Terms of use
In short: Flow Forms is software for clinics that use Cliniko. It collects patients' intake forms and files them in your Cliniko account. Your clinic decides what the forms ask, remains responsible for its patients' information, and checks what comes in.
1. About these terms
These terms govern your clinic's use of Flow Forms ("Flow Forms", "we", "us"), provided by Kotahi Health Limited, a New Zealand company (company number 9464403, NZBN 9429054012288). By creating an account, accepting an invitation or using Flow Forms, you agree to them on behalf of yourself and the clinic you use it for. If you do not agree, please do not use Flow Forms.
"Clinic" means the business that subscribes. "You" means the clinic and each person it invites. The person who signs up, or invites others, confirms they may accept these terms for the clinic.
2. What Flow Forms does
- It shows your patients the forms your clinic sets up, by text link, QR code or a reception iPad.
- When a patient sends a form, it finds or creates the patient in your Cliniko account, updates their details, adds their answers as a note and saves the signed PDF to their file, using your clinic's own Cliniko API key.
- A form it cannot file with certainty waits in your inbox for a person to decide. It never guesses which patient a form belongs to.
- If your clinic connects Recoup, it can also send a draft ACC claim there. Nothing is lodged with ACC by Flow Forms.
Flow Forms is not a medical device and does not give clinical advice. Outcome measure scores are calculated from the patient's answers for your practitioners to interpret.
3. Your responsibilities
- The questions, consent, cancellation and privacy wording on your forms, and that they suit your practice and the law.
- Your obligations under the Privacy Act 2020 and the Health Information Privacy Code 2020 as the agency responsible for your patients' information, including telling patients how their information is used.
- Checking forms that wait in your inbox, and the records Flow Forms writes to Cliniko.
- Holding any licence an outcome measure needs for your use of it.
- Keeping your Cliniko account, and the API key you give us, in good standing.
4. Acceptable use
You must not use Flow Forms to collect information you have no lawful reason to collect, share logins, let anyone use it who your clinic has not invited, access another clinic's information, probe or overload the service, or copy, reverse-engineer or resell any part of it.
5. Accounts and security
Each person needs their own login. Remove people from your clinic when they leave, keep reception iPads in your clinic, and tell us straight away at support@flowforms.nz if you think someone has used your account without permission. Your clinic is responsible for what is done under its logins.
6. Subscription, trial and payment
- Free trial. New clinics get 14 days free. No card is needed, and nothing is charged unless you choose a plan.
- Plans. Flow Forms is billed monthly in advance. Plans are priced by the number of practitioners in your Cliniko account; admin and reception logins are free. If your team moves into a different band, the next bill follows it.
- Prices are in New Zealand dollars and exclude GST, which is added where it applies. We will give you at least 30 days' notice of a price change.
- Payment is handled by Stripe. If a payment fails we may limit access until it is resolved.
- Cancelling. You can cancel at any time from Billing; access continues to the end of the period already paid for. Payments already made are not refunded, except where the law requires.
7. Your data
Your clinic owns its information. We hold and process it on your behalf, only to provide Flow Forms, as set out in our privacy policy. Filed forms live in your Cliniko account, not with us. When you leave we will delete what we hold on your written request, except anything the law requires us to keep.
8. Our intellectual property
The Flow Forms software, design, name and brand belong to us. Your subscription gives your clinic a non-exclusive, non-transferable right to use Flow Forms while it subscribes. Your forms and your clinic's content remain yours.
9. Availability and changes
We work to keep Flow Forms available and correct, but it may sometimes be unavailable for maintenance, because of a fault, or because Cliniko or another provider is unavailable. When Cliniko cannot be reached, forms wait in your inbox rather than being lost. We improve Flow Forms continually; if we remove a feature your clinic relies on, we will tell you first.
10. Liability
To the extent New Zealand law allows:
- we are not liable for the content of your forms or of patients' answers, or for clinical decisions made with them;
- we are not liable for indirect or consequential loss, including loss of revenue, profit or goodwill;
- our total liability to your clinic for all claims in any 12 months is limited to the subscription fees it paid us in those 12 months.
Nothing in these terms limits liability that cannot lawfully be limited, including for fraud, or rights under the Privacy Act 2020 or the Fair Trading Act 1986 that cannot be excluded. Because Flow Forms is supplied and acquired for the purposes of a business, the Consumer Guarantees Act 1993 does not apply (section 43 of that Act), and you agree that is fair and reasonable.
11. Suspension and ending
We may suspend or close an account that breaches these terms, is used unlawfully, or puts patients, other clinics or Flow Forms at risk. Where it is reasonable to, we will tell you first and give you a chance to fix it.
12. Changes to these terms
We may update these terms. We will tell clinic owners by email or in the app at least 14 days before a material change takes effect. Continuing to use Flow Forms after that date means you accept the updated terms.
13. Law and disputes
These terms are governed by New Zealand law, and the New Zealand courts have jurisdiction. If something goes wrong, please talk to us first at support@flowforms.nz; most things are quickly put right.