Terms of Service

1. Service Description

CaseFlow is an AI-powered surgical practice operations platform ("Service") that provides:

• Automated fax-to-referral processing and document extraction
• Patient referral intake management and triage
• Insurance pre-authorization assistance and tracking
• Practice operations dashboards and analytics
• AI-driven classification and routing of incoming clinical documents

CaseFlow is developed and operated by Polsia, Inc. ("Company," "we," "us," or "our").

2. Eligibility & Account Registration

To use CaseFlow, you must:

• Be a licensed medical practice, healthcare organization, or authorized staff member thereof
• Be at least 18 years of age
• Provide accurate and complete registration information
• Maintain the security of your account credentials

You are responsible for all activity that occurs under your account. Notify us immediately at caseflow@polsia.app if you suspect unauthorized access.

3. Subscription & Pricing

Plan	Price	Includes
CaseFlow Pro	$49/month	Full platform access — fax processing, referral intake, pre-auth tracking, AI classification, analytics dashboard

Billing

• Subscriptions are billed monthly, in advance, via credit card through Stripe.
• Your subscription renews automatically on the same date each month unless cancelled.
• All prices are in USD and exclusive of applicable taxes.

Cancellation

• You may cancel your subscription at any time from your account settings or by emailing caseflow@polsia.app.
• Cancellation takes effect at the end of the current billing period. You retain access through the end of the paid period.
• No partial-month refunds are issued. Annual prepayments (if applicable) are non-refundable after 30 days.

Free Trial

If CaseFlow offers a free trial period, no payment is required until the trial ends. You may cancel before the trial ends at no charge. If you do not cancel, your subscription will automatically convert to a paid plan.

4. HIPAA & Business Associate Agreement

CaseFlow handles Protected Health Information (PHI) on behalf of covered entities under HIPAA. Before any PHI is processed through CaseFlow, both parties must execute a Business Associate Agreement (BAA).

• By activating your CaseFlow subscription and using features that process PHI, you acknowledge and agree to the terms of our standard BAA, available at caseflow-os1n.polsia.app/baa.html.
• If your organization requires a custom BAA, contact us at caseflow@polsia.app.
• It is your responsibility as the covered entity to ensure CaseFlow is used in compliance with HIPAA and applicable state health information laws.

5. Acceptable Use

You agree to use CaseFlow only for lawful purposes and only in connection with the operation of a licensed medical practice. You agree not to:

• Use the Service to process PHI for patients of practices not covered under your subscription
• Attempt to reverse-engineer, decompile, or extract source code from the Service
• Upload malicious code, viruses, or otherwise attempt to disrupt the Service
• Share your account credentials with unauthorized third parties
• Use the Service in any way that violates HIPAA, state medical privacy laws, or any applicable regulation
• Resell or sublicense the Service without written permission
• Use automated scraping tools against the Service outside of our published API

6. Intellectual Property

CaseFlow and all underlying technology, AI models, interfaces, and content are owned by Polsia, Inc. and protected by copyright, trade secret, and other intellectual property laws.

Your practice retains all rights to PHI and patient data you input into the Service. You grant CaseFlow a limited, non-exclusive license to process your data solely to provide the Service.

We do not claim ownership of your data. We do not train our AI models on your patient data.

7. AI-Generated Output Disclaimer

CaseFlow uses artificial intelligence to assist with document processing, classification, and pre-authorization workflows. AI-generated outputs are provided as tools to assist qualified medical staff — they are not clinical advice, medical diagnoses, or substitutes for licensed physician review.

Your practice remains solely responsible for all clinical decisions, patient care, and regulatory compliance. Always verify AI-extracted data for accuracy before acting on it.

8. Uptime & Service Level

We target 99.5% monthly uptime for CaseFlow. Scheduled maintenance windows will be announced via email with at least 24 hours' notice. We are not liable for downtime caused by third-party infrastructure (Render, Neon, Anthropic, Stripe, fax network providers) or force majeure events.

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

• CASEFLOW'S TOTAL LIABILITY FOR ANY CLAIM ARISING FROM THESE TERMS OR USE OF THE SERVICE SHALL NOT EXCEED THE FEES YOU PAID IN THE 3 MONTHS PRECEDING THE CLAIM.
• WE ARE NOT LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST DATA, OR BUSINESS INTERRUPTION.
• WE ARE NOT LIABLE FOR CLINICAL DECISIONS MADE BASED ON AI-ASSISTED OUTPUT FROM THE SERVICE.

Some jurisdictions do not allow limitation of liability for certain damages — in such cases, our liability is limited to the fullest extent permitted by law.

10. Indemnification

You agree to indemnify and hold harmless Polsia, Inc. and its officers, directors, and employees from any claims, losses, or damages (including attorney's fees) arising from: (a) your use of the Service in violation of these Terms; (b) your violation of HIPAA or applicable regulations; (c) your practice's clinical decisions or patient care activities; or (d) your violation of any third-party rights.

11. Confidentiality

Each party agrees to keep the other party's confidential information (including PHI, pricing, and technical architecture) confidential and to use it only to perform obligations under these Terms or the BAA.

12. Termination

Either party may terminate the agreement at any time:

• By you: Cancel your subscription as described in Section 3. Access ends at the end of the billing period.
• By us: We may suspend or terminate your account immediately for material breach of these Terms, non-payment, or HIPAA violations. We will provide notice where reasonably practicable.

Upon termination, you may request an export of your data within 90 days. After 90 days, we may delete your data in accordance with our retention policy.

13. Governing Law & Disputes

These Terms are governed by the laws of the State of Delaware, without regard to conflict of law principles. Any disputes shall be resolved by binding arbitration administered by JAMS under its Commercial Arbitration Rules, with proceedings conducted in English. The prevailing party may seek recovery of attorneys' fees. You waive the right to participate in class action lawsuits.

14. Changes to These Terms

We may update these Terms from time to time. We will provide at least 30 days' notice via email before material changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.

15. Entire Agreement

These Terms, together with our Privacy Policy and any executed Business Associate Agreement, constitute the entire agreement between you and CaseFlow regarding the Service. They supersede any prior agreements or representations.