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.

An account may also give look-only access. A person with look-only access can open the account's Studios, Workspaces, and Boards they are given at the Previewer role and look at them, without drilling into records, exporting, or commenting. Look-only access is not a seat held by that person: each person with look-only access uses one quarter (1/4) of a seat of the account's licensed seat capacity. Look-only access has no separate price; the account's seats are charged as described in Section 11, which also describes how look-only access is counted and when it is used.

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 a paid subscription is charged at that same rate; a paid subscription includes no free seats and no volume discount. A seat is a license for one person 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. Look-only access, described below, is not a seat and is not the sharing of a seat: it is counted against the account's licensed seats at one quarter (1/4) of a seat for each person who holds it. Seats added during a billing period are charged immediately, on a prorated basis for the remainder of that period, on monthly and annual plans alike; a seat is added only if that charge succeeds. For an invoiced account (see Invoiced accounts below), an added seat takes effect immediately and the prorated amount is invoiced instead.

Invited and self-funded people.Each person who uses the platform holds no more than one seat, funded by exactly one account, regardless of how many accounts' Studios, Workspaces, or Boards they work in. Sending an invitation never creates a charge on any account; charges arise only from the seats a paid subscription licenses. Unless the invitation is self-funded, a seat is used only when the invited person accepts and does not already hold a seat, and it comes from the account that owns the Studio, Workspace, or Board to which the person is invited, not from the inviting person's own seat. If that account has a licensed seat available (counting look-only access, as described below), the person is assigned it. If no licensed seat is available, the person receives temporary access for up to fourteen (14) days while the Account Owner decides whether to fund a seat; temporary access is provided no more than once per person for each account. The Account Owner may fund a seat, by assigning an available seat or by adding seats to the subscription, which are charged as described under Plans and seats above; or may decline, which pauses that person's access. If the Account Owner does not decide within that period, the person's access is paused, and the Account Owner may still fund a seat afterwards. Except as described under Look-only access below, a self-funded invitation grants access only; the invited person supplies their own seat, either one they already hold or one from a subscription they start. Reducing licensed seats below the number of people the account currently funds is not permitted. See How Seats and Access Work for a plain-language guide.

Look-only access.An account may give look-only access using its licensed seats, including seats under a complimentary seat allowance. Each person who holds look-only access on an account uses one quarter (1/4) of a seat of that account's licensed seat capacity. The seats an account uses are the number of people whose seats it funds, plus one quarter (1/4) of a seat for each person who holds look-only access on it, rounded up to a whole number of seats. An account has a licensed seat available for a person only if, with that person seated, the seats it uses would not exceed its licensed seats; if that person already holds look-only access on the account, the quarter (1/4) of a seat their look-only access uses counts toward their seat, because being seated there ends their look-only access. An account has room for a person's look-only access if, with that access counted, the seats it uses would not exceed its licensed seats. For example, an account licensed for three (3) seats that funds two (2) people's seats and gives look-only access to three (3) people uses all three (3) seats: it has room for one (1) more person's look-only access, but no licensed seat is available. Look-only access works only in that account's Studios, Workspaces, and Boards, and only at the Previewer role. When a person who holds no seat (a seat whose funding account has stopped paying still counts as a seat) accepts an invitation, whether funded by the account or self-funded, that gives the Previewer role in every place it grants, and that person is neither the Account Owner nor an Account Admin of the account, they receive look-only access, rather than a seat, if the account has room for it. If it has none, a person accepting an invitation funded by the account receives temporary access for up to fourteen (14) days while the Account Owner decides whether to fund a seat, subject to the once-per-person limit described under Invited and self-funded people above; a self-funded invitation grants access only. A person who already holds look-only access on the account can be given more places there without using more of its seats, even when it has no room. A person who holds a seat, funded by any account, is not counted for look-only access on any account.

When an account seats a person, their look-only access on that account ends, and it also ends when they no longer hold any role on that account. A role above Previewer given to a person with look-only access works at the Previewer level until they hold a seat, or temporary access while a seat is decided. If the seats an account uses exceed its licensed seats (for example, after its licensed seats fall, or because look-only access given before this counting began is now counted), everyone whose seat it funds or who holds look-only access on it keeps their access, but no one else can be seated by the account until a licensed seat is available, or given look-only access on it until it has room, as described above, except that the Account Owner can always return to a seat on their own account. This does not by itself change any charge or add any seat; seats are added only at the Account Owner's direction, as described in this Section. Subject to the conditions shown in Adaptive Flow Studio, including that the account has room for their look-only access once their seat ends, the Account Owner may switch a person who holds a seat the account funds, and who holds only Previewer roles, all in the account's places, to look-only access; their seat ends, their roles stay, and they use one quarter (1/4) of a seat in place of a whole seat. Switching does not change the number of licensed seats or any charge; the Account Owner changes the seat count as described under Plans and seats above.

Complimentary, gifted, and internal access.Adaptive Flow Health may, under a program or agreement and at its sole discretion, grant an account complimentary access with a stated seat allowance and, optionally, an end date; provide a seat to an individual person at no charge, optionally with an end date; or designate an account as internal to Adaptive Flow Health. Such access carries no subscription fee for as long as it stands, and seats beyond the stated allowance may be added only by Adaptive Flow Health, at the Account Owner's request. Adaptive Flow Health may end such access at any time with notice to the Account Owner (or, for a seat provided to an individual, to that person). How the end of such access affects billing depends on which of the following cases applies to the account; the Account page in Adaptive Flow Studio shows whether the account holds a subscription:

• An account with no subscription. When the access ends, is withdrawn, or is replaced, access for the people it funds, and for everyone who holds look-only access on it, is paused until a new grant is made or the Account Owner starts a subscription. Customer Data and permissions are retained under Sections 8 and 12. No fee is charged, and no subscription, trial, or payment authorization begins unless the Account Owner explicitly completes checkout.
• An account that already holds a subscription, whether in its free trial or paid. The subscription, its payment authorization, its seat count, and any founder rate are retained. For the duration of the complimentary access its fees are reduced to zero by a discount applied to the subscription. A free trial still ends on its scheduled date and converts as described above, at zero while the discount stands. When the complimentary access ends or is withdrawn, the discount is removed and the subscription fee resumes from the next billing date at the rate then applicable to the subscription, under the existing authorization; no fee is charged for any period during which the discount stood, and no back-charge is made. If the subscription had been cancelled before the complimentary access ended, nothing resumes.

A seat provided to an individual person at no charge does not by itself grant access to any Studio, Workspace, or Board; when it ends, that person's access is paused until an account sponsors their seat or they start a subscription of their own, and nothing is charged to anyone.

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. A founder rate is a per-seat rate. How an account's seats are counted, including the one quarter (1/4) of a seat that each person with look-only access uses, is described in this Section and is not part of the rate.

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 immediately, on a prorated basis for the remainder of that term, as described under Plans and seats above. 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 (or, for an invoiced account, on the invoice) 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.

Invoiced accounts.By agreement, Adaptive Flow Health may set up an account to pay by invoice instead of by card, at the per-seat price, billing interval, and billing start date stated in that agreement. Invoices are issued through Adaptive Flow Health's payment processor to the billing contact named for the account and are due thirty (30) days after the invoice date unless the agreement states otherwise. An invoice may be paid by card through the link on the invoice, or by check, cash, or bank transfer to Adaptive Flow Health using the details on the invoice. Invoiced subscriptions renew automatically as described under Automatic renewal, and each renewal is invoiced rather than charged to a payment method. Seats added during a billing period take effect immediately, and the prorated amount for the remainder of that period is invoiced. A change between monthly and annual billing takes effect at the next renewal. While an invoice is past due, no seats may be added to the account; access for the people the account already funds is not paused because an invoice is unpaid. This does not limit Adaptive Flow Health's other remedies for non-payment under the agreement. An invoiced account is managed with Adaptive Flow Health rather than through the self-service billing portal, and may be cancelled as described in Section 12 by notice to Adaptive Flow Health.

Failed payments. For an account that pays by card, 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. An invoiced account cancels by notice to Adaptive Flow Health, as described in Section 11.

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, subject to the export window described below.

Data return after termination.For thirty (30) days after a subscription is cancelled or terminated, Adaptive Flow Health will, at the account owner's written request from the email address on the account, export the account's customer data (datasets as CSV files; charts and diagrams as images) and deliver it securely. While the subscription is active, users can export their data themselves using the export features described in Section 10.

Deletion.After that thirty (30) day window — or earlier, if the account owner requests deletion in writing from the email address on the account — Adaptive Flow Health will delete the account's customer data from the production database within thirty (30) days. Copies of that data in database backups are not deleted individually; they expire as backups age out under the backup retention period, which is thirty-five (35) days. Adaptive Flow Health may retain transaction records, billing history, and other records it is required to keep by law.

Change of control. The rights described in this section survive any acquisition, merger, or other change of control of Adaptive Flow Health and bind any successor to the service.

Discontinuation of the service.If Adaptive Flow Health discontinues Adaptive Flow Studio, it will give customers at least ninety (90) days' notice before the service is shut down, and customer data will remain available for export throughout that notice period.

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.

A suspension applies to every person whose seat the account funds and to every person who holds look-only access on it, regardless of the account's billing treatment, including complimentary and internal accounts. Suspension pauses access only: seats, permissions, and Customer Data are retained, and access resumes when the suspension is lifted. Suspension is recorded with its reason and is reviewable by Adaptive Flow Health's authorized staff.

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: