Terms of Service

These Terms of Service (the “Terms”) are an agreement between you (the business signing up, and the person signing up on its behalf) and ClientFlow AI (“we”, “us”), a business based in Tennessee, USA. By creating an account or using ClientFlow AI (the “Service”), you agree to these Terms. If you don't agree, don't use the Service.

You confirm that you are at least 18, that you have authority to bind your business to these Terms, and that you will use the Service for business purposes only.

ClientFlow AI is software that helps service businesses keep track of clients and leads, spot clients who haven't booked in a while, draft reactivation, reminder, review-request and follow-up messages with the help of AI, and send those messages by text (SMS) and email through accounts you connect (such as Twilio for SMS, and an email service of your choice such as Resend, SendGrid, or another SMTP provider). It can also sync appointments from Square.

The Service is provided on a self-serve basis. We may add, change, or remove features at any time.

Keep your login details confidential. You are responsible for everything that happens under your account. Tell us promptly at the contact address below if you think your account has been accessed without your permission.

One account is for one business. Each business's data is kept separate from every other business's data.

You own the client, lead, and appointment information you put into the Service (“Your Data”). You give us permission to store and process it, and to send it to the third-party services described in section 7, only as needed to run the Service for you.

You promise that you have the right to upload Your Data and to contact the people in it. You alone decide who gets messaged and what is said. Laws such as the U.S. Telephone Consumer Protection Act (TCPA), the CAN-SPAM Act, and state telemarketing and privacy laws require, among other things, getting consent before sending marketing texts and emails, honoring opt-outs, and including accurate sender details. The Service includes tools that help with this (consent tracking, STOP/opt-out handling, quiet hours, an email footer with your mailing address), but they are tools, not legal advice and not a guarantee of compliance. You are responsible for making sure your messages comply with the law, including completing any carrier registration (such as A2P 10DLC) that your SMS provider requires.

Never upload or message anyone who has not given you the consent the law requires, and stop messaging anyone who opts out.

Online booking: if you enable it, the Service hosts a booking page where your clients choose a service and time and give their name and contact details. You decide your services, hours, and rules, and you are responsible for the accuracy of the availability you publish and for honoring bookings made there. Clients can agree to text messages with a checkbox that shows the consent wording, which we record along with the time, IP address, and browser. You are responsible for making sure that wording is appropriate for your business.

Connected booking systems: you can connect a calendar feed (an iCal/ICS link) or send appointments to a private webhook address. You are responsible for the feeds and systems you connect, for keeping the feed link and webhook address private (anyone who has a webhook address can add appointments to your account until you replace it), and for having the right to share your clients' details with the Service. The Service reads only what the feed or webhook provides. It does not change anything in your booking system. Repeating and all-day events are not imported, and the accuracy of imported appointments depends on the feed.

Review requests: the Service can ask your clients for a review after a visit. You are responsible for following the review rules of the site you send people to, including Google's, which prohibit offering anything in exchange for a review and sending requests only to selected customers. The Service sends requests to every eligible client, and you agree not to use it to do otherwise.

Missed-call text-back: if you turn on this feature and forward your unanswered calls to your ClientFlow AI number, the Service sends a text to people whose calls go unanswered, at the time you choose to enable it. It texts a given number at most once a day, only between 8am and 9pm in the time zone you set, never to someone who has opted out, and includes an opt-out line. You are responsible for deciding whether to use it, for the wording you set, and for following the law that applies to your business and your callers. Carriers and Twilio may charge fees for the calls and texts involved.

The Service uses AI to draft messages. AI can make mistakes, including saying something inaccurate or inappropriate. You must review messages before they are sent and you are responsible for everything you send. Don't make claims in messages that you can't back up (for example, medical results or guarantees).

ClientFlow AI is built for service businesses of every kind, such as salons, spas, fitness studios, wellness and medical practices, dental offices, therapists, and clinics. It is not designed to store protected health information (PHI) and is not a HIPAA-compliant service. We do not sign business associate agreements.

This rule applies to every business, not only medical ones. Do not enter medical records, diagnoses, symptoms, medications, treatment or procedure details that reveal a health condition, insurance information, photos, or any other health information into the Service, including in notes, service names, or message text. Keep service descriptions general (for example, “consultation” or “follow-up visit”).

If your business is a HIPAA covered entity (for example a medical, dental, mental-health, or chiropractic practice, a pharmacy, or a clinic that bills insurance), the fact that someone is your patient, together with their contact details, can itself be protected health information. It is your responsibility to decide whether you may use the Service at all. If you are unsure, do not upload patient information and check with your compliance advisor first. Other federal and state laws, including state health-privacy and mental-health or substance-use record laws, may also apply to you, and knowing which ones is your responsibility.

The Service works with third parties, including Twilio (SMS), your chosen email service such as Resend or SendGrid (email), Square (appointments), Anthropic (AI message drafting), Resend (our own account emails, such as password resets), and our hosting provider. When you use a feature that relies on one, relevant information (for example, a client's name, phone number, email address, or visit history) is sent to that provider to carry out the feature.

Accounts and systems you connect (Twilio, your email service, Square, a calendar feed, or any system that sends appointments to your webhook) are yours. You agree to their terms, you pay their fees directly, and we are not responsible for their services, outages, or decisions (such as blocking a message or suspending an account).

You may not use the Service to: send spam or messages to people who haven't consented; send anything unlawful, deceptive, harassing, or threatening; impersonate others; send content related to illegal goods or services; try to break, probe, or overload the Service or access another business's data; or resell or white-label the Service without our written permission. We may suspend or end accounts that break these rules or that put the Service or other users at risk.

The Service may currently be offered without charge. If we introduce fees, we will tell you in advance and you will not be charged unless you agree to the pricing. Fees charged by Twilio, your email service, Square, or other providers are separate and are your responsibility.

We store each business's data separately and do not sell Your Data. We use it to run the Service for you, to keep it secure, and to meet legal obligations. We may use anonymous, combined statistics about how the Service is used to improve it. Our Privacy Policy explains what we collect and how we handle it, and it forms part of these Terms.

You can ask us to delete your account and Your Data at any time by contacting us. The Service is early-stage and we cannot promise backups, so keep your own copy of your client list and any records you rely on.

The Service is provided “as is” and “as available”, without warranties of any kind, to the fullest extent the law allows. We don't promise that it will be uninterrupted or error-free, that messages will be delivered, or that you will win back any particular number of clients or earn any particular revenue. Any results shown, including revenue forecasts, are estimates.

To the fullest extent the law allows, we are not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, clients, or data. Our total liability for any claim relating to the Service is limited to the greater of the amount you paid us for the Service in the 12 months before the claim or US$100. Some places don't allow these limits, so they apply only as far as the law permits.

You agree to defend and reimburse us for claims, penalties, and costs (including reasonable legal fees) that arise from messages you send or contacts you upload, from your breach of these Terms, or from your violation of law or of anyone's rights, including claims under the TCPA, CAN-SPAM, or similar laws.

You can stop using the Service at any time. We can suspend or end your access if you break these Terms, if required by law or a provider, or if we stop offering the Service (we'll try to give notice when we reasonably can). Sections that by their nature should continue, such as 4, 6, 11, 12, and 13, will continue after your account ends.

We may update these Terms. If we make a significant change, we'll update the date below and may notify you by email or in the Service. Continuing to use the Service after a change means you accept the updated Terms.

These Terms are the whole agreement between you and us about the Service. If a part of them is found unenforceable, the rest stays in effect. These Terms are governed by the laws of the State of Tennessee, without regard to its conflict-of-law rules. Any dispute about these Terms or the Service will be brought in the state or federal courts located in Tennessee, and you consent to those courts' jurisdiction.