Terms of Service

Agreement & Service Overview

These Terms of Service ("Terms") are a binding agreement between you (the "Customer," "you," or "your") and ChairFlow™ Solutions LLC ("ChairFlow," "we," "us," or "our"). By accessing or using the ChairFlow platform, website, and services, you agree to be bound by these Terms.

ChairFlow provides automated cancellation recovery software for healthcare practices. Our service integrates with your EHR/practice management system to detect cancellations, match waitlisted patients via SMS, and fill open appointment slots.

If you don't agree to these Terms, do not use our service.

Eligibility & Account Registration

Who Can Use ChairFlow

• You must be a healthcare practice, clinic, or medical facility operating legally in the United States
• You must be authorized to bind your practice to this agreement (owner, administrator, or designated manager)
• You must be at least 18 years old
• You cannot be barred from using services under any law or regulation

Account Registration

• You agree to provide accurate, complete, and current information during signup
• You are responsible for maintaining the confidentiality of your login credentials
• You are liable for all activity under your account, whether authorized or not
• You will notify us immediately if your credentials are compromised

Subscription Plans & Billing

Available Plans

ChairFlow offers three subscription tiers: Starter ($249/month), Professional ($499/month), and Enterprise ($999/month). Current plan details are available at chairflowsolutions.com/#pricing.

Billing & Payment

• Payment method: You authorize us to charge your credit card on file monthly on your billing date
• No refunds: Monthly subscriptions are prepaid and non-refundable (except free trials, as specified below)
• Price changes: We may change pricing with 30 days' written notice. Existing subscriptions renew at current rates; changes apply to new renewals
• Overdue accounts: If payment fails, we will retry for 3 days. After that, your account access may be suspended until payment is resolved
• Annual discounts: 20% discount available on annual billing (non-refundable after 14 days)

Taxes

You are responsible for all applicable taxes. If you're tax-exempt, you must provide valid documentation.

Free Trial Terms

How It Works

• Your trial begins when your account is created
• You have access to all plan features you've selected for 14 days
• Three days before trial expiration, you'll receive an email reminder
• On day 14, your trial ends automatically. No charges occur unless you've explicitly entered a payment method and chosen a plan

Converting to Paid

• If you want to continue after the trial, add a payment method and select a plan
• You can upgrade, downgrade, or cancel your trial subscription at any time
• If you convert to a paid plan before trial expiration, your first charge occurs on day 15; subsequent monthly charges occur on the same date each month

Cancellation & Refunds

How to Cancel

• You can cancel your subscription anytime from your account settings or by emailing ChristopherHoward@chairflowsolutions.com
• Cancellations take effect at the end of your current billing cycle
• No prorated refunds are issued for partial months

Refund Policy

• Monthly plans: No refunds after payment is received. You are charged for the full month regardless of usage
• Annual plans: For annual billing, you may request a refund within 14 days of purchase. After 14 days, no refunds are available
• Service downtime: If ChairFlow experiences an unscheduled outage of 24+ hours in a month, we will credit one day of your monthly fee
• Trial refunds: Your free trial ends automatically with no charge. If a charge occurs in error, contact us within 30 days for a full refund

Data Upon Cancellation

• When your account is cancelled, you have 30 days to export your data
• After 30 days, all data associated with your account will be permanently deleted
• Audit logs may be retained longer for compliance purposes

HIPAA & Healthcare Compliance

Business Associate Agreement

ChairFlow processes Protected Health Information (PHI) on behalf of your practice. We sign a Business Associate Agreement (BAA) with every healthcare customer at account creation. This BAA is incorporated into these Terms and governs how we handle patient data.

Your HIPAA Responsibilities

• You must obtain patient consent or authorization before sharing PHI with ChairFlow
• You remain the "covered entity" responsible for your patients' privacy rights under HIPAA
• You must inform patients that ChairFlow processes their information to send appointment reminders and cancellation recovery messages
• You are responsible for patient access requests, corrections, and deletion requests (we will assist)

Our HIPAA Commitments

• We encrypt all PHI in transit (TLS 1.2+) and at rest (AES-256)
• We maintain audit logs of all PHI access
• We have a 60-day breach notification process compliant with HIPAA
• We will not use or disclose PHI except as permitted by the BAA
• We will not sell or market patient data

Compliance Representation

You represent that your use of ChairFlow complies with HIPAA, all applicable state privacy laws, and regulations in your jurisdiction (e.g., state consent-based SMS laws). You are responsible for obtaining necessary consents before we send SMS to patients.

Acceptable Use Policy

You agree NOT to use ChairFlow to:

• Send unsolicited messages or spam
• Abuse or harass patients via SMS or email
• Send messages to patients without proper consent (as required by TCPA, GDPR, CCPA, or applicable law)
• Transmit malware, viruses, or harmful code
• Attempt to gain unauthorized access to ChairFlow systems
• Scrape or bulk-export data for purposes outside the service
• Violate any law or regulation in your jurisdiction
• Reverse-engineer or attempt to break encryption
• Use our service to facilitate illegal activity

Violations of this policy may result in immediate account suspension and termination.

Limitation of Liability

Our Maximum Liability

ChairFlow's total cumulative liability to you for any claims arising from these Terms or your use of our service is limited to the amount you paid us in the 12 months preceding the claim. If you paid nothing (e.g., free trial), our liability is $0.

What This Means

• We are not liable for missed appointments, lost revenue, or patient dissatisfaction
• We are not liable if our service fails to recover cancelled slots (e.g., if no waitlisted patients accept the offer)
• We are not liable for data loss unless caused by our gross negligence
• We are not liable for third-party service failures (e.g., Twilio SMS outages, your EHR API downtime)

Your Assumption of Risk

You understand that ChairFlow is automated software. While we strive for high uptime and data security, no system is 100% reliable. You use ChairFlow at your own risk.

Indemnification

You agree to indemnify, defend, and hold harmless ChairFlow from any claims, damages, or costs (including attorney fees) arising from:

• Your violation of these Terms or applicable law
• Your violation of a patient's rights or privacy
• Your use of ChairFlow in violation of HIPAA or state privacy laws
• Claims by your patients related to messages we send on your behalf
• Your breach of the BAA or privacy representations

This indemnification survives termination of your account.

Termination

Termination by You

You may terminate your account anytime by cancelling your subscription or contacting support. Termination takes effect at the end of your billing cycle.

Termination by ChairFlow

We may terminate your account immediately if you:

• Violate these Terms or the BAA
• Violate HIPAA or applicable privacy laws
• Engage in harassment, abuse, or illegal activity
• Have a security breach involving patient data
• Have repeated payment failures

Effects of Termination

• Your access to ChairFlow stops immediately
• All data associated with your account will be deleted within 30 days
• You remain liable for any charges accrued through the termination date
• Sections on HIPAA, Indemnification, Limitation of Liability, and Governing Law survive termination

Governing Law & Dispute Resolution

Governing Law

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

Jurisdiction

You agree that any legal action or proceeding relating to these Terms shall be brought exclusively in the federal or state courts located in Gillespie County, Texas. You consent to the personal jurisdiction and venue of these courts.

Dispute Resolution

Before initiating legal action, we encourage you to contact us to resolve disputes informally. You may reach us at ChristopherHoward@chairflowsolutions.com or (830) 733-0985.

No Class Actions

You agree that any claims against ChairFlow must be brought in your individual capacity, not as a plaintiff or class member in any class, group, or representative proceeding.

Miscellaneous Provisions

Entire Agreement

These Terms, along with our Privacy Policy and Business Associate Agreement, constitute the entire agreement between you and ChairFlow regarding your use of our service and supersede all prior agreements.

Amendments

We may update these Terms at any time. We will email healthcare customers about material changes affecting their rights or obligations. Continued use of ChairFlow after changes means you accept the updated Terms.

Severability

If any provision of these Terms is found invalid or unenforceable, that provision will be severed, and the remaining provisions will remain in effect.

Waiver

Failure to enforce any right under these Terms does not constitute a waiver of that right.

Assignment

You may not assign these Terms without our written consent. We may assign these Terms to any successor or affiliate.

Contact Information