Privacy Policy & Terms of Use

By accessing ClinicFlow (referred to herein as "Company," "we," "us," or "our") platform (the "Service"), you agree to abide by these Terms of Use and Privacy Policy (the "Agreement"). Please read this Agreement carefully before using our Service.

1. Acceptance of Terms

By accessing or using our Service, you acknowledge that you have read, understood, and agree to be bound by this Agreement.

2. Eligibility

To use our Service, you must have an active agreement with ClinicFlow or an organization authorized to access the service. You must also comply with all applicable laws and regulations.

3. Privacy Policy

Your privacy is important to us. We are committed to maintaining the confidentiality, integrity, and security of personal information and comply with applicable data protection laws and regulations. Please review the following privacy commitments.

3.1 Information Collection and Use

We collect personal information you provide, including names, contact details, and any other information necessary to deliver the Service. We use this information to:

• Provide and improve the Service
• Communicate with you regarding your account and service updates
• Comply with legal obligations

3.2 Data Retention and Security

We retain personal information as long as necessary to fulfill the purposes for which it was collected and comply with legal, accounting, or reporting requirements. We use technical and administrative security measures, including encryption, to protect your information.

3.3 HIPAA Compliance

ClinicFlow is committed to protecting the privacy and security of Protected Health Information (PHI) in compliance with HIPAA regulations. We implement administrative, physical, and technical safeguards to secure PHI. By using the Service, you agree to comply with our HIPAA policies and notify us promptly if there is any unauthorized use or disclosure of PHI.

It is the responsibility of the organization to ensure that the proper security compliance settings are set up on a per use basis and users are following security best practices. ClinicFlow is not responsible for breaches occurring due to misuse or improper configuration of security and access.

3.4 Usage Tracking and IP Recording

To ensure the security and integrity of our Service, we track user interactions with the platform, including recording the IP addresses from which users access the Service. This information is used for the following purposes:

• Security: Monitoring for suspicious or unauthorized access attempts to protect against unauthorized use or security threats.
• Compliance: Ensuring adherence to this Agreement and to applicable legal requirements.
• Improvement of Service: Analyzing usage patterns to enhance user experience and optimize our system performance.

By using the Service, you consent to this tracking and acknowledge that your IP address and other usage data may be recorded. This information is retained in accordance with our data retention policy and is subject to the safeguards described in this Agreement.

3.5 Cookies and Website Analytics

Our public website (clinicflowai.com) uses cookies and similar technologies to understand how visitors use the site and to attribute inquiries to their original source. These technologies are used on our marketing website only and do not involve patient information of any kind.

• Google Analytics: We use Google Analytics 4 to measure site traffic, such as which pages are visited and which campaigns or search engines visitors arrive from. Google Analytics sets cookies (e.g., "_ga") that distinguish new from returning visitors. Data is reported to us in aggregate.
• HubSpot: We use HubSpot to manage business inquiries. HubSpot sets cookies (e.g., "hubspotutk") that, when you submit a form on our site, associate your inquiry with your prior visits so we can respond with appropriate context.
• Advertising platforms: We may use advertising platform tags, such as the LinkedIn Insight Tag, to measure the effectiveness of our marketing and to reach audiences who have shown interest in our website. These tags may set third-party cookies governed by the respective platform's privacy policy.

You can control or delete cookies through your browser settings, and the website remains fully functional with cookies disabled. You can also opt out of Google Analytics via Google's browser add-on and adjust advertising preferences directly with the relevant platforms.

4. Email Security

Email communications with our Service may not be secure. We do not guarantee the confidentiality of emails sent to us or from us, including emails containing personal information. Users should avoid sending sensitive or confidential information via email unless otherwise instructed.

5. Law Enforcement and Legal Compliance

We may disclose your information to government or law enforcement authorities if:

• Required by law
• Necessary to comply with a legal process
• We believe in good faith that disclosure is reasonably necessary to enforce our Agreement, prevent harm, or protect the rights, property, or safety of our Company, users, or others

6. User Responsibilities

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You agree not to:

• Share your credentials with anyone
• Attempt to gain unauthorized access to the Service
• Misuse or exploit any security vulnerabilities in the Service
• Enable appropriate security compliance settings

7. Intellectual Property Rights

All content, trademarks, logos, and other intellectual property provided on our Service are owned by ClinicFlow or its licensors. You agree not to copy, distribute, modify, or create derivative works based on any of the Service's content without our express written consent.

8. Limitation of Liability

To the fullest extent permitted by law, ClinicFlow shall not be liable for any indirect, incidental, special, or consequential damages, or any loss of profits, revenue, data, or use, arising from or in connection with the Service, even if advised of the possibility of such damages.

9. Suspension and Termination

10.1 Suspension of Access

ClinicFlow reserves the right to suspend your access to the Service at any time if we detect, in our sole discretion, any activity that violates this Agreement or is considered misuse of the Service. Misuse includes, but is not limited to, unauthorized access, sharing credentials, attempting to bypass security features, or engaging in activities that compromise the security or functionality of the Service.

If your access is suspended, we will notify you via the contact information associated with your account. You will have seven (7) calendar days from the date of suspension to address and correct the issue(s) that led to suspension. During this period, you may be required to provide evidence of compliance or take necessary corrective actions.

10.2 Termination of Access

If you fail to resolve the issue(s) leading to suspension within seven (7) calendar days, ClinicFlow reserves the right to terminate your access to the Service without further notice. Termination for misuse includes forfeiture of any fees paid, and ClinicFlow shall not be liable for any consequences arising from the termination.

Upon termination, your right to access or use the Service will cease immediately, and all associated data may be permanently deleted in accordance with our data retention policies and applicable law.

10. Changes to This Agreement

We may update this Agreement at any time by posting a revised version on our website. You agree to review this Agreement periodically to remain informed of any changes. Continued use of the Service following such changes constitutes your acceptance of the updated Agreement.

Last updated: May 1, 2025

If you have any questions about this Privacy Policy, please contact us at management@clinicflowai.com