Terms of Service

1. Overview

These Terms of Service govern your access to and use of Clariflow, a software-as-a-service platform designed to help coaches, therapists, counsellors, consultants, and other practitioners organize client workflow, session notes, uploaded files, appointments, feedback, follow-ups, billing, and progress-related information.

Clariflow is designed to support ethical, privacy-conscious client management, including confidentiality, secure record-keeping, and thoughtful handling of sensitive client information.

By accessing or using Clariflow, you agree to these Terms. If you do not agree, you should not use the service.

2. Software Service Only

Clariflow provides software tools for workflow organization and client management. Clariflow does not provide coaching, therapy, counseling, counselling, medical advice, diagnosis, treatment, legal advice, financial advice, emergency support, crisis intervention, or any other professional service.

Any coaching, therapy, counselling, consulting, clinical, or professional services are provided solely by the practitioner or organization using Clariflow. Users are responsible for their own professional judgment, client relationships, confidentiality obligations, client consent, record-keeping practices, supervision requirements, and compliance with applicable laws and professional standards.

3. Professional Standards and Ethical Responsibilities

Clariflow may be used by practitioners who belong to professional coaching, counselling, therapy, consulting, supervision, or other professional bodies. Clariflow is intended to support organized and privacy-conscious practice management, but it is not a substitute for professional ethics, clinical judgment, supervision, legal advice, or regulatory compliance.

Users remain responsible for following the ethical codes, confidentiality rules, client agreements, informed consent requirements, data protection obligations, record-retention requirements, supervision expectations, and professional standards that apply to their role, location, clients, and professional body.

Clariflow is not affiliated with, endorsed by, approved by, or certified by any coaching federation, counselling association, therapy association, healthcare regulator, or professional body unless this is expressly stated in writing by Clariflow.

4. Eligibility and Accounts

You must be legally able to enter into a binding agreement to use Clariflow. You are responsible for keeping your account information accurate and for maintaining the confidentiality of your login details.

You are responsible for all activity that occurs under your account. If you believe your account has been accessed without authorization, contact us as soon as possible.

5. Acceptable Use

You agree to use Clariflow only for lawful purposes and in a way that does not harm, disrupt, misuse, or interfere with the service or other users.

You may not use Clariflow to:

• Upload or store unlawful, harmful, abusive, or infringing content.
• Violate privacy, data protection, confidentiality, or professional conduct laws.
• Attempt to gain unauthorized access to systems, accounts, or data.
• Use the platform for spam, fraud, deception, or abusive activity.
• Reverse engineer, copy, resell, or misuse the software.
• Use Clariflow to provide automated diagnosis, automated clinical decisions, emergency support, or crisis intervention.

6. User Content and Client Data

You retain ownership of the content and data you enter into Clariflow, including client records, notes, uploaded files, appointments, billing information, and feedback information.

You grant Clariflow the limited permission necessary to store, process, display, and transmit your content for the purpose of providing the service to you.

You are responsible for ensuring that you have the appropriate permissions, consents, client agreements, professional authority, and legal basis to enter, upload, process, or store any client-related information in Clariflow.

You should not enter, upload, or process client information in Clariflow unless you are legally and professionally permitted to do so.

7. Local Vault, Confidentiality, and Professional Responsibility

Clariflow is intended to help organize professional workflow, but it does not replace your responsibility to maintain confidentiality, privacy, ethical practice, secure record-keeping, appropriate professional boundaries, and lawful handling of client information.

Clariflow is designed to separate sensitive client material from routine practice operations. Sensitive session notes and client files are intended to remain in the user's Local Vault on the practitioner's own device or selected local storage location.

Non-sensitive operational information, such as appointments, billing summaries, account details, and practice workflow data, may be stored online to support the functionality of the service.

Practitioners using Clariflow are responsible for protecting their own devices, browsers, local folders, backups, passwords, shared computers, and any third-party storage locations they choose to use with Clariflow.

Practitioners using Clariflow are also responsible for complying with all laws, regulations, client consent requirements, confidentiality obligations, retention rules, deletion rules, and professional obligations that apply to their work.

8. Subscriptions and Payments

Clariflow is offered on a subscription basis. Plan details, pricing, and active client limits are shown on the Pricing page. We may update pricing or plan details from time to time, but changes will not affect an active paid period unless required by law or clearly communicated.

Payments are processed by Paddle, our payment provider and Merchant of Record. Paddle may process payments, taxes, invoices, renewals, subscription management, and related payment support for Clariflow subscriptions.

You are responsible for keeping your billing information accurate and for ensuring that payment can be completed when subscription fees are due.

9. Refunds and Cancellations

Refunds and cancellations are handled in accordance with our Refund Policy and any applicable Paddle buyer terms or legal requirements. You may cancel your subscription according to the subscription management options made available through the service or payment provider.

Cancelling a subscription may prevent future renewals but does not automatically create a refund for amounts already paid.

10. Availability and Changes

We aim to keep Clariflow available and useful, but we do not guarantee that the service will be uninterrupted, error-free, or available at all times. We may improve, modify, suspend, or discontinue parts of the service as needed.

11. No Warranties

Clariflow is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we disclaim warranties of merchantability, fitness for a particular purpose, non-infringement, uninterrupted availability, and error-free operation.

We do not warrant that Clariflow will satisfy every legal, regulatory, ethical, clinical, professional, or data protection requirement that may apply to your practice, profession, location, or clients.

12. Limitation of Liability

To the fullest extent permitted by law, Clariflow and its operators will not be liable for indirect, incidental, consequential, special, exemplary, or punitive damages, or for loss of profits, data, goodwill, business opportunities, professional outcomes, client outcomes, regulatory outcomes, or practice outcomes arising from your use of the service.

13. Professional and Client Outcomes

Clariflow helps users organize information and workflow. We do not guarantee any coaching, therapy, clinical, business, client, emotional, behavioral, financial, regulatory, ethical, or professional outcome from use of the service.

14. Termination

We may suspend or terminate access to Clariflow if you violate these Terms, misuse the service, fail to pay applicable fees, or create risk for the service, other users, clients, or our payment provider.

15. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we may update the date above or provide notice through the website or service. Continued use of Clariflow after changes means you accept the updated Terms.

16. Contact

For questions about these Terms, contact us at support@clariflowapp.com.