The rules of the road.

CareFlowAI ("the service", "we", "us") is a done-for-you AI automation platform for assisted-living and senior-care facilities. By signing up, configuring an account, or otherwise directing us to provision a chatbot, scheduling flow, or review-management workflow on your behalf, you ("the facility", "operator", "you") accept these terms.

A counter-party must be a legally operating senior-care business in good standing and the named operator of the website on which the service is deployed. If you are accepting on behalf of an organization, you represent that you have authority to bind it to these terms.

Questions about these terms — or requests to negotiate a master agreement — can be sent to careflowlosangeles@polsia.app.

You remain responsible for the accuracy of the facility identity, hours, pricing, amenities, intake answers, and any other content you provide through onboarding or the operator dashboard. CareFlowAI renders what you give us — it is not a fact-checking service.

You agree to keep staff dashboard access current. Adding a teammate grants them visibility into family inquiry transcripts and booked tours; removing a teammate on their last day is a security baseline, not an option.

You are responsible for the public-facing content of your own website outside the chatbot surfaces we operate. Edits you make to your own pages, your own cookie banner, and your own privacy disclosures remain your own legal obligation.

CareFlowAI is a tooling layer. Our chatbot does not store Protected Health Information (PHI). The intake forms explicitly tell families not to type medical information, and our backend is configured to redirect sensitive messages to a phone call rather than record them. The full data-handling picture lives in our Privacy Policy.

Family inquiry transcripts are retained for quality review under the published retention schedule (default 1,825 days — five years — to satisfy administrative record-keeping; configurable per facility). After retention, transcripts are soft-deleted and purged from active queries; an audit-log marker remains.

Operational metadata — session reference, intake answers (care level, relationship, timeline), tour bookings — is retained under the same retention schedule. Operators can request an export of their full data set at any time through the operator dashboard.

CareFlowAI charges a flat monthly or annual retainer per facility — there are no per-seat, per-resident, or usage caps. Payment is processed through Stripe Checkout; the essential cookies Stripe sets are required to complete a charge and cannot be disabled.

Your first charge happens at day thirty-one. If the platform has not earned its place by then, reply to your first welcome email and we refund the full amount — no questions, no usage clauses. After day thirty-one, your card auto-renews on the same cadence as your plan.

You can cancel after the first thirty days without a fee. After cancellation we wind down your chatbot, scheduling flow, and integrations at the cadence you need — typically within a week. Your account stays accessible until your current billing period ends. Chargebacks opened without contacting us first may delay the refund we would otherwise issue promptly.

CareFlowAI is designed for the tooling layer of senior-care operations, not for clinical record-keeping. We are not a Business Associate of your facility in the formal HIPAA sense — because we do not store Protected Health Information — but we operate to the same posture a Business Associate would.

A written Business Associate Agreement is available on request where a Facility requires one. Contact us before signing a contract if your compliance posture requires a BAA — lead times vary and we want to make sure the agreement is in place before we go live.

The eighteen HIPAA Safe-Harbor identifiers are matched against every free-text input we receive; any input that matches is rejected before persistence, the family is redirected to a phone call, and the session is recorded to the audit log.

You may not use CareFlowAI to give clinical, medical, diagnostic, or care-planning advice of any kind. The chatbot is configured to redirect any medical question to a phone call with a real team member at your facility — never to invent or summarize a clinical answer.

You may not use CareFlowAI to store medical records, diagnoses, dates of birth, account numbers, or any of the eighteen HIPAA Safe-Harbor identifiers in any field, free-text or structured. The platform actively rejects these inputs.

You may not use CareFlowAI in violation of any applicable law, including the TCPA (telephone consent), CAN-SPAM (email consent), the FTC Review Rule (endorsement disclosures), or your state's assisted-living advertising rules. We provide tools to help you stay compliant — but the underlying obligation is yours.

We may revise these terms as our service evolves. Material changes (anything that expands what we collect, lengthens retention, weakens your deletion rights, or changes the cancellation or refund posture) will be announced through the operator dashboard at least thirty days before they take effect.

The in-product effective date at the bottom of this page tracks the most-recent revision. Continued use of the service after the effective date of a revision constitutes acceptance of the new terms.

These terms are governed by the laws of the State of California, without regard to its conflict-of-laws rules. Any dispute arising from these terms or the use of CareFlowAI will be resolved in the state or federal courts located in Los Angeles County, California.

For questions about these terms, account actions, refund requests, or anything else that does not require face-to-face communication, contact us by email at careflowlosangeles@polsia.app or through the contact form on our website. We respond to verifiable requests within one business day.