Terms of Service

Effective date: June 7, 2026

These Terms of Service (“Terms”) are an agreement between you and Theraflow LLC (“Theraflow,” “we,” “us”) governing your use of the Theraflow practice-management platform at theraflow.llc (the “Service”). By creating an account or using the Service, you agree to these Terms and to our Privacy Policy.

1. Who may use the Service

The Service is intended for licensed therapists, counselors, and other mental-health professionals operating a practice, and for their administrative use. You must be at least 18 years old and able to form a binding contract. You are responsible for ensuring that your use of the Service complies with the laws and professional rules that apply to your practice.

2. Your account

Keep your sign-in credentials confidential — you are responsible for activity under your account. Provide accurate information and keep it current. Notify us promptly at the contact address below if you suspect unauthorized access.

3. Subscription, trial, and billing

• Plans. The Service costs $29.99 per month, or $249 per year. Both plans include all features. Prices may change with at least 30 days’ notice; changes apply at your next renewal.
• Free trial. New accounts receive a 14-day free trial. A payment card is required to start the trial, but you are not charged until the trial ends. Cancel before the trial ends and you pay nothing.
• Auto-renewal. Subscriptions renew automatically (monthly or yearly) until cancelled.
• Cancellation. Cancel any time from Billing → Manage billing. You keep access until the end of the period you have paid for. Fees already paid are non-refundable except where required by law.
• Payment processing. Subscription payments are processed by Stripe.

4. Client payments (Stripe Connect)

If you choose to collect payments from your clients through the Service, payments are processed on your own connected Stripe account under the Stripe Connected Account Agreement. You are the merchant of record for charges to your clients: you set your fees, you are responsible for refunds, disputes, and chargebacks, and Stripe’s processing fees are deducted from your charges. Theraflow takes no percentage of your client payments. Payout timing is governed by Stripe, including a short initial holding period for new accounts.

5. Client records, HIPAA, and your responsibilities

• Your data is yours. You retain all rights to the records you store in the Service. You grant us only the limited license needed to host, process, back up, and display that data to operate the Service.
• Business Associate Agreement. Use of the Service to store protected health information (PHI) is governed by the Business Associate Agreement (BAA) you accept in-app, which is incorporated into these Terms.
• Your professional obligations. You remain the covered entity. You are responsible for your own HIPAA compliance — including obtaining client consents, responding to client rights requests, record-retention rules that apply to your license, and ensuring any telehealth platform you connect (for example, your own Doxy.me room) meets your obligations.
• Accuracy. Clinical content you enter (notes, assessments, treatment plans) is your professional work product; Theraflow stores and scores standardized instruments but does not provide clinical judgment.

6. Not a healthcare provider; no emergency use

Theraflow is practice-management software. We are not a healthcare provider, we do not provide medical or clinical advice, and the Service is not designed for emergencies. Clients in crisis should contact 911 or an appropriate crisis line, not the Service.

7. Acceptable use

You agree not to:

• Use the Service unlawfully, or store data you have no right to store;
• Attempt to access another practice’s data, probe or circumvent security, or overload the Service;
• Resell the Service, scrape it, or reverse-engineer it except where law permits;
• Use the Service to send spam or unlawful communications to clients.

We may suspend or terminate accounts that violate these Terms, with notice where practicable.

8. Availability and support

We work to keep the Service reliable and secure, but it is provided without a guarantee of uninterrupted availability — maintenance, updates, and events beyond our control can cause downtime. Support is provided by email at the address below.

9. Intellectual property

The Service, including its software, design, and content (excluding your data), belongs to Theraflow LLC and its licensors. These Terms do not grant you any rights to our trademarks or code beyond using the Service as intended.

10. Termination and your data

You may stop using the Service and cancel at any time. We may terminate or suspend the Service for material breach of these Terms or where required by law. You can export your full practice archive from Settings at any time before closing your account; after termination we will, on request and where consistent with the BAA, delete or return your data, except where retention is legally required.

11. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. YOU ARE RESPONSIBLE FOR YOUR CLINICAL AND BUSINESS DECISIONS.

12. Limitation of liability

TO THE FULLEST EXTENT PERMITTED BY LAW, THERAFLOW WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA. OUR TOTAL LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE IS LIMITED TO THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM. THESE LIMITS DO NOT APPLY WHERE PROHIBITED BY LAW.

13. Indemnification

You will defend and hold Theraflow harmless from third-party claims arising out of your violation of these Terms, your violation of law or professional obligations, or disputes between you and your clients (including payment disputes), except to the extent caused by our breach of these Terms or the BAA.

14. Governing law

These Terms are governed by the laws of the State of New Jersey, without regard to conflict-of-law rules. Courts located in New Jersey have exclusive jurisdiction over disputes arising from these Terms, and each party consents to their jurisdiction.

15. Changes to these Terms

We may update these Terms from time to time. For material changes we will update the effective date and notify account holders by email or in-app notice at least 14 days before the changes take effect. Continued use after that date constitutes acceptance.

16. Contact

Theraflow LLC · support@theraflow.llc. Please do not include any client/patient information in your message.