Terms of Service

Effective Date: January 31, 2026

Agreement to Terms

By accessing or using ReferFlow ("the Platform"), you agree to be bound by these Terms of Service. If you disagree with any part of these terms, you may not access the Platform.

Pilot Phase Terms

ReferFlow is currently in a pilot phase. By participating, you acknowledge and agree that:

• The Platform is undergoing active development and testing
• Features and functionality may change without notice
• Service availability may be limited or interrupted
• We may collect feedback and usage data to improve the Platform
• Participation is voluntary and may be terminated at any time

Eligibility

To use ReferFlow, you must:

• Be a licensed healthcare provider (optometrist or ophthalmologist/retinal specialist)
• Have valid professional credentials in good standing
• Agree to comply with all applicable healthcare regulations
• Be authorized to share patient health information
• Accept the terms of our Business Associate Agreement (if applicable)

Account Registration

Creating an Account

• You must provide accurate and complete information
• You are responsible for maintaining account confidentiality
• You must notify us immediately of unauthorized access
• One account per healthcare provider
• You may not share your account credentials

Account Verification

We verify professional credentials before granting full platform access. You agree to provide:

• Valid medical license information
• Professional certifications
• Practice information
• Identity verification documents

Acceptable Use

Permitted Uses

ReferFlow may be used to:

• Submit and receive patient referrals
• Share medical images and diagnostic information
• Communicate about patient care
• Coordinate specialty consultations
• Document clinical decisions

Prohibited Uses

You may not:

• Use the Platform for any unlawful purpose
• Share false or misleading information
• Violate patient privacy or HIPAA regulations
• Attempt to access unauthorized areas
• Interfere with Platform security or functionality
• Use automated tools to access the Platform
• Impersonate another healthcare provider
• Upload malicious code or harmful content

Healthcare Compliance

HIPAA Compliance

You agree to:

• Handle all Protected Health Information (PHI) in accordance with HIPAA
• Maintain appropriate safeguards for patient data
• Report any suspected breaches immediately
• Complete required HIPAA training
• Execute a Business Associate Agreement if required

Professional Standards

You agree to:

• Maintain your professional license and credentials
• Comply with all applicable medical standards of care
• Exercise independent clinical judgment
• Verify patient identity before sharing information
• Maintain professional liability insurance

Clinical Responsibility

Independent Medical Judgment

• ReferFlow is a communication and coordination tool only
• All clinical decisions remain the responsibility of treating physicians
• The Platform does not provide medical advice or diagnosis
• You are solely responsible for patient care decisions

Patient Consent

• You must obtain appropriate patient consent before sharing information
• You are responsible for explaining the referral process to patients
• You must respect patient preferences and rights
• Documentation of consent is your responsibility

Data and Privacy

Your Data

• You retain ownership of all patient data you input
• We process data as your Business Associate under HIPAA
• We implement appropriate security measures
• Data is encrypted in transit and at rest

Platform Data

ReferFlow retains the right to:

• Aggregate and anonymize usage data
• Analyze platform performance and patterns
• Use feedback to improve services
• Share anonymized data for research purposes

Intellectual Property

Platform Ownership

ReferFlow and its content are protected by intellectual property laws. We retain all rights to:

• Platform software and code
• User interface and design
• Logos, trademarks, and branding
• Documentation and training materials

User Content

By uploading content, you grant us a limited license to:

• Store and process your content
• Display it to intended recipients
• Backup and secure the data
• Comply with legal requirements

Service Availability

Uptime

• We strive for high availability but do not guarantee uninterrupted service
• Scheduled maintenance will be communicated in advance
• Emergency maintenance may occur with limited notice
• Service may be unavailable due to circumstances beyond our control

Support

During the pilot phase, we provide:

• Email support during business hours
• Technical assistance for platform issues
• Training and onboarding resources
• Regular updates and communications

Fees and Payment

Pilot Phase Pricing

• Services during the pilot phase may be provided at no cost or reduced rates
• Pricing is subject to change upon transition from pilot to full release
• Any applicable fees will be communicated in advance
• Payment terms will be provided separately if applicable

Limitation of Liability

To the fullest extent permitted by law:

• ReferFlow is provided "as is" during the pilot phase
• We make no warranties about service availability or reliability
• We are not liable for any indirect, incidental, or consequential damages
• Our liability is limited to the amount you paid for services (if any)
• We are not liable for clinical decisions or patient outcomes

Indemnification

You agree to indemnify and hold harmless ReferFlow from any claims arising from:

• Your use of the Platform
• Your violation of these Terms
• Your violation of any laws or regulations
• Your violation of patient rights or medical standards
• Content you upload or share

Termination

By You

You may terminate your account at any time by:

• Contacting our support team
• Following the account closure process
• Providing required notice

By Us

We may suspend or terminate your access if:

• You violate these Terms of Service
• Your professional license is suspended or revoked
• We detect fraudulent or suspicious activity
• Required by law or regulatory authority
• The pilot program concludes

Effects of Termination

Upon termination:

• Your access to the Platform will cease
• You must cease using all Platform services
• We will retain data as required by law
• Certain provisions of these Terms survive termination

Changes to Terms

We may modify these Terms at any time. We will notify you of material changes by:

• Posting updated Terms on the Platform
• Sending email notification
• Requiring acceptance before continued use

Continued use after changes constitutes acceptance of new Terms.

Feedback and Pilot Participation

During the pilot phase:

• We welcome your feedback and suggestions
• You may be asked to participate in surveys or interviews
• Your feedback helps us improve the Platform
• We may use anonymized feedback for development purposes

Dispute Resolution

Informal Resolution

We encourage you to contact us first to resolve any disputes informally.

Arbitration

Any disputes will be resolved through binding arbitration rather than in court, except where prohibited by law.

Class Action Waiver

You agree to resolve disputes individually and waive the right to participate in class actions.

General Provisions

Governing Law

These Terms are governed by Applicable State/Country law, without regard to conflict of law principles.

Severability

If any provision is found unenforceable, the remainder continues in full effect.

Assignment

You may not assign these Terms. We may assign them with notice to you.

Entire Agreement

These Terms constitute the entire agreement between you and ReferFlow regarding the Platform.

Contact Information

For questions about these Terms of Service:

ReferFlow
Email: legal@referflow.com
Phone: Contact Number
Address: Company Address

Acknowledgment

By using ReferFlow, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.