Privacy Policy

NoteFlow Privacy Policy & Terms of Use Effective Date: September 9, 2026

PRIVACY POLICY

1. ABOUT NOTEFLOW

NoteFlow is a clinical education, documentation resource, and productivity platform designed for therapists and other behavioral health professionals.

NoteFlow provides clinical resources, documentation tools, organizational features, and personalized professional support.

NoteFlow is not an electronic health record (EHR), patient record management system, medical record system, telehealth service, emergency service, or patient communication system. NoteFlow is not intended for the storage or transmission of protected health information (PHI) or other information that identifies, or could reasonably identify, a patient.

NoteFlow is designed to support the professional using the platform, not to create or maintain records about the professional’s patients.

Users must not submit patient identifying information to NoteFlow.

1. ABOUT THIS PRIVACY POLICY

This Privacy Policy explains how NoteFlow (“NoteFlow,” “we,” “us,” or “our”) collects, uses, shares, stores, and protects information when you visit joinnoteflow.com, create or use a membership, submit a personalized request, communicate with NoteFlow, or use NoteFlow resources and tools collectively referred to as the “Service.”

By accessing or using the Service, you acknowledge this Privacy Policy.

1. INFORMATION WE COLLECT

Account and membership information. We may collect your name, email address, account identifiers, membership plan, membership status, billing status, and related account information.

Payment information. Payments are processed through third party payment providers. NoteFlow does not intend to directly store complete payment card numbers.

Information you submit. We collect information you voluntarily provide through personalized requests, support communications, feedback, contact forms, and other interactive features.

My NoteFlow information. My NoteFlow allows members to save and organize NoteFlow resources, documentation resources, favorites, resources they want to try, ratings, preferences, and similar information about their use of NoteFlow. My NoteFlow is designed to organize a member’s professional resources and workflow. It is not designed to organize patients or patient records.

Website and device information. NoteFlow and its service providers may automatically collect IP addresses, browser and device information, referring pages, pages viewed, timestamps, approximate location derived from IP address, security information, and diagnostic information.

Cookies and similar technologies. NoteFlow may use cookies and similar technologies for authentication, account access, preferences, security, analytics, site functionality, and membership management.

1. PATIENT INFORMATION

NoteFlow does not require patient identities or identifiable patient records to provide its Service.

You must not use NoteFlow as a patient chart, clinical record repository, patient management system, or secure patient communication system.

Do not submit patient names, dates of birth, addresses, phone numbers, email addresses, Social Security numbers, medical record numbers, account numbers, photographs, biometric identifiers, detailed appointment information, or other information that identifies or could reasonably identify a patient.

Initials, nicknames, or removal of a patient’s name do not necessarily make information de-identified when other information could identify that person.

Personalized requests may include non-identifying clinical context necessary to request professional support. Personalized requests must not contain information that identifies or could reasonably identify a patient.

If you submit prohibited patient information, you are violating these Terms. NoteFlow may remove the information and may restrict or terminate your access to the Service.

If you believe patient identifying information was submitted accidentally, contact NoteFlow promptly through the Contact page.

1. HOW WE USE INFORMATION

NoteFlow may use collected information to:

• Operate and maintain the Service • Create and manage memberships • Authenticate users • Process payments and billing • Save member preferences and resources • Respond to personalized requests • Provide customer support • Improve NoteFlow • Communicate with members • Send account, billing, security, and policy notices • Send marketing communications where permitted • Detect fraud, misuse, or security threats • Troubleshoot technical problems • Enforce our policies and agreements • Comply with applicable law

1. COMMUNICATIONS

NoteFlow may send communications necessary to operate your membership, including billing notices, account notifications, security messages, changes to the Service, and updates to applicable policies.

You may unsubscribe from marketing emails through the unsubscribe option provided in those messages.

Unsubscribing from marketing does not stop necessary membership, transaction, security, or account communications.

1. HOW INFORMATION MAY BE SHARED

NoteFlow may share information with service providers necessary to operate the Service, including providers supporting hosting, content publishing, authentication, membership management, payment processing, forms, email delivery, analytics, security, and technical infrastructure.

NoteFlow may also disclose information when required by law or legal process, to investigate fraud or misuse, to enforce its agreements, to protect NoteFlow or others, or in connection with a merger, acquisition, financing, restructuring, or sale of assets.

NoteFlow does not sell or rent members’ personal information for money.

1. DATA RETENTION

NoteFlow retains personal information for as long as reasonably necessary to operate the Service, maintain required business and financial records, maintain security, resolve disputes, enforce agreements, and comply with applicable law.

Different categories of information may have different retention periods.

Cancellation of a membership does not require NoteFlow to immediately delete information that must be retained for legitimate business, security, financial, contractual, or legal purposes.

1. SECURITY

NoteFlow uses reasonable administrative, technical, and organizational safeguards appropriate to the Service and the information NoteFlow is designed to process.

No website, database, browser storage system, or internet transmission can be guaranteed to be completely secure.

Members are responsible for protecting their login credentials, devices, browser profiles, and account access.

1. PRIVACY RIGHTS

Depending on applicable law, you may have rights concerning your personal information, including access, correction, deletion, or obtaining a copy of certain information.

Requests may be submitted through the NoteFlow Contact page.

NoteFlow may verify your identity before completing a request and may retain information where permitted or required by law.

1. THIRD PARTY SERVICES

NoteFlow may contain links to or integrations with third party websites, forms, applications, videos, payment systems, or other services.

Third party services operate under their own terms and privacy practices. NoteFlow is not responsible for the privacy, security, availability, or content of third party services.

1. CHILDREN’S PRIVACY

NoteFlow is intended for adults age 18 and older.

Children and minors may not create NoteFlow accounts.

Members must not use NoteFlow to store identifying information about child or adolescent patients.

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TERMS OF USE

1. ACCEPTANCE OF TERMS

By creating an account, purchasing a membership, or accessing or using NoteFlow, you agree to these Terms of Use, the Privacy Policy above, and the Membership & Cancellation Policy.

If you do not agree, do not access or use NoteFlow.

1. ELIGIBILITY

You must be at least 18 years old to create a NoteFlow account or purchase a membership.

You are responsible for ensuring that your use of NoteFlow is permitted under the laws, regulations, professional rules, employer policies, and contractual obligations that apply to you.

1. PROFESSIONAL RESOURCE ONLY

NoteFlow provides educational, organizational, documentation, and professional support resources.

NoteFlow does not provide medical care, psychotherapy, diagnosis, treatment, legal advice, emergency intervention, professional supervision, or a substitute for independent professional judgment.

You are solely responsible for determining whether any NoteFlow resource, template, intervention, activity, suggestion, or personalized response is appropriate for your professional use.

1. PROFESSIONAL RESPONSIBILITY

You remain responsible for your clinical decisions, documentation, professional conduct, recordkeeping, confidentiality obligations, informed consent requirements, employer requirements, payer requirements, licensing requirements, and compliance with applicable law and professional ethics.

NoteFlow does not assume responsibility for clinical decisions made by members.

1. PERSONALIZED SUPPORT

Personalized support is provided as a professional resource.

Responses may include clinical brainstorming, documentation assistance, intervention ideas, session planning suggestions, activities, treatment goal ideas, or similar resources.

Personalized support does not establish a therapist patient, supervisor supervisee, attorney client, or other professional relationship between NoteFlow and any member or patient.

Members remain responsible for reviewing and independently determining whether personalized support is appropriate before using it.

1. ACCOUNTS

Your NoteFlow membership is for your individual use unless NoteFlow expressly offers a membership that permits multiple users.

You may not share your login credentials or provide another person with access to your membership.

You are responsible for activity conducted through your account and for maintaining the security of your credentials.

Notify NoteFlow promptly if you believe your account has been accessed without authorization.

1. ACCEPTABLE USE

You may use NoteFlow only for lawful professional and personal educational purposes consistent with these Terms.

You may not:

• Submit prohibited patient identifying information • Share your membership or account credentials • Copy or reproduce substantial portions of NoteFlow • Resell or redistribute NoteFlow content • Publish paid NoteFlow resources elsewhere • Scrape, harvest, or systematically extract NoteFlow content • Attempt to bypass membership restrictions or access controls • Use automated systems to copy the Clinical Library or Documentation Toolkit • Reverse engineer protected portions of the Service • Misrepresent NoteFlow content as your own commercial product • Use NoteFlow for unlawful, fraudulent, abusive, or harmful activity • Interfere with the security or operation of the Service

Violation of these requirements may result in suspension or termination.

1. INTELLECTUAL PROPERTY

NoteFlow and its original content, organization, branding, written resources, documentation resources, activities, templates, graphics, design elements, and other original materials are owned by NoteFlow or its licensors and are protected by applicable intellectual property laws.

A paid membership gives you a limited, personal, nonexclusive, nontransferable, revocable right to access and use NoteFlow during your active membership.

Purchasing a membership does not transfer ownership of NoteFlow content to you.

You may use NoteFlow resources in your own professional work with clients when appropriate. You may not reproduce, resell, distribute, publish, license, or create a competing resource library from NoteFlow content.

1. SERVICE AVAILABILITY

NoteFlow may add, modify, update, replace, or discontinue features, resources, modules, or functionality.

NoteFlow does not guarantee uninterrupted or error free access.

Temporary outages, maintenance, technical failures, third party service failures, and product updates may affect availability.

1. SUSPENSION AND TERMINATION

NoteFlow may suspend or terminate access for violation of these Terms, nonpayment, fraud, abuse, security threats, unauthorized account sharing, intellectual property violations, prohibited use, or conduct that threatens NoteFlow, its members, or its systems.

Termination for violation of these Terms does not create a right to a refund.

1. DISCLAIMER OF WARRANTIES

To the maximum extent permitted by applicable law, NoteFlow is provided on an “as is” and “as available” basis.

NoteFlow does not guarantee that its content will be error free, complete, suitable for every clinical situation, or continuously available.

Members must exercise independent professional judgment before relying on NoteFlow resources.

1. LIMITATION OF LIABILITY

To the maximum extent permitted by applicable law, NoteFlow will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages arising from or related to your use of the Service.

To the maximum extent permitted by applicable law, NoteFlow’s total liability arising from or relating to the Service will not exceed the amount you paid to NoteFlow during the 12 months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes liability that cannot legally be excluded or limited.

1. CHANGES TO NOTEFLOW OR THESE TERMS

NoteFlow may update these Terms as the Service, technology, membership structure, or applicable law changes.

Material changes will be communicated when required by law.

Your continued use of NoteFlow after updated Terms become effective constitutes acceptance of those Terms to the extent permitted by applicable law.

1. CONTACT

Questions about these Terms or NoteFlow’s privacy practices may be submitted through:

joinnoteflow.com/contact

My NoteFlow and browser-local storage

My NoteFlow favorites, saved resources, categories, and quick notes are stored locally in the member’s web browser. They are associated with the member’s NoteFlow login on that browser, but they are not synchronized across devices, browsers, or browser profiles. Closing a tab, logging out, or restarting a device does not ordinarily remove this information. Clearing browser or site data, using private browsing, resetting or uninstalling the browser, or changing devices may permanently erase it. NoteFlow cannot restore browser-local information that has been deleted.

When more than one NoteFlow account is used on the same browser, NoteFlow separates each account’s saved collection using the account’s Outseta identifier. This separation is browser-based and is not a substitute for secure clinical-record storage.

Members must not enter patient names, dates of birth, addresses, record numbers, or any other identifying or protected health information in My NoteFlow, Recent Favorites, quick notes, or saved-resource fields. My NoteFlow is a personal resource-organizing tool and is not an electronic health record, clinical record, or HIPAA-compliant patient-data system.