Terms of Service

Adaptive Flow Studio is an operational learning and action platform designed to help users structure data, charts, learning logs, driver diagrams, dashboards, and operational improvement work.

Adaptive Flow Studio is not a clinical decision support tool, electronic medical record, patient care system, medical device, billing system, utilization management system, or substitute for professional judgment.

Users are responsible for how they interpret, validate, apply, and communicate insights generated through the platform.

Adaptive Flow Studio is a single subscription product, licensed by the seat. A subscription may be purchased for as few as one seat, and every seat is charged at the same rate regardless of how many seats an account holds. There is no separate individual plan and no separate team plan, and there is no minimum team size.

A subscription includes both personal workspaces and shared organizational workspaces, together with user roles, workspace administration, and account management. These are areas of the platform, not separate plans, and access to them is not priced separately.

Separately from the standard subscription:

• Organizational licenses: Arrangements made directly with Adaptive Flow Health, including multi-team rollouts, purchase order and invoice billing, consulting engagements, and any use requiring a Business Associate Agreement or other negotiated agreement. Organizational licenses are governed by these Terms together with the applicable order form or agreement, which controls in the event of a conflict.

Plan features, limits, pricing, storage, export rights, upload limits, dashboard limits, user roles, and beta access may vary by plan and may change over time. Certain features may be restricted, gated, modified, removed, or made available only to specific plans.

Shared workspaces allow authorized workspace administrators to invite users, assign roles, manage access, and oversee shared work. Workspace administrators are responsible for managing authorized users, removing users who no longer require access, assigning appropriate roles, ensuring that users comply with internal policies, monitoring what information is uploaded, pasted, saved, shared, exported, or connected, and ensuring that the organization has appropriate legal, privacy, compliance, security, procurement, and data governance approvals before using shared workspaces with organizational data.

Adaptive Flow Health is not responsible for internal user management decisions made by a workspace administrator or customer organization.

Users and customer organizations are solely responsible for the data they upload, paste, import, save, connect, analyze, transform, display, share, or export through Adaptive Flow Studio.

You represent and warrant that you have all rights, permissions, consents, approvals, and authority necessary to use the data you submit to the platform.

You are responsible for ensuring that your use of Adaptive Flow Studio complies with applicable laws, regulations, institutional policies, employer policies, contractual obligations, data use agreements, and privacy requirements. You should not upload, paste, save, connect, or process data that you are not authorized to use.

Adaptive Flow Studio is not intended to receive, store, process, or transmit Protected Health Information unless Adaptive Flow Health has approved the relevant workspace and entered into a separate written Business Associate Agreement with the appropriate covered entity or business associate, with appropriate safeguards in place.

This restriction applies to every Adaptive Flow Studio account, plan, studio, and workspace, however named, and to every user of them. No account tier, plan, or workspace type is excepted from it. Unless Adaptive Flow Health has expressly approved the specific workspace for Protected Health Information in writing and a valid, signed Business Associate Agreement is in place, you must not upload, paste, save, process, connect, or transmit Protected Health Information through Adaptive Flow Studio.

De-identified, synthetic, aggregate, operational, financial, staffing, capacity, or performance data may still be subject to legal, contractual, employer, institutional, or confidentiality restrictions. Users are responsible for determining whether data is appropriate for use in Adaptive Flow Studio.

Adaptive Flow Health may suspend, restrict, or terminate access if it reasonably believes the platform is being used in a way that creates unacceptable privacy, security, legal, regulatory, or compliance risk.

Certain plans may support database connections, SQL connections, data connectors, or other integrations. Database connections may be limited to controlled beta users, approved customers, or customers with additional written agreements.

Users may not connect Adaptive Flow Studio to production databases, clinical systems, electronic health records, claims systems, data warehouses, or other sensitive systems unless they are authorized to do so and have obtained all necessary organizational approvals. Adaptive Flow Health may require additional review, security documentation, technical configuration, contractual terms, or a Business Associate Agreement before enabling database connections.

You may not use Adaptive Flow Studio to:

• Violate laws, regulations, contracts, data use agreements, or institutional policies
• Upload or process data you do not have permission to use
• Attempt to identify individuals from de-identified or aggregate data
• Upload malware, malicious code, or harmful files
• Reverse engineer, scrape, copy, resell, or misuse the platform
• Interfere with platform security, performance, access controls, or availability
• Share login credentials
• Bypass plan limits, storage limits, export limits, role restrictions, or technical controls
• Use the platform to make direct clinical decisions without independent professional review and validation
• Use the platform in a way that could harm patients, users, organizations, systems, or third parties

You retain ownership of the data, content, charts, dashboards, diagrams, notes, workspaces, exports, and materials you create or upload. You grant Adaptive Flow Health a limited license to host, process, display, transmit, store, back up, and otherwise use your content solely as necessary to provide, maintain, secure, support, and improve the platform.

Adaptive Flow Health does not claim ownership of your customer data. Adaptive Flow Health may use aggregated, anonymized, or de-identified usage information to improve the platform, monitor performance, develop features, understand adoption, and support business operations, provided such information does not identify a specific customer, user, patient, or individual.

Adaptive Flow Studio may offer beta, preview, experimental, or early access features. Beta features may be incomplete, unstable, modified, removed, limited, or discontinued at any time. Beta features should not be used for critical operational, legal, compliance, financial, or clinical decisions without independent validation. Access to beta features may be limited to specific plans, selected users, or approved customers.

Certain plans may allow users to export charts, dashboards, images, files, summaries, or other materials. Users are responsible for reviewing exports before use, publication, presentation, distribution, or decision making. Users are responsible for removing sensitive, confidential, protected, proprietary, or restricted information from exports before sharing them. Adaptive Flow Health is not responsible for how users use exported materials outside the platform.

Plans and seats. Adaptive Flow Studio is licensed by the seat, from one seat upward, at the per-seat rate disclosed at checkout. Every seat on an account is charged at that same rate; there is no included-seat allowance and no volume discount. A seat is a license to use the platform; you may reassign a seat between people, but a single seat may not be shared for simultaneous use by multiple individuals. Seats added during a billing period are charged as described under Annual plans below, or from the next monthly billing date for monthly plans.

Free trial. Paid plans begin with a free trial of the length disclosed at checkout. A valid payment method is required to start a trial. No charge is made during the trial period. Unless you cancel before the trial ends, your subscription will automatically convert to a paid subscription and the payment method on file will be charged the subscription fee then disclosed. You may cancel at any time before the trial ends at no cost, using the billing portal described in Section 12.

Automatic renewal. Subscriptions renew automatically for successive terms — monthly for monthly plans, annually for annual plans — at the rate then applicable to your subscription, and will continue to renew until you cancel. The subscription fee, billing frequency, renewal date, and cancellation method are disclosed before you complete a purchase, and are confirmed to you by email after purchase. You authorize Adaptive Flow Health and its payment processor to charge the payment method on file for subscription fees, seat fees, applicable taxes, and other charges disclosed to you.

Renewal reminders for annual plans. For any subscription with a term of one year or longer, Adaptive Flow Health will send a reminder to the email address on the account between fifteen (15) and forty-five (45) days before the renewal date. The reminder will state that the subscription is about to renew automatically, the renewal date, the amount and frequency of the charge, and how to cancel. Monthly subscriptions renew each month as described above and are confirmed by a receipt for each charge.

Founder pricing. Subscriptions purchased at a founder rate keep that rate for as long as the subscription remains continuously active, including across automatic renewals and across changes in the number of seats. Founder rates are tied to the account rather than to any particular workspace or feature set, and are not affected by changes in how the account uses the platform. If a subscription is cancelled and later restarted, the rate in effect at the time of restart applies; the earlier rate does not return.

Price changes.Adaptive Flow Health may change its published prices at any time. A price change does not affect an active subscription holding a founder rate. For any other subscription, Adaptive Flow Health will give at least thirty (30) days' notice before a price change takes effect on renewal, and you may cancel before that renewal if you do not agree to the new price.

Annual plans. Annual subscriptions are paid in advance for the full term. Seats added during an annual term are charged on a prorated basis for the remainder of that term. Seats removed during a term reduce charges at the next renewal and do not generate a refund for the current term.

Taxes.Prices are exclusive of taxes. Applicable sales, use, VAT, or similar taxes are calculated at checkout based on your billing location and added to your charges. You are responsible for any taxes other than taxes on Adaptive Flow Health's income.

Failed payments. You are responsible for maintaining a valid payment method. If a payment fails, Adaptive Flow Health or its payment processor will attempt to collect payment over a period of approximately fourteen (14) days and will notify you at the email address on the account. If payment has not succeeded by the end of that period, access to paid features may be suspended, limited, downgraded, or terminated.

Account owner. Every paid account has an account owner, identified when the subscription is created: the individual who completes the purchase. The account owner holds authority over billing, seat changes, cancellation, data retention, and deletion decisions for the account. Account ownership may be transferred by contacting Adaptive Flow Health from the email address on the account.

How to cancel. You may cancel at any time, without contacting support, from the billing portal linked in your account settings — the same online method by which you subscribed. Cancelling stops future renewals. Unless stated otherwise, access continues through the end of the period you have already paid for, and the subscription then ends.

Refunds. Except where a refund is required by applicable law, subscription fees are non-refundable and Adaptive Flow Health does not provide refunds or credits for partial billing periods, unused seats, or unused portions of an annual term. Nothing in this section limits any right you have to cancel a free trial before it converts, as described in Section 11.

Effect of cancellation. Cancellation, downgrade, suspension, or termination may affect access to features, saved data, team workspaces, exports, storage, dashboards, upload limits, or other plan-based capabilities. Where a subscription ends, access for all seats on that account ends.

Data after cancellation. Adaptive Flow Health intends to retain account data for approximately thirty (30) days following cancellation so that the account owner may export it or restart the subscription, after which the data may be deleted. Adaptive Flow Health is not required to maintain access indefinitely. The account owner is responsible for retrieving any data the organization needs before that period ends.

Adaptive Flow Health may modify, update, suspend, limit, replace, or discontinue features, plans, workflows, storage limits, upload limits, exports, integrations, or other parts of the platform. Adaptive Flow Health will make reasonable efforts to maintain platform availability but does not guarantee uninterrupted or error-free service. The platform may be unavailable due to maintenance, updates, outages, third-party service issues, security events, or circumstances outside Adaptive Flow Health's control.

Adaptive Flow Health uses reasonable administrative, technical, and organizational safeguards designed to protect the platform. No system can be guaranteed to be completely secure. Users are responsible for protecting their login credentials, managing authorized access, using appropriate devices and networks, and promptly notifying Adaptive Flow Health of suspected unauthorized access or security concerns.

Adaptive Flow Studio may rely on third-party hosting, authentication, payment, storage, analytics, communication, infrastructure, or integration providers. Adaptive Flow Health is not responsible for third-party services outside its reasonable control. Use of third-party services may also be subject to the terms and policies of those providers.

Users may access non-public features, pricing, product information, documentation, beta functionality, technical information, business information, or other confidential information. Users agree not to disclose Adaptive Flow Health confidential information except as authorized. Adaptive Flow Health agrees to use reasonable care to protect customer confidential information in accordance with these Terms and any applicable written agreement.

Adaptive Flow Health owns all rights, title, and interest in Adaptive Flow Studio, including software, design, workflows, methods, templates, branding, documentation, user interface, product concepts, and related intellectual property. These Terms do not grant users ownership of Adaptive Flow Studio or any Adaptive Flow Health intellectual property. Users may not copy, modify, distribute, resell, sublicense, reverse engineer, or create derivative works from Adaptive Flow Studio except as expressly permitted.

If you provide ideas, suggestions, comments, feature requests, or other feedback, Adaptive Flow Health may use that feedback without restriction or obligation to compensate you.

Adaptive Flow Studio is provided on an “as is” and “as available” basis. Adaptive Flow Health disclaims warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, availability, and error-free operation to the maximum extent permitted by law.

Adaptive Flow Health does not guarantee that any chart, dashboard, analysis, recommendation, calculation, visualization, export, or insight will be accurate, complete, reliable, compliant, or appropriate for a particular use. Users are responsible for validating data, calculations, charts, interpretations, and decisions.

To the maximum extent permitted by law, Adaptive Flow Health will not be liable for indirect, incidental, consequential, special, punitive, exemplary, or lost profit damages, including damages related to data loss, business interruption, operational decisions, clinical decisions, regulatory issues, or unauthorized data use.

To the maximum extent permitted by law, Adaptive Flow Health's total liability arising out of or related to the platform or these Terms will not exceed the amount paid by the customer to Adaptive Flow Health for the applicable service during the twelve months before the event giving rise to the claim, or one hundred dollars if no amount was paid.

You agree to indemnify, defend, and hold harmless Adaptive Flow Health, its owners, officers, employees, contractors, advisors, and affiliates from claims, losses, liabilities, damages, costs, and expenses arising from your use of Adaptive Flow Studio, your data or content, your violation of these Terms, your violation of laws, regulations, contracts, policies, or third-party rights, your unauthorized use of sensitive, confidential, protected, regulated, or restricted data, or your organization's user management, role assignment, data sharing, or compliance decisions.

Adaptive Flow Health may suspend, restrict, downgrade, or terminate access if you violate these Terms; payment is overdue; use creates security, privacy, legal, regulatory, operational, or compliance risk; use threatens platform integrity, availability, security, or other users; or Adaptive Flow Health is required to do so by law, contract, or third-party provider requirement.

These Terms are governed by the laws of the State of California, without regard to conflict of law principles. Venue and dispute resolution terms may be added in a separate agreement, order form, or updated version of these Terms.

Adaptive Flow Health may update these Terms from time to time. Material changes will be posted on the website or communicated through reasonable means. Continued use of Adaptive Flow Studio after updated Terms become effective means you accept the updated Terms.

Questions about these Terms may be directed to: