CareFlow Technologies
Effective Date: August 7, 2026Last Updated: August 7, 2026

CareFlow Technologies — Terms of Service

Effective Date: August 7, 2026 Last Updated: August 7, 2026

1. Agreement to Terms

These Terms of Service ("Terms") govern your access to and use of the CareFlow Training platform, including the web application at app.careflowtraining.com and any related services (collectively, the "Service"), operated by CareFlow Technologies ("CareFlow," "we," "us," or "our").

By purchasing a subscription, creating an account, or using the Service, you agree to these Terms. If you are entering into these Terms on behalf of a home care agency or other organization, you represent that you have authority to bind that organization, and "you" refers to that organization.

If you do not agree to these Terms, do not use the Service.

2. Description of the Service

CareFlow Training is a caregiver training, compliance, and onboarding platform for home care agencies. Depending on the plan and products purchased, the Service may include:

  • Caregiver training modules, assessments, and certificate issuance
  • Compliance record tracking and reporting
  • Applicant hiring and onboarding workflows (CareFlow Plus), including application intake, pre-employment assessment, background authorization collection, offer letters, tax and employment eligibility forms, and orientation scheduling
  • Specialty training add-ons and additional capacity add-ons

The specific features available to you depend on the plan tier and add-ons you purchase. We may add, modify, or discontinue features over time.

3. Accounts and Access

Account creation. Agency accounts are provisioned by CareFlow following purchase and, where applicable, an onboarding call. You are responsible for providing accurate information during setup.

Credentials. You are responsible for maintaining the confidentiality of all account credentials issued to your organization and for all activity that occurs under your accounts. Notify us promptly at support@careflowtraining.com if you believe an account has been compromised.

Authorized users. Your plan includes a defined number of administrator seats and caregiver capacity. You may not share individual login credentials among multiple people. Additional seats and caregiver capacity are available as paid add-ons.

Your users. You are responsible for the conduct of everyone you grant access to your account, including administrators, coordinators, and caregivers.

4. Your Data and Content

Ownership. You retain all rights to the data you and your users submit to the Service, including caregiver records, applicant records, training progress, and uploaded documents ("Your Data").

License to operate. You grant CareFlow a limited, non-exclusive license to host, process, transmit, display, and back up Your Data solely for the purpose of providing and supporting the Service, and as otherwise permitted in our Privacy Policy.

Your responsibilities. You represent and warrant that:

  • You have the legal right and any necessary consents to submit Your Data, including personal information about your employees and applicants
  • Your use of the Service complies with all applicable employment, privacy, and labor laws
  • You will provide any notices to, and obtain any consents from, your caregivers and applicants that applicable law requires

Employment records. The Service is used to collect and store employment documentation, which may include Social Security numbers, Form I-9 documentation, Form W-4 information, and employee health assessments. You are the employer of record for these individuals. Legal obligations that attach to an employer — including federal Form I-9 retention requirements — remain yours. CareFlow is a service provider and does not assume employer obligations.

5. CareFlow Training Content

Training modules, curriculum, assessments, manuals, certificate templates, and related instructional materials provided by CareFlow ("CareFlow Content") are the intellectual property of CareFlow Technologies.

You receive a limited, non-exclusive, non-transferable, revocable license to use CareFlow Content solely to train your own caregivers during your active subscription. You may not:

  • Resell, sublicense, or redistribute CareFlow Content
  • Use CareFlow Content to train caregivers of another agency
  • Reproduce or create derivative works from CareFlow Content except as the Service's normal functionality permits
  • Remove or alter any copyright, trademark, or attribution notices

Certificates issued through the Service reflect training completed on the platform. You remain responsible for determining whether that training satisfies your regulatory obligations in your jurisdiction.

6. Acceptable Use

You may not, and may not permit anyone to:

  • Use the Service for any unlawful purpose or in violation of any regulation applicable to your agency
  • Falsify training records, completion dates, assessment results, or certificates
  • Complete training modules or assessments on behalf of another person
  • Attempt to gain unauthorized access to any part of the Service, other accounts, or the underlying infrastructure
  • Probe, scan, or test the vulnerability of the Service without our prior written consent
  • Upload malicious code, or interfere with the operation or performance of the Service
  • Scrape, harvest, or extract data through automated means except through functionality we provide
  • Use the Service to store data unrelated to caregiver training, compliance, or onboarding

Falsifying compliance records is a serious violation. We may suspend or terminate accounts for it without refund.

7. Fees and Payment

Pricing. Subscription fees, one-time implementation fees, and add-on pricing are as published at the time of purchase. Fees are stated in U.S. dollars.

Implementation fee. A one-time implementation fee is charged at the start of your engagement and covers setup, configuration, and onboarding. This fee is non-refundable once implementation work has begun.

Subscription billing. Monthly subscription fees are billed in advance on a recurring basis to the payment method on file. Your billing date is set by your initial purchase date.

Add-ons. Add-on subscriptions are billed on the same cycle as your primary subscription.

Failed payments. If a payment fails, we may retry the charge and will attempt to notify you. We may suspend access to the Service if payment remains unresolved. Suspension does not relieve you of accrued fees.

Price changes. We may change pricing with at least thirty (30) days' written notice to the email address on your account. Changes take effect at your next billing cycle after the notice period. Your continued use after that constitutes acceptance. If you do not accept a price change, you may cancel under Section 8.

Taxes. Fees are exclusive of applicable taxes. You are responsible for any sales, use, or similar taxes assessed on your purchase.

8. Cancellation and Term

Cancellation, refunds, and data retention after cancellation are governed by our Refund and Cancellation Policy, which is incorporated into these Terms by reference. In summary:

  • You may cancel at any time. There is no minimum commitment.
  • Cancellation takes effect at the end of your current paid billing period. You retain access through that date.
  • Fees already paid, including implementation fees, are not refunded.
  • You have a defined window after cancellation to export Your Data before it is deleted.

See the Refund and Cancellation Policy for full detail.

9. Suspension and Termination by CareFlow

We may suspend or terminate your access to the Service if:

  • You materially breach these Terms
  • Payment remains unresolved after reasonable notice
  • We reasonably believe your use poses a security risk or a risk of harm to others
  • We are required to do so by law

Where practical and lawful, we will provide notice and an opportunity to cure. For termination due to your breach, the data export window described in the Refund and Cancellation Policy may be shortened or withheld at our discretion, except where retention is required by law.

We may discontinue the Service entirely with at least ninety (90) days' notice, in which case we will refund any prepaid, unused subscription fees and provide a data export window.

10. Service Availability

We aim to keep the Service available and reliable, but we do not guarantee uninterrupted access. The Service may be unavailable during scheduled maintenance, or as a result of factors outside our control including third-party infrastructure failures, network outages, or events of force majeure.

We do not currently offer a contractual uptime guarantee or service credit program. Any such commitment would be set out in a separate written agreement.

11. Third-Party Services

The Service depends on third-party providers, including payment processing, email delivery, cloud hosting, and database infrastructure. Your use of the Service involves the transmission and storage of data by these providers. We select providers with reasonable care but are not responsible for their acts or omissions beyond our own obligations under these Terms.

Payment card information is processed by our payment processor. CareFlow does not store full payment card numbers.

12. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. TO THE MAXIMUM EXTENT PERMITTED BY LAW, CAREFLOW DISCLAIMS ALL WARRANTIES, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

No legal or compliance advice. CareFlow Training is a software tool. It is not legal advice, regulatory advice, or a guarantee of compliance. Training requirements, documentation requirements, and survey standards vary by state, payer, and program, and they change. You are solely responsible for determining what your agency is required to do and for verifying that your use of the Service satisfies those requirements. CareFlow Content is designed to support common home care training requirements but is not certified or approved by any regulatory body unless expressly stated.

No employment law advice. Forms and workflows provided through CareFlow Plus, including Form I-9 and Form W-4 handling, are tools to help you collect and organize information. They are not a substitute for legal counsel on employment eligibility verification, wage and hour law, background screening law, or hiring practices.

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CAREFLOW AND ITS OFFICERS, MEMBERS, EMPLOYEES, AND AGENTS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST REVENUE, LOST DATA, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE, WHETHER IN CONTRACT, TORT, OR OTHERWISE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

CAREFLOW'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE TOTAL AMOUNT YOU PAID TO CAREFLOW IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

Some jurisdictions do not allow certain limitations, so parts of this section may not apply to you.

14. Indemnification

You agree to indemnify, defend, and hold harmless CareFlow and its officers, members, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising out of or related to:

  • Your Data, including any claim that it infringes rights or was collected without required consent
  • Your violation of these Terms
  • Your violation of any law or regulation, including employment, privacy, and health care regulations
  • Any employment decision you make, including hiring, screening, or termination decisions informed by the Service
  • Any regulatory finding, citation, or penalty assessed against your agency

15. Confidentiality

Each party may receive confidential information from the other. Each party agrees to protect the other's confidential information with at least the same care it uses for its own, and not to disclose it except to employees and contractors who need it and are bound by similar obligations, or as required by law.

Your Data is your confidential information. CareFlow's non-public product, pricing, and technical information is our confidential information.

16. Changes to These Terms

We may update these Terms. For material changes, we will provide at least thirty (30) days' notice to the email address on your account, and update the "Last Updated" date above. Your continued use of the Service after the effective date constitutes acceptance. If you do not accept, you may cancel under Section 8.

17. Governing Law and Disputes

These Terms are governed by the laws of the State of South Carolina, without regard to conflict of law principles.

Any dispute arising out of or relating to these Terms or the Service will be brought exclusively in the state or federal courts located in Richland County, South Carolina, and both parties consent to the jurisdiction of those courts.

Before filing any claim, the parties agree to attempt in good faith to resolve the dispute informally by contacting the other party in writing and allowing thirty (30) days for resolution.

18. General

Entire agreement. These Terms, together with the Privacy Policy and the Refund and Cancellation Policy, constitute the entire agreement between you and CareFlow regarding the Service, and supersede prior agreements on the subject.

Severability. If any provision is held unenforceable, the remaining provisions remain in effect.

No waiver. Our failure to enforce any provision is not a waiver of it.

Assignment. You may not assign these Terms without our written consent. We may assign them in connection with a merger, acquisition, or sale of assets.

Independent contractors. Nothing here creates a partnership, joint venture, employment, or agency relationship between the parties.

Notices. Notices to you will be sent to the email address on your account. Notices to CareFlow should be sent to support@careflowtraining.com.

19. Contact

CareFlow Technologies Email: support@careflowtraining.com Web: app.careflowtraining.com

CareFlow Technologies