Terms of Service

1. Agreement to Terms

By accessing, browsing, or using PsyFlow (the "Service"), whether or not you create an account, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service ("Terms"), together with our Privacy Policy, which is incorporated herein by reference. If you do not agree to these Terms, you must immediately stop using the Service. Your continued use of the Service following the posting of any changes to these Terms constitutes acceptance of those changes.

2. Description of Service

PsyFlow is a case management and psychoeducational report generation platform designed for school psychologists. The Service includes, but is not limited to, the following features:

• Caseload tracking and management for IEP evaluations
• Student Study Team (SST) request tracking with 15-day response timelines
• Section 504 plan tracking and renewal management
• Counseling group management with session logging
• Assessment score extraction from uploaded PDF documents (e.g., WIAT-4, BASC-3, Conners 4, ASRS)
• AI-assisted narrative generation for select psychoeducational report sections
• Deterministic (rule-based) score interpretation and report generation
• Professional .docx report export formatted for school district use
• Dashboard with alerts, compliance tracking, and caseload health monitoring

The Service is provided as a web application hosted on cloud infrastructure. PsyFlow reserves the right to modify, update, expand, or discontinue any feature of the Service at any time, with or without notice.

3. Eligibility

To use PsyFlow, you must meet all of the following requirements:

• You must be at least 18 years of age.
• You must be one of the following: (a) a licensed or credentialed school psychologist; (b) a school psychology intern or trainee working under the direct supervision of a licensed or credentialed school psychologist; or (c) an authorized school district employee whose job duties require access to the types of student data managed by PsyFlow.
• You represent and warrant that you have the legal authority to enter into these Terms and to enter student education records into third-party systems in accordance with your school district's policies and applicable law.
• You represent and warrant that all information you provide to PsyFlow is accurate and complete.

PsyFlow reserves the right to verify your professional credentials and to refuse or terminate service to anyone who does not meet these eligibility requirements.

4. Account Registration and Security

To use PsyFlow, you must create an account by providing accurate, current, and complete information. You agree to the following:

• You are responsible for maintaining the confidentiality of your account credentials, including your email address and password.
• You are responsible for all activities that occur under your account, whether or not you authorized them.
• You must notify us immediately at support@psyflow.io if you become aware of any unauthorized access to or use of your account.
• Each account is for a single individual user. You may not create multiple accounts or share your account with others.
• You must keep your account information up to date, including your name, credentials, and district affiliation.
• PsyFlow may require verification of your professional credentials at any time as a condition of continued service.

PsyFlow will not be liable for any loss or damage arising from your failure to maintain the security of your account credentials.

5. Acceptable Use Policy

You may use PsyFlow to:

• Manage your professional caseload of IEP evaluations, SST requests, 504 plans, and counseling groups
• Enter student data that you are authorized to access in the course of your professional duties
• Upload assessment PDFs for score extraction for students on your caseload
• Generate, review, edit, and export psychoeducational reports
• Use AI-generated content as a starting draft, subject to your professional review and approval

You may NOT:

• Share your account credentials with any other person, including colleagues, supervisors, or district administrators
• Enter, upload, or process student data for students you are not authorized to access under FERPA and your district's policies
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code or underlying algorithms of the Service
• Scrape, crawl, or use automated means to access or extract data from the Service
• Attempt to bypass, disable, or circumvent any security features, access controls, or usage limits of the Service
• Upload files containing malware, viruses, or any other malicious code
• Use the Service to generate fraudulent, fabricated, or intentionally misleading reports or documents
• Misrepresent AI-generated content as entirely human-written without having conducted adequate professional review and editing of that content
• Use the Service in any manner that violates FERPA, IDEA, Section 504 of the Rehabilitation Act, the California Education Code, or any other applicable federal, state, or local law or regulation
• Use the Service to generate clinical diagnoses, eligibility determinations, or placement recommendations without independent professional judgment
• Interfere with or disrupt the integrity or performance of the Service or its underlying infrastructure
• Reproduce, distribute, publicly display, or create derivative works based on the Service or any part thereof
• Use the Service for any purpose other than legitimate professional school psychology activities

Violation of this Acceptable Use Policy may result in immediate suspension or termination of your account, without prior notice or liability.

6. AI-Generated Content — Critical Disclaimers

PsyFlow integrates AI technology (Anthropic Claude) to assist with the generation of narrative and descriptive text for select sections of psychoeducational reports. By using this feature, you acknowledge and agree to all of the following:

What AI Does and Does Not Do

• AI generates narrative and descriptive text only for a limited number of report sections, including family history, student interview summaries, health and development history, educational history, testing observations, and behavioral/social-emotional summaries.
• AI NEVER generates any of the following, under any circumstances: clinical conclusions, psychological diagnoses, disability classifications, eligibility determinations, score interpretations, placement recommendations, special education service recommendations, or any language that constitutes professional clinical judgment.
• All score interpretation within PsyFlow is deterministic and rule-based. Standard scores, percentiles, descriptive ranges, and score comparisons are computed algorithmically from published scoring criteria — they are never generated by AI.

Your Professional Responsibility

• All AI-generated content is clearly a preliminary draft intended to assist — not replace — your professional work. It requires your thorough review, editing, and professional approval before being included in any report or document.
• You bear sole and complete professional responsibility for the content of any report you produce using PsyFlow, whether that content was AI-generated, deterministically generated, manually entered, or any combination thereof.
• You must exercise your own independent professional judgment on all clinical matters, including but not limited to: the accuracy of factual statements, the appropriateness of language and tone, the clinical soundness of descriptions, and the completeness of information presented.
• Use of AI-generated content in professional reports without adequate review and professional judgment may constitute a violation of professional ethical standards, including those established by the National Association of School Psychologists (NASP) and applicable state licensing boards.

No Guarantees of Accuracy

• AI-generated output may contain factual errors, omissions, inaccuracies, inappropriate language, culturally insensitive phrasing, or other problems.
• PsyFlow makes no representations or warranties whatsoever about the clinical accuracy, appropriateness, completeness, or fitness for any purpose of AI-generated content.
• PsyFlow is not liable for any consequences arising from AI-generated content that you include in a report without adequate professional review, including but not limited to: harm to students, professional disciplinary action, legal liability, or district sanctions.

7. Data Ownership and Intellectual Property

Your Data

You retain all rights, title, and ownership in and to all data you enter into PsyFlow. This includes, without limitation, student information, assessment scores, report content, notes, observations, uploaded files, and any other data you provide. PsyFlow claims no ownership rights over your content.

By using the Service, you grant PsyFlow a limited, non-exclusive, non-transferable license to process, store, and transmit your data solely for the purpose of providing and maintaining the Service. This license terminates when you delete your data or your account.

PsyFlow's Intellectual Property

The PsyFlow platform — including its source code, software, algorithms, user interface design, visual elements, branding, logos, trademarks, documentation, and all related intellectual property — is the exclusive property of PsyFlow and its developers. You may not copy, modify, distribute, sell, lease, sublicense, reverse engineer, or create derivative works based on any part of the PsyFlow platform without express written permission. Your right to use the Service is limited to the license granted in these Terms and does not constitute any transfer of intellectual property rights.

8. FERPA, IDEA, and Regulatory Compliance

By using PsyFlow, you represent, warrant, and agree to the following:

• You are a "school official" as defined under the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g, and PsyFlow is a tool and service provider you use in the exercise of your legitimate educational interest.
• Your use of PsyFlow falls within the "school official with legitimate educational interest" exception under 34 CFR § 99.31(a)(1), or you have obtained any other consent or authorization required by FERPA for the disclosure of student education records.
• You have obtained any necessary authorization, approval, or consent from your school district or educational agency to use PsyFlow and to enter student education records into the platform.
• PsyFlow does not independently access, collect, solicit, or distribute student education records. All student data processed by PsyFlow is entered by you or at your direction.
• You are solely responsible for compliance with FERPA, the Individuals with Disabilities Education Act (IDEA), Section 504 of the Rehabilitation Act, the California Education Code, and all other applicable federal, state, and local laws and regulations governing student data privacy and special education.
• If your school district requires a Data Processing Agreement (DPA), a Memorandum of Understanding (MOU), or any other written agreement regarding PsyFlow's use, you must contact us at support@psyflow.io to arrange such agreement before entering student data.
• PsyFlow does not guarantee compliance with any specific federal, state, or local regulation. Compliance is your responsibility as the licensed professional.

9. Confidentiality of Student Data

You acknowledge that student education records entered into PsyFlow are confidential and protected by federal and state law. You agree to the following:

• You are responsible for ensuring that only authorized individuals have access to student data managed through your PsyFlow account.
• You will not access PsyFlow on shared, public, or unsecured computers or networks without taking appropriate precautions, including logging out after each session.
• You will not share exported reports, documents, or any data derived from PsyFlow with unauthorized persons.
• You will handle all student data in accordance with your district's confidentiality policies and applicable law.
• If you believe student data has been compromised or accessed by an unauthorized person, you must notify both your school district and PsyFlow immediately.

10. Service Availability and Beta Status

• PsyFlow makes no guarantee of uptime, availability, uninterrupted access, or error-free operation.
• We may modify, update, suspend, or discontinue any feature or the entire Service at any time, with or without notice.
• We will make reasonable efforts to notify you of significant changes that affect your use of the Service or your data.
• PsyFlow is not liable for any data loss, corruption, or unavailability resulting from service interruptions, maintenance, updates, bugs, or infrastructure failures.
• You should maintain your own copies of all important documents and data. PsyFlow strongly recommends exporting and backing up your reports regularly. Do not rely on PsyFlow as your sole repository for any critical professional document.

11. Payment Terms

PsyFlow is currently provided free of charge during the beta period. If and when PsyFlow transitions to a paid service, we will provide you with at least 30 days' advance notice, including details about pricing and available plans. No charges will be incurred without your affirmative consent. You will have the opportunity to export all of your data before any transition to paid service. If you choose not to subscribe, your account will not be charged, and you will be given a reasonable period to export your data before your account is affected.

12. Limitation of Liability

To the maximum extent permitted by applicable law:

• The Service is provided on an "AS IS" and "AS AVAILABLE" basis, without warranties of any kind, whether express, implied, statutory, or otherwise. PsyFlow expressly disclaims all warranties, including but not limited to implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranties arising out of course of dealing or usage of trade.
• PsyFlow makes no warranty that: (a) the Service will meet your requirements; (b) the Service will be uninterrupted, timely, secure, or error-free; (c) any data, content, or information provided through the Service will be accurate, complete, or reliable; (d) AI-generated content will be clinically appropriate, accurate, or suitable for inclusion in any professional document; or (e) any defects in the Service will be corrected.
• PsyFlow, its developers, officers, agents, and affiliates shall not be liable for any of the following, whether arising from your use of the Service or otherwise: errors, inaccuracies, or omissions in reports or generated content; missed evaluation deadlines or compliance timelines; failure to meet any regulatory requirement; data loss, corruption, or unauthorized access; service interruptions or downtime; decisions made based on AI-generated output; professional licensing consequences, disciplinary actions, or sanctions; harm to any student, parent, or third party; claims arising from the content of any report you produce.
• PsyFlow's total aggregate liability to you for all claims arising out of or relating to these Terms or the Service shall not exceed the greater of: (a) the total amount you have paid to PsyFlow in the twelve (12) months immediately preceding the event giving rise to the claim, or (b) one hundred United States dollars (US $100.00).
• In no event shall PsyFlow be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including but not limited to damages for loss of profits, loss of data, loss of goodwill, business interruption, or any other intangible losses, regardless of whether PsyFlow has been advised of the possibility of such damages.
• These limitations apply regardless of the legal theory upon which a claim is based, whether in contract, tort (including negligence), strict liability, warranty, or any other legal or equitable theory, and whether or not PsyFlow has been advised of the possibility of such damages.
• Some jurisdictions do not allow the exclusion of certain warranties or the limitation of liability for certain types of damages. In such jurisdictions, PsyFlow's liability shall be limited to the greatest extent permitted by applicable law.

13. Indemnification

You agree to indemnify, defend, and hold harmless PsyFlow, its developers, officers, directors, employees, agents, licensors, and service providers (collectively, the "Indemnified Parties") from and against any and all claims, demands, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees and court costs) arising out of or relating to:

• Your use of or access to the Service
• Your violation of these Terms
• Your violation of any applicable law, regulation, or professional ethical standard
• Your professional conduct in connection with the Service, including the exercise of clinical judgment
• Any report, document, or other work product you produce, generate, edit, or export using the Service
• Any claim by a student, parent, guardian, school district, educational agency, licensing board, or any other third party related to your use of PsyFlow
• Your failure to comply with FERPA, IDEA, or any other applicable data privacy or special education law
• Any unauthorized access to your account resulting from your failure to maintain the security of your credentials

This indemnification obligation shall survive termination of your account and these Terms.

14. Dispute Resolution

Governing Law. These Terms and any dispute arising out of or relating to them or the Service shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of laws principles.

Binding Arbitration.Any dispute, controversy, or claim arising out of or relating to these Terms or the Service that cannot be resolved through informal negotiation within thirty (30) days shall be resolved by binding arbitration administered in accordance with the rules of the American Arbitration Association (AAA). The arbitration shall take place in California. The arbitrator's decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

Class Action Waiver. You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration against PsyFlow.

Small Claims Exception.Notwithstanding the above, either party may bring an individual action in small claims court for claims within that court's jurisdictional limit (generally $10,000 or less).

15. Termination

Termination by You. You may stop using PsyFlow and request deletion of your account at any time by contacting us at support@psyflow.io.

Termination by PsyFlow. We may suspend or terminate your account at any time, with or without cause and with or without notice, if we determine in our sole discretion that you have violated these Terms, engaged in conduct that may harm PsyFlow or other users, or for any other reason.

Effect of Termination. Upon termination, you may request export of your data within thirty (30) days. We will make reasonable efforts to provide your data in a usable format. After thirty (30) days following termination, your data will be permanently deleted in accordance with our Privacy Policy.

Survival. The following sections shall survive termination of these Terms: Section 6 (AI-Generated Content), Section 7 (Data Ownership and Intellectual Property), Section 12 (Limitation of Liability), Section 13 (Indemnification), Section 14 (Dispute Resolution), and Section 17 (Severability).

16. Modifications to Terms

PsyFlow reserves the right to modify these Terms at any time. If we make material changes, we will notify you via email to the address associated with your account or through a prominent in-app notice at least fifteen (15) days before the changes take effect. The "Last updated" date at the top of these Terms will always reflect the most recent revision. Your continued use of the Service after the effective date of modified Terms constitutes your acceptance of the changes. If you do not agree to the modified Terms, you must stop using the Service and may request deletion of your account.

17. Severability

If any provision of these Terms is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be enforced to the maximum extent permissible, and the remaining provisions of these Terms shall continue in full force and effect. The invalid or unenforceable provision shall be deemed modified to the minimum extent necessary to make it valid and enforceable while preserving the original intent of the parties.

18. Entire Agreement

These Terms of Service, together with the Privacy Policy, constitute the entire agreement between you and PsyFlow regarding your use of the Service. These Terms supersede all prior or contemporaneous agreements, representations, warranties, and understandings, whether written or oral, relating to the Service. No waiver of any provision of these Terms shall be deemed a further or continuing waiver of such provision or any other provision.

19. Contact Information

If you have any questions, concerns, or requests regarding these Terms of Service, please contact us at:

support@psyflow.io

For matters related to FERPA, student data privacy, or Data Processing Agreements, please include "FERPA" or "Data Privacy" in your subject line.