Privacy Policy

CareFlow
Last updated: September 18, 2026

This Privacy Policy explains how CareFlow ("we", "us", or "our") collects, uses, stores, and protects information when you use the CareFlow mobile application, website, and related services (together, the "Service").

1. Information We Collect

Account and profile information

• Email address and password used to create and access your account.
• Name, phone number, role, professional information, and other profile information you choose to provide.
• Information about your clinic, practice, branches, staff members, and account permissions.

Patient and care information

CareFlow is a clinic and practice management platform. Depending on how the Service is used, users may enter or receive information including:

• Patient names, contact details, demographic information, and other identifying information.
• Appointment and visit information, including dates, times, practitioners, locations, appointment types, and status.
• Medical and clinical information, including medical history, symptoms, diagnoses, assessments, treatment plans, physical data, vitals, pain scores, allergies, medications, prescriptions, surgeries, immunizations, and family history.
• Clinical notes, visit reports, evaluations, forms, and other information entered by practitioners or patients.
• Documents, images, laboratory or test information, and other files uploaded to the Service.
• Billing information, invoices, payments, patient wallet balances, packages, and other financial records associated with the use of the Service.

Because CareFlow may be used by healthcare, physiotherapy, wellness, and other care practices, some information stored in the Service may constitute sensitive or health-related personal information.

Voice and audio data

• If you use CareFlow's voice features, audio recordings may be collected when you choose to record a voice note or voice command.
• Voice recordings may be processed to produce transcripts, translations, summaries, structured notes, or other responses requested through the Service.
• Voice recordings and their resulting transcripts may be associated with the relevant patient, appointment, or visit record where applicable.
• We do not use voice recordings for the purpose of identifying individuals by their voice.

AI and automated processing

• CareFlow may use artificial intelligence and automated processing to assist with appointment scheduling, patient-record summaries, note organization, transcription, translation, clinical note formatting, and other features.
• Information submitted to these features may be processed by CareFlow and by third-party AI or infrastructure providers acting on our behalf.
• AI-generated content is provided as an assistance feature and should be reviewed by an appropriately qualified professional before being relied upon for clinical or other professional decisions.

Technical and usage information

• Basic device and usage information, such as device type, operating system, app version, language setting, IP address, and crash or diagnostic information.
• Information about how you interact with the Service, such as feature usage and technical events, where necessary to operate, secure, and improve the Service.

2. How We Use Your Information

We may use information collected through the Service to:

• Provide and operate CareFlow and its features.
• Create and manage user accounts, clinics, branches, staff profiles, and permissions.
• Schedule and manage appointments and patient visits.
• Create, store, organize, and display patient and clinical records.
• Process clinical notes, evaluations, forms, documents, and other information entered by users.
• Provide voice transcription, translation, summarization, and AI-assisted features.
• Generate patient summaries, reports, analytics, invoices, and other requested outputs.
• Process billing, payments, packages, patient balances, and financial records.
• Send appointment reminders, confirmations, notifications, and other communications through supported channels such as email, SMS, and WhatsApp.
• Maintain the security and reliability of the Service.
• Detect, investigate, and prevent fraud, abuse, unauthorized access, and other security issues.
• Fix bugs, troubleshoot technical problems, improve performance, and develop new features.
• Communicate with you about your account, the Service, and important changes to this Privacy Policy.

We do not sell your personal information.

3. How Your Data Is Processed

Information submitted to CareFlow may be processed automatically or manually as necessary to provide the Service.

• Patient and appointment information may be processed to provide scheduling, record management, reporting, billing, and related features.
• Voice recordings may be processed using speech-to-text technologies to generate transcripts and other requested outputs.
• Text and clinical notes may be processed by AI systems to organize, summarize, translate, or structure information.
• AI features may process information from patient records when necessary to provide requested summaries or perform actions authorized by the user.
• Information may be processed by trusted third-party service providers acting on our behalf, including cloud hosting, database, AI, speech-processing, messaging, analytics, and infrastructure providers.

Where third-party providers process information on our behalf, we require them to use the information only as necessary to provide the services for which they have been engaged, subject to applicable agreements and laws.

4. Data Storage and Security

• Your information is stored securely and associated with the appropriate account, clinic, branch, patient, or record.
• CareFlow uses access controls and account permissions to limit access to information based on user roles and permissions.
• Data transmitted between the Service and our servers is protected using encrypted connections where supported.
• We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, alteration, disclosure, loss, or destruction.
• Access to information is limited to authorized personnel, systems, and service providers where access is necessary to operate, maintain, secure, or improve the Service.

Despite these measures, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

5. Data Retention

• We retain account and Service data for as long as necessary to provide CareFlow and maintain the relevant account.
• Patient and clinical records may be retained according to the requirements of the organization using CareFlow and applicable laws and regulations.
• Users may be able to edit or delete information through the features available in the Service, subject to applicable retention requirements.
• If an account is deleted, we will delete or anonymize personal information within a reasonable period, except where information must be retained for legal, regulatory, security, dispute-resolution, or other legitimate purposes.

6. Your Rights

Depending on where you live and the applicable laws, you may have the right to:

• Access a copy of personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal information.
• Object to or request restriction of certain processing.
• Request portability of certain information.
• Withdraw consent where processing is based on consent.

Healthcare professionals, clinics, and other organizations using CareFlow may also have responsibilities concerning the personal information of their patients. In some circumstances, those organizations may be responsible for responding to requests concerning patient records.

To exercise applicable rights or ask questions about how your information is handled, please contact us using the details below.

7. Third-Party Services and Communications

CareFlow may use third-party providers to support the operation of the Service, including providers for:

• Cloud hosting and data storage.
• Authentication and account management.
• Artificial intelligence and language processing.
• Speech-to-text and audio processing.
• Analytics and crash reporting.
• Email, SMS, and WhatsApp communications.
• Other infrastructure and technical services.

When you use communication features such as WhatsApp, SMS, or email reminders, the relevant information may be shared with the provider necessary to deliver the communication. Your use of those third-party services is also subject to their respective terms and privacy policies.

8. Children's Privacy

CareFlow is not directed at children under 13 (or the minimum age required in your country).

However, CareFlow may be used by healthcare or care providers who maintain records relating to patients who are minors. In such cases, the information is collected and processed as part of the provider's use of the Service and in accordance with applicable laws and requirements.

We do not knowingly collect personal information directly from children for independent use of the Service without appropriate authorization.

9. International Transfers

Your information may be stored and processed in countries other than the country in which you live or where your clinic or practice operates.

Where required by applicable law, we use appropriate safeguards for international transfers of personal information.

10. Healthcare Providers and Patient Information

CareFlow provides software tools for clinics, healthcare professionals, physiotherapy practices, wellness practices, and similar organizations. CareFlow is generally used by these organizations to manage information relating to their patients and clients.

Where a clinic, practitioner, or other organization uses CareFlow to process patient information, that organization may determine what information is collected, how it is used, and how long it should be retained. The organization may therefore have additional privacy obligations toward its patients or clients.

CareFlow is a software service and does not itself provide medical diagnosis or treatment. Information or AI-generated content provided through CareFlow should not be treated as a substitute for professional medical judgment.

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make significant changes, we may notify users through the Service, by email, or through another appropriate method.

The "Last updated" date at the top of this Privacy Policy indicates when the policy was most recently revised.

12. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact us at:

Email: [email protected]

Website: careflw.com