campaigns, ad spend, creative production, or media buying. Any advertising you run is yours to operate.

2.4 Changes. We may modify, add to, or discontinue features. We will not make a change that materially reduces core functionality during a paid term without notice and a reasonable alternative or a prorated refund.

3.1 Because the Services handle information about your prospective and current patients on your behalf, Caseloadflow acts as your business associate under HIPAA. A Business Associate Agreement ("BAA") is executed as part of account signup, on every plan at every price.

3.2 The BAA governs all matters relating to Protected Health Information. Where the BAA and these Terms conflict on privacy or security of PHI, the BAA controls. For all other matters, these Terms control.

3.3 You are responsible for the lawfulness of your instructions, the consent status of everyone you contact through the Services, and compliance with HIPAA, the Telephone Consumer Protection Act, applicable state law, and carrier requirements.

3.4 No software is HIPAA certified. We provide HIPAA-eligible infrastructure and contractual commitments. Your compliance depends on your configuration, policies, workforce, and use.

4.1 Plans. Subscriptions are billed monthly in advance. Current published pricing is $97 per month for Founding members and $197 per month standard, plus a one-time setup and activation fee of $97 for Founding members and $197 standard.

4.2 Founding pricing. Founding pricing is limited to the first fifty (50) subscribing practices. The Founding rate remains in effect for as long as your subscription remains continuously active. It is tied to your account, is not transferable to another entity, and terminates permanently if your subscription lapses, is cancelled, or is suspended for non-payment. Reinstating a lapsed account is at the then-current standard rate.

4.3 Setup fee. The setup and activation fee is charged once, is non-refundable once onboarding has begun, and covers configuration, carrier registration, and your onboarding call.

4.4 Trial. A 14-day trial is available. If you cancel before the trial ends you will not be charged the subscription fee. The setup fee is charged at signup.

4.5 Usage-based charges. Messaging, telephony, email, and similar usage are billed separately based on consumption, at rates we publish and may adjust on notice. You are responsible for usage generated under your account.

4.6 Taxes. Fees are exclusive of taxes. You are responsible for applicable sales, use, and similar taxes.

4.7 Failed payment. If a payment fails we may pause access after notice. Repeated failure may result in termination and loss of Founding pricing.

4.8 Price changes. We may change standard pricing on at least thirty (30) days' notice. Founding pricing is exempt while continuously active.

7.1 We retain all rights in the Services, software, systems, funnel templates, workflows, configurations, documentation, methods, and improvements. You receive a limited, non-exclusive, non-transferable right to use them during your subscription.

7.2 You retain all rights in your data, your patient information, your brand assets, and content you provide. You grant us a limited license to host, process, and transmit that content solely to provide the Services.

7.3 You may not copy, export, reverse engineer, or redistribute our funnel templates, workflows, or configurations, or use them to build a competing product or to provide similar services to third parties.

7.4 We may use aggregated, de-identified data that cannot reasonably identify you or any individual to operate, secure, and improve the Services.

9.1 Term. Subscriptions are month to month and renew automatically until cancelled.

9.2 Cancellation by you. You may cancel at any time from your account or by contacting support. Cancellation takes effect at the end of the current billing period. Fees already paid are not refunded, and partial months are not prorated.

9.3 Data on cancellation. On written request made within thirty (30) days of cancellation, we will export your contact records to you in a standard electronic format. After that period, data is deleted in accordance with our standard retention practices and the BAA.

9.4 Termination by us. We may suspend or terminate for material breach, non-payment, violation of the Acceptable Use Policy, or where required by law or carrier rules. Where practicable we will provide notice and an opportunity to cure.

9.5 Effect. On termination your right to use the Services ends immediately. Sections concerning fees owed, intellectual property, confidentiality, disclaimers, limitation of liability, indemnification, and dispute resolution survive.

11.1 No clinical advice. The Services do not provide medical, clinical, legal, or compliance advice. Nothing in the Services substitutes for professional judgment.

11.2 No guaranteed results. We do not guarantee any number of inquiries, appointments, patients, revenue, or any particular outcome. Results depend on your market, pricing, staffing, responsiveness, and how you use the Services.

11.3 As is. EXCEPT AS EXPRESSLY STATED, THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT UNINTERRUPTED OR ERROR-FREE OPERATION.

12.1 TO THE MAXIMUM EXTENT PERMITTED BY LAW, CASELOADFLOW WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE, OR CONSEQUENTIAL DAMAGES; LOSS OF PROFITS, REVENUE, GOODWILL, BUSINESS OPPORTUNITY, OR DATA; COST OF SUBSTITUTE SERVICES; OR DAMAGES ARISING FROM CLINICAL DECISIONS, YOUR COMMUNICATIONS, CARRIER FILTERING, OR THIRD-PARTY SERVICES.

12.2 TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICES WILL NOT EXCEED THE GREATER OF (A) THE FEES YOU PAID US IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO LIABILITY OR (B) FIVE THOUSAND DOLLARS ($5,000).

12.3 Liability for matters governed by the BAA is subject to the limitation of liability in the BAA. These limits do not apply to liability that cannot legally be limited, your payment obligations, your indemnification obligations, or fraud or willful misconduct.

14.1 Informal resolution. Before filing any action, the parties will attempt in good faith to resolve the dispute for at least thirty (30) days after written notice, except for emergency injunctive relief.

14.2 Governing law. These Terms are governed by the laws of the State of Wyoming, without regard to conflict-of-law rules.

14.3 Venue. Exclusive venue for disputes is the state or federal courts located in Wyoming, and each party consents to jurisdiction there.

14.4 Attorneys' fees. The prevailing party in an action to enforce these Terms may recover reasonable attorneys' fees and costs to the extent permitted by law.

15.1 Changes to these Terms. We may update these Terms. Material changes take effect no earlier than thirty (30) days after we post them or notify you. Continued use after that date constitutes acceptance.

15.2 Assignment. You may not assign these Terms without our written consent, except in a merger or sale of substantially all assets where the assignee assumes all obligations. We may assign in connection with a merger, reorganization, financing, or sale.

15.3 Entire agreement. These Terms, the Acceptable Use Policy, the Privacy Policy, and the BAA are the entire agreement between the parties on their subject matter.

15.4 Severability and waiver. If a provision is unenforceable it will be modified to the minimum extent necessary and the rest remains effective. A waiver is effective only in writing.

15.5 Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control.

15.6 Contact. support@caseloadflow.com