Terms of Service

Last updated: 11 July 2026

These Terms of Service ("Terms") govern your access to and use of ClinicFlow, provided by Cephas Infosystems ("we", "us"). By creating an account or using ClinicFlow, you ("Clinic", "you") agree to these Terms. If you don't agree, please don't use the service.

1. What ClinicFlow is

ClinicFlow is a web-based tool that helps solo practitioners and small clinics book appointments, record clinical notes, match returning patients, and generate GST invoices. It is provided as software-as-a-service; we do not provide medical advice, and we are not a party to the medical services you provide to your patients.

2. Your account

• You must provide accurate information when registering (clinic name, owner name, mobile number, email) and keep your password confidential.
• You are responsible for all activity that happens under your account. Tell us immediately if you suspect unauthorized access.
• Admin accounts are created only by us for ClinicFlow staff — there is no public admin signup, and you should never share admin-level credentials.
• You must be legally authorized to operate the clinic/practice on whose behalf you register.

3. Patient data you enter

Everything you type into ClinicFlow about a patient — their name, mobile number, visit notes, and billing details — is entered, owned and controlled by you, the Clinic. You are responsible for:

• Having a lawful basis (patient consent, or your existing clinical relationship) to record that patient's data.
• The accuracy of clinical notes, appointment details and invoice amounts you enter.
• Responding to your patients if they ask you about the data you hold on them — ClinicFlow acts only as your data processor for this purpose (see our Privacy Policy).

We store your patients' data securely and keep every clinic's records isolated from every other clinic's, but we do not verify or curate the clinical content you enter.

4. Free trial and fees

• New clinics get a free trial covering their first 10 appointments, with no time limit and no credit card required.
• Paid plans beyond the free trial are arranged directly with us ("Contact Us" on our pricing page) and billed on the terms agreed at that time.
• We may change our pricing for new sign-ups at any time; changes to your specific plan's price will be communicated to you in advance.

5. Acceptable use

You agree not to:

• Use ClinicFlow for anything unlawful, or to store data you're not authorized to hold.
• Attempt to access another clinic's data, probe for security weaknesses, or interfere with the service's normal operation.
• Use automated tools to scrape or overload the service outside of normal appointment-booking use.
• Resell or sublicense access to ClinicFlow without our written agreement.

6. Service availability

We aim to keep ClinicFlow available and reliable, but like any software service it may occasionally be unavailable for maintenance, updates, or reasons outside our control. We'll try to keep planned downtime brief and, where practical, scheduled outside peak hours.

7. Termination

• You may stop using ClinicFlow and request account closure at any time by contacting us.
• We may suspend or terminate accounts that violate these Terms, engage in abusive behavior, or where required by law, with notice where reasonably possible.
• On closure, we handle your data as described in our Privacy Policy's retention section.

8. Disclaimer of warranties

ClinicFlow is provided "as is" and "as available." We do not warrant that the service will be uninterrupted or error-free. ClinicFlow is a record-keeping and billing tool, not a substitute for your own professional clinical judgment, patient consent processes, or statutory record-keeping obligations as a healthcare provider.

9. Limitation of liability

To the maximum extent permitted by law, Cephas Infosystems will not be liable for indirect, incidental, or consequential damages arising from your use of ClinicFlow, including loss of data, revenue, or patients, beyond amounts you've actually paid us in the preceding 12 months. Nothing in these Terms limits liability that cannot be excluded under applicable law.

10. Changes to these Terms

We may update these Terms from time to time. If we make material changes, we'll update the "Last updated" date above and, where appropriate, notify Clinics by email. Continued use of ClinicFlow after changes take effect means you accept the updated Terms.

11. Governing law

These Terms are governed by the laws of India. Any disputes will be subject to the exclusive jurisdiction of the courts having competent jurisdiction over Cephas Infosystems' registered place of business.

12. Contact us

Questions about these Terms can be sent to support@cephasinfosystems.com.