Terms of Service

1. Acceptance of Terms

By accessing or using AppointFlow, you agree to be bound by these Terms. If you disagree with any part of the terms, you may not access the service. These Terms apply to all visitors, users, and others who access or use the service.

2. Description of Service

AppointFlow is a medical appointment scheduling platform that provides:

• AI-powered phone system for automated appointment booking
• Online appointment management dashboard
• Automated SMS reminders and notifications
• Call recording and transcription services
• Multi-language support for patient communication
• Integration with clinic management systems

3. User Accounts

3.1 Account Creation

To use AppointFlow, you must create an account. You agree to:

• Provide accurate, current, and complete information during registration
• Maintain and promptly update your account information
• Maintain the security of your password and account
• Accept responsibility for all activities that occur under your account
• Notify us immediately of any unauthorized access or security breach

3.2 Account Eligibility

You must be at least 18 years old to use AppointFlow. By using the service, you represent and warrant that you meet this age requirement.

3.3 Healthcare Provider Verification

If you are registering as a healthcare provider or clinic, you represent that you are authorized to act on behalf of the healthcare entity and have all necessary licenses and credentials to provide medical services in your jurisdiction.

4. Subscription Plans and Payments

4.1 Subscription Tiers

AppointFlow offers the following subscription plans:

• Free Plan: 50 AI call minutes/month, 100 SMS messages/month
• Starter Plan: $299/month - 500 AI call minutes, 1,000 SMS messages
• Professional Plan: $599/month - Unlimited AI calls and SMS

4.2 Billing

• Subscriptions are billed monthly in advance
• Payments are processed through Stripe
• You authorize us to charge your payment method on a recurring basis
• Failed payments may result in service suspension
• No refunds for partial months or unused services

4.3 Usage Limits

Free and Starter plans have usage limits. If you exceed your plan's limits, you will be prompted to upgrade. Continued usage after exceeding limits constitutes acceptance of upgrade charges.

4.4 Cancellation

You may cancel your subscription at any time from your account dashboard. Cancellation takes effect at the end of the current billing period. You remain responsible for any charges incurred prior to cancellation.

5. Acceptable Use

5.1 Permitted Use

You agree to use AppointFlow only for:

• Legitimate healthcare appointment scheduling
• Communication with patients regarding appointments
• Managing clinic operations and staff
• Purposes that comply with all applicable laws and regulations

5.2 Prohibited Use

You agree NOT to:

• Send unsolicited marketing or spam messages
• Violate any laws, including HIPAA, TCPA, or GDPR
• Impersonate any person or entity
• Interfere with or disrupt the service
• Use the service for any illegal or unauthorized purpose
• Transmit any viruses, malware, or harmful code
• Attempt to gain unauthorized access to our systems
• Scrape, copy, or reverse engineer any part of the service
• Share your account credentials with others

6. SMS Messaging Terms

6.1 Consent

By using AppointFlow, healthcare providers agree to only send SMS messages to patients who have provided prior express written consent to receive such messages.

6.2 Message Content

SMS messages sent through AppointFlow must:

• Be related to appointment scheduling and reminders only
• Not contain marketing or promotional content
• Comply with TCPA (Telephone Consumer Protection Act) regulations
• Include clear opt-out instructions

6.3 Opt-Out Compliance

You must honor all patient opt-out requests immediately. AppointFlow automatically processes STOP requests, but you are ultimately responsible for compliance.

7. Call Recording and Transcription

AppointFlow records and transcribes phone calls for quality assurance and service improvement. You acknowledge that:

• Calls made through the AI phone system are recorded
• You are responsible for complying with call recording laws in your jurisdiction
• You must inform patients that calls may be recorded
• Recordings are stored securely and deleted after 90 days

8. Data Privacy and Security

Your use of AppointFlow is also governed by our Privacy Policy. You agree that:

• You will comply with all applicable privacy laws (HIPAA, GDPR, CCPA, etc.)
• You are responsible for obtaining necessary patient consents
• You will maintain appropriate security measures for patient data
• You will report any data breaches to us immediately

9. HIPAA Compliance

For healthcare providers subject to HIPAA, AppointFlow acts as a Business Associate. A Business Associate Agreement (BAA) is available for Professional plan subscribers upon request. You acknowledge that:

• You are responsible for ensuring your use of AppointFlow is HIPAA-compliant
• You must obtain a signed BAA before processing Protected Health Information (PHI)
• Free plan users cannot process PHI without upgrading to Professional plan

10. Intellectual Property

10.1 Our Rights

The service, including all content, features, and functionality, is owned by AppointFlow and is protected by copyright, trademark, and other intellectual property laws.

10.2 Your Rights

You retain all rights to your clinic data, patient information, and content you upload. By using the service, you grant us a limited license to use this data solely to provide and improve the service.

10.3 Feedback

Any feedback, suggestions, or ideas you provide to us become our property and may be used without compensation or attribution.

11. Service Availability

11.1 Uptime

We strive for 99.9% uptime but do not guarantee uninterrupted service. We are not liable for service outages, maintenance periods, or third-party service failures.

11.2 Modifications

We reserve the right to modify, suspend, or discontinue any part of the service at any time with or without notice. We are not liable for any modification, suspension, or discontinuation.

11.3 Third-Party Services

AppointFlow relies on third-party services (Vapi.ai, Twilio, Firebase, Stripe). We are not responsible for failures or issues with these third-party services.

12. Disclaimers and Limitations

12.1 No Medical Advice

AppointFlow is a scheduling tool only. We do not provide medical advice, diagnosis, or treatment. Any health-related information obtained through the service is for scheduling purposes only.

12.2 "AS IS" Disclaimer

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

12.3 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, APPOINTFLOW SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES.

OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE PAST 12 MONTHS, OR $100, WHICHEVER IS GREATER.

13. Indemnification

You agree to indemnify, defend, and hold harmless AppointFlow and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including attorneys' fees) arising from:

• Your use of the service
• Your violation of these Terms
• Your violation of any law or regulation
• Your violation of any third-party rights

14. Termination

14.1 By You

You may terminate your account at any time by canceling your subscription or contacting support.

14.2 By Us

We may terminate or suspend your account immediately if you:

• Violate these Terms
• Fail to pay fees owed
• Engage in fraudulent or illegal activity
• Abuse the service or other users

14.3 Effect of Termination

Upon termination, your right to use the service ceases immediately. We will retain your data according to our Privacy Policy and legal obligations. You may request data export before termination.

15. Dispute Resolution

15.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions.

15.2 Arbitration

Any dispute arising from these Terms shall be resolved through binding arbitration in accordance with the American Arbitration Association's rules, rather than in court, except that you may assert claims in small claims court if they qualify.

15.3 Class Action Waiver

You agree to resolve disputes with us on an individual basis and waive your right to participate in a class action lawsuit or class-wide arbitration.

16. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by email or through the service. Your continued use after such changes constitutes acceptance of the new Terms.

17. General

• Entire Agreement: These Terms constitute the entire agreement between you and AppointFlow
• Severability: If any provision is found unenforceable, the remaining provisions remain in effect
• Waiver: Failure to enforce any provision does not waive our right to enforce it later
• Assignment: You may not assign these Terms; we may assign them without notice
• Force Majeure: We are not liable for delays or failures due to circumstances beyond our control

18. Contact Information

For questions about these Terms, please contact us: