These Terms of Service (“Terms”) govern your access to and use of ClinicalFlow’s software, website, and related services. Please read them carefully before creating an account or using our Service.
Effective Date: February 27, 2026By creating an account, downloading, installing, or otherwise using ClinicalFlow (“the Service”), you agree to be bound by these Terms of Service and our Privacy Policy, which is incorporated herein by reference.
If you are using the Service on behalf of an organization (such as a medical practice, hospital, dental office, or clinic), you represent and warrant that you have the authority to bind that organization to these Terms. In such cases, “you” and “your” refer to both you individually and the organization.
If you do not agree to these Terms, you must not access or use the Service.
ClinicalFlow is an AI-powered clinical documentation platform delivered as a native desktop application. The Service includes:
The Service is currently available for macOS, with Windows and Linux versions planned for future release. Features, functionality, and supported platforms may change over time as we continue to develop and improve the Service.
To use ClinicalFlow, you must:
By using the Service, you represent and warrant that you meet all eligibility requirements. We reserve the right to suspend or terminate accounts that do not meet these requirements.
To access the Service, you must create an account by providing a valid email address and creating a password (or authenticating via a supported third-party provider such as Google). You agree to:
You are responsible for all activity that occurs under your account. ClinicalFlow employs multiple layers of security (email verification, encrypted session tokens, PIN-based data encryption), but you must also take reasonable measures to protect your credentials.
Each individual user must maintain their own account. Sharing account credentials between multiple users is prohibited, except within Team plan seat allocations as described in Section 5.
ClinicalFlow offers the following subscription tiers:
| Plan | Monthly | Annual | Includes |
|---|---|---|---|
| Pro | $25/month | $250/year ($20.83/mo) | Single user, all features, unlimited notes |
| Team | $19/seat/month | $190/seat/year ($15.83/seat/mo) | Multiple seats, all Pro features, team management |
Prices are in United States Dollars (USD) and do not include applicable taxes, which will be calculated at checkout based on your location.
Subscriptions are billed in advance on a recurring basis (monthly or annually, depending on your selected plan). Your billing cycle begins on the date you subscribe (or the date your free trial ends, if applicable).
All payments are processed by Stripe, a PCI DSS Level 1 certified payment processor. ClinicalFlow does not store your full credit card number or payment credentials. By providing payment information, you authorize us to charge the applicable subscription fees to your payment method.
We reserve the right to modify pricing with at least 30 days’ advance notice. Price changes will take effect at the start of your next billing cycle. If you do not agree to a price change, you may cancel your subscription before the new pricing takes effect.
You may cancel your subscription at any time. Upon cancellation:
We offer a 30-day money-back guarantee for first-time subscribers. If you are not satisfied with the Service within 30 days of your first paid subscription, contact us for a full refund. Refund requests after 30 days will be considered on a case-by-case basis.
Refunds for annual subscriptions will be prorated based on the number of full months remaining in the subscription period, at our discretion.
If a payment fails, we will attempt to process the charge up to 3 additional times over a 14-day period. We will notify you by email of the failed payment. If all retry attempts fail, your subscription will be suspended until payment is resolved.
New users may be eligible for a 14-day free trial of the Service. During the trial period:
At the end of the trial period, you must enter payment information and subscribe to continue using paid features. If you do not subscribe, your account will revert to limited functionality, but all your local data will remain intact and accessible.
Free trial eligibility is limited to one trial per individual or organization. We reserve the right to modify or discontinue the free trial offer at any time.
You agree to use the Service only for its intended purpose of clinical documentation. You shall not:
You are responsible for ensuring your use of the Service complies with all applicable federal, state, and local laws and regulations, including but not limited to HIPAA, state privacy laws, professional licensing requirements, and scope of practice regulations.
We reserve the right to investigate violations of this Acceptable Use Policy and may take any action we deem appropriate, including suspending or terminating your account, removing content, and reporting illegal activities to law enforcement.
ClinicalFlow and its original content (excluding user-generated content), features, functionality, design, code, algorithms, trademarks, trade names, logos, and service marks are and will remain the exclusive property of ClinicalFlow and its licensors. The Service is protected by copyright, trademark, patent, and other intellectual property laws.
Your subscription grants you a limited, non-exclusive, non-transferable, revocable license to use the Service for its intended purpose during the term of your subscription.
You retain all rights to the content you create using the Service, including but not limited to clinical notes, transcripts, dental charts, templates, and exported documents. ClinicalFlow claims no ownership over your content.
If you provide feedback, suggestions, or ideas about the Service (“Feedback”), you grant us a non-exclusive, worldwide, royalty-free, perpetual, irrevocable license to use, modify, and incorporate that Feedback into the Service without obligation to you. Feedback does not include clinical data or patient information.
The Service may include open-source software components, each subject to its own license terms. A list of open-source components and their licenses is available within the application’s settings or documentation.
You own your data. Period. All clinical documentation, patient notes, transcripts, dental charts, and other content you create with ClinicalFlow belongs entirely to you. We never access, analyze, sell, or use your clinical data for any purpose.
ClinicalFlow is designed as a local-first application. Your clinical data is stored on your local device and is never transmitted to ClinicalFlow’s servers. This means:
Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect information in connection with the Service. The Privacy Policy is incorporated into these Terms by reference.
You may export your data at any time using the built-in export features (PDF, TXT). There is no vendor lock-in. If you cancel your subscription, your locally stored data remains accessible.
ClinicalFlow integrates with or relies upon the following third-party services:
Your use of these third-party services is subject to their respective terms of service and privacy policies. ClinicalFlow is not responsible for the practices, content, or availability of third-party services.
When using optional cloud AI features (Deepgram, Anthropic), you are providing your own API keys and establishing a direct relationship with those providers. You are responsible for:
ClinicalFlow is a documentation tool, not a medical device. It does not provide medical advice, clinical decision support, diagnosis, or treatment recommendations.
ClinicalFlow is intended solely as a clinical documentation aid. It is not a medical device as defined by the FDA or equivalent regulatory bodies. The Service is not intended to:
Notes and documentation generated by ClinicalFlow’s AI features are assistive suggestions, not verified clinical records. You must:
AI models may produce inaccurate, incomplete, or inappropriate content. The accuracy of transcription and note generation depends on factors including audio quality, accent, terminology, and model capabilities.
THE SERVICE IS PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS, WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING OUT OF COURSE OF DEALING OR USAGE OF TRADE.
We do not warrant that:
While ClinicalFlow’s core features work offline, certain features (account management, cloud AI, license validation) require an internet connection. We do not guarantee the availability of cloud-dependent features and are not liable for downtime or service interruptions caused by third-party providers, network issues, or force majeure events.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL CLINICALFLOW, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, PARTNERS, OR LICENSORS BE LIABLE FOR ANY:
IN NO EVENT SHALL OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR YOUR USE OF THE SERVICE EXCEED THE GREATER OF: (A) THE TOTAL AMOUNT YOU PAID TO US IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100 USD).
Some jurisdictions do not allow the exclusion or limitation of certain warranties or liability. In such jurisdictions, our liability shall be limited to the greatest extent permitted by law.
You agree to indemnify, defend, and hold harmless ClinicalFlow and its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, obligations, losses, liabilities, costs, and expenses (including attorney’s fees) arising from:
This indemnification obligation will survive the termination of these Terms and your use of the Service.
You may terminate your account at any time by canceling your subscription and requesting account deletion. Your access to paid features will continue through the end of your current billing period.
We may suspend or terminate your account immediately, without prior notice, if you:
Upon termination:
In the unlikely event that we discontinue the Service entirely, we will provide at least 90 days’ advance notice and assist with data portability. Because your clinical data is stored locally, discontinuation of the cloud service does not result in loss of your documentation.
Before filing any formal legal action, you agree to first contact us and attempt to resolve the dispute informally. We will work in good faith to address your concerns within 30 days.
If informal resolution fails, any dispute arising out of or relating to these Terms or the Service shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration shall be conducted in the English language.
The arbitrator’s decision shall be final and binding. Judgment on the arbitration award may be entered in any court of competent jurisdiction.
YOU AND CLINICALFLOW AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, CONSOLIDATED, OR REPRESENTATIVE PROCEEDING.
Notwithstanding the above, either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of intellectual property rights.
These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict of law provisions. To the extent that arbitration is not applicable, you consent to the exclusive jurisdiction of the state and federal courts located in the State of Delaware.
We reserve the right to modify these Terms at any time. When we make changes:
If you disagree with any modifications, your sole remedy is to discontinue use of the Service and cancel your subscription before the changes take effect.
If any provision of these Terms is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be modified to the minimum extent necessary to make it valid and enforceable, or if modification is not possible, severed from these Terms. The remaining provisions shall continue in full force and effect.
Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision or any other provision. A waiver of any term shall only be effective if in writing and signed by an authorized representative of ClinicalFlow.
These Terms, together with our Privacy Policy and any applicable subscription agreement or order form, constitute the entire agreement between you and ClinicalFlow regarding the Service. These Terms supersede all prior agreements, understandings, negotiations, and communications, whether written or oral, relating to the subject matter hereof.
No additional terms or conditions proposed by you (including those in any purchase order or other business form) shall be binding unless expressly agreed to in writing by ClinicalFlow.
If you have questions about these Terms of Service, please contact us:
For general support questions, please visit our Documentation or contact support through the application.
We aim to respond to all inquiries within 5 business days.