Plain English summary: By using MedFlow CRM, you agree to these terms. You own your data. We provide the Service as-is. You can cancel anytime. Don't use the platform for anything illegal or harmful.
These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer," "you," or "your") and MedFlow CRM ("MedFlow," "we," "us," or "our") governing your access to and use of the MedFlow CRM platform and related services (the "Service").
By creating an account, accessing, or using the Service, you confirm that you have read, understood, and agree to be bound by these Terms. If you are entering into these Terms on behalf of a business entity, you represent that you have the authority to bind that entity.
If you do not agree to these Terms, do not access or use the Service.
MedFlow CRM is a practice automation and customer relationship management platform designed for aesthetic medicine practices, med spas, and healthcare-adjacent businesses. The Service includes CRM functionality, marketing automation, appointment management, review generation tools, AI-assisted communication features, and related capabilities as described on our website.
We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with reasonable notice to active subscribers.
To use the Service, you must create an account and provide accurate, complete information. You are responsible for:
You may not share account credentials with individuals outside your organization or create accounts on behalf of others without authorization.
The Service is billed on a monthly subscription basis. Fees are charged in advance at the beginning of each billing cycle. All prices are listed in US dollars and are exclusive of applicable taxes.
Payments are processed by Stripe, a third-party payment processor. By providing payment information, you authorize us to charge the applicable fees to your designated payment method on a recurring basis.
Certain features (SMS messaging, phone calls, AI-powered interactions) are subject to usage-based charges in addition to the base subscription fee. Current usage rates are disclosed in your account dashboard. You are responsible for all usage charges incurred under your account.
We will provide at least 30 days' written notice before implementing any price increases. Continued use of the Service after the effective date constitutes acceptance of the new pricing.
If a payment fails, we will attempt to collect payment up to three times over 7 days. If payment cannot be collected, your account may be suspended until the outstanding balance is resolved.
You may cancel your subscription at any time from your account settings or by contacting us at hello@medflowcrm.com. Cancellation takes effect at the end of the current billing period — you will retain full access through that date.
Refund policy: Subscription fees are non-refundable except where required by applicable law. We do not offer prorated refunds for partial months. If you believe you were charged in error, contact us within 30 days of the charge.
Upon cancellation, your account data will be retained for 90 days to allow for export, after which it will be permanently deleted.
You agree to use the Service only for lawful purposes and in accordance with these Terms. You agree not to:
You are solely responsible for ensuring your use of MedFlow's communication features complies with all applicable laws including the Telephone Consumer Protection Act (TCPA), CAN-SPAM Act, and any state-level equivalents. You must obtain appropriate consent from recipients before sending marketing messages. MedFlow is not liable for your non-compliance with communication laws.
You own your data. All contact records, patient data, and content you upload or create within MedFlow CRM remains your property. We do not claim ownership over your data.
By using the Service, you grant MedFlow a limited, non-exclusive license to process, store, and transmit your data solely for the purpose of providing the Service to you.
You are responsible for ensuring you have appropriate legal basis to collect and process any personal data you enter into the Service, including patient contact information.
MedFlow CRM is a marketing and CRM platform, not an Electronic Health Record (EHR) system. You should not store protected health information (PHI) as defined by HIPAA within MedFlow CRM beyond what is necessary for communication and scheduling purposes. Please review our HIPAA Notice for additional guidance.
The Service, including all software, design, text, graphics, and other content, is owned by MedFlow CRM and protected by applicable intellectual property laws. Nothing in these Terms grants you any right to use MedFlow's trademarks, logos, or brand elements without our prior written consent.
Any feedback, suggestions, or ideas you provide about the Service may be used by MedFlow without compensation or attribution to you.
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
We do not warrant that the Service will be uninterrupted, error-free, or completely secure. We do not warrant that any specific results will be achieved through use of the Service. Results described in our marketing materials are illustrative and not guaranteed.
MedFlow CRM is not a healthcare provider and does not provide medical, legal, or compliance advice. You are solely responsible for ensuring your practice complies with all applicable healthcare regulations.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, MEDFLOW CRM SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST DATA, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE.
OUR TOTAL LIABILITY TO YOU FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE TOTAL AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM.
You agree to indemnify, defend, and hold harmless MedFlow CRM and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising from: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law; or (d) your infringement of any third-party rights.
Either party may terminate the service relationship at any time. We reserve the right to suspend or terminate your account immediately if we determine, in our sole discretion, that you have violated these Terms or engaged in conduct harmful to other users or the Service.
Upon termination, your right to access the Service ceases immediately. Sections 7, 8, 9, 10, 11, and 13 survive termination.
These Terms shall be governed by the laws of the State of Ohio, United States, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be resolved in the state or federal courts located in Columbus, Ohio, and you consent to the personal jurisdiction of such courts.
Before initiating any legal action, you agree to attempt to resolve disputes informally by contacting us at hello@medflowcrm.com and allowing 30 days for a good-faith resolution attempt.
If you have questions about these Terms, please contact us:
MedFlow CRM
Columbus, Ohio, United States
Email: hello@medflowcrm.com