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Terms of Service

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1. Acceptance of Terms; Eligibility

These Terms of Service ("Terms") are a binding agreement between Case Flow ID LLC, an Ohio limited liability company ("CaseFlow," "we," "us"), and the entity or person agreeing to these Terms ("Customer," "you"). By creating an account, clicking "I agree," or using the Service, you accept these Terms.

  • You represent that you are an authorized professional (a doctor/clinic, dental lab, or their authorized staff), are at least 18 years old, and have authority to bind the Customer organization.
  • The Service is offered for business/professional (B2B) use only. It is not directed to patients or general consumers.

2. Definitions

  • Service — CaseFlow's web-based dental-lab case-management platform and related features at https://caseflow.id.
  • Customer Data — data, content, and files you or your Authorized Users submit to the Service.
  • PHI — Protected Health Information as defined under HIPAA (45 CFR 160.103).
  • Authorized User — an individual you authorize to use the Service under your account.
  • BAA — the Business Associate Agreement between the parties governing PHI.
  • Documentation — usage materials we provide.

3. Description of the Service

CaseFlow provides a cloud, browser-accessed platform for dental-lab case management, including storing, processing, and displaying dental case information, intraoral scans, STL/3D files, PDFs, photos, messages/RX/work summaries, status updates, and workflow data. The Service is designed to support HIPAA-compliant workflows; this is not a representation of certification or guaranteed compliance.

4. Account Registration; Security

  • You must provide accurate, current, and complete registration information and keep it updated.
  • You are responsible for safeguarding credentials and for all activity under your account.
  • Notify us promptly at support@caseflow.id of any unauthorized use or suspected security incident.
  • Credentials must not be shared (see our Acceptable Use Policy).

5. Authorized Users; Customer Responsibility

  • You are responsible for your Authorized Users' compliance with these Terms, the Acceptable Use Policy, and the BAA.
  • You are responsible for provisioning/deprovisioning your users and applying the minimum-necessary principle.
  • You will ensure your Authorized Users are trained not to upload unnecessary PHI.

6. Acceptable Use

Your use is subject to our Acceptable Use Policy, which is incorporated by reference. Prohibited conduct includes uploading unnecessary PHI, placing PHI in fields not intended for it, security violations, scraping, and account sharing.

7. Customer Data; Ownership; License

  • As between the parties, Customer owns Customer Data.
  • You grant CaseFlow a limited, non-exclusive, worldwide license to host, process, transmit, display, and otherwise use Customer Data solely to provide and support the Service and as permitted by the BAA and applicable law.
  • We do not sell Customer Data. We do not use PHI for advertising.

8. PHI Handling; BAA Precedence

  • To the extent Customer Data includes PHI, such PHI is governed by the separate BAA between the parties.
  • In the event of any conflict between these Terms (or the Privacy Policy) and the BAA regarding PHI, the BAA controls.
  • These Terms and the Privacy Policy do not replace or limit the BAA.

9. No PHI by Email; Link-Only Access

  • The Service is designed so that notifications are link-only and PHI-free; PHI is accessed only through authenticated, authorized sessions.
  • You must not transmit PHI to us by email (see our Privacy Policy).

10. Service Availability; Maintenance

  • We aim to provide reliable access but, except as expressly stated in a separate SLA, the Service is provided without an uptime guarantee.
  • We may perform scheduled or emergency maintenance.

11. Suspension and Termination

  • By you: you may terminate per your subscription terms.
  • By us: we may suspend or terminate for material breach (including breach of the Acceptable Use Policy or BAA), non-payment, legal/security risk, or as required by law, with notice where feasible.
  • We may suspend immediately to protect the Service, other customers, or PHI.

12. Effect of Termination; Data Export/Return

  • On termination, access ceases. Data export/return and deletion are handled per the BAA and our data-retention practices.
  • Backups may retain residual data for a limited period subject to secure-deletion limitations.

13. Disclaimers of Warranties

  • THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
  • We do not warrant that the Service will be error-free or uninterrupted.

14. Limitation of Liability

  • TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.

15. Confidentiality

  • Each party will protect the other's Confidential Information and use it only as needed to perform under these Terms. PHI confidentiality is additionally governed by the BAA.

16. Intellectual Property

  • CaseFlow and its licensors own the Service, software, and all related IP. No rights are granted except the limited right to use the Service under these Terms.
  • Feedback you provide may be used by CaseFlow without restriction.

17. Third-Party Services / Subprocessors

  • The Service relies on third-party subprocessors (for example, cloud hosting). Subprocessors that handle PHI are subject to required agreements.

18. Modifications to Terms

  • We may update these Terms. Material changes will be notified (for example, in-app and/or by email) and, where required, will require re-acceptance before continued use.
  • The "Last updated" date on this page reflects the current published version.

19. Governing Law

  • These Terms are governed by the laws of the State of Ohio, without regard to conflict-of-laws rules.

20. Force Majeure

  • Neither party is liable for delays/failures due to events beyond reasonable control (for example, natural disasters, outages, acts of government).

21. General

  • Entire Agreement: these Terms, the Acceptable Use Policy, the Privacy Policy, and (for PHI) the BAA constitute the entire agreement.

22. Electronic Acceptance / E-Signature

  • You agree that clicking "I agree" constitutes a legally binding electronic signature under the ESIGN Act and UETA, and that electronic records satisfy any writing requirement.

Additional terms, including payment, liability, and dispute provisions, are provided in your service agreement or will be published following legal review.

23. Contact

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