Terms & Conditions
Last Updated
These Terms and Conditions govern your registration and use of the PhysiFlow Platform as a Health Practitioner. Please read them carefully. By registering for or using the Platform, you accept these Terms and Conditions and agree to be bound by them. They should be read together with our Privacy Policy.
1. Overview
1.1 Physiflow (Platform) is a digital mobile and web-based application developed and owned exclusively by PHYSIFLOW IP PTY LTD ACN 697 546 035 (we, us, our) with domain name physiflow.ai. It is designed to provide a mobile software platform and technology solutions that integrate with leading cloud-based practice management systems for the allied health sector.
1.2 We and our third-party licensors reserve the right to update, modify, replace, limit, and expand the Platform and its functionality.
1.3 You should read these Terms and Conditions carefully prior to registering to use the Platform.
2. Acceptance of Terms and Conditions
2.1 These Terms and Conditions record an agreement between you (Health Practitioner(s), user(s), you, your), as the user, and us for the purpose of you registering as a Health Practitioner on the Platform. Health Practitioner(s) means an individual who provides clinical, healthcare, allied health, or other health-related services through the Platform. This includes individuals registered with AHPRA or, where relevant, with another professional or regulatory body, as well as those who are not registered.
2.2 You acknowledge and agree that:
You act solely as an independent Health Practitioner(s) and not as an employee or representative of us; and
All clinical decisions, advice and treatment remain entirely your professional responsibility.
2.3 By using the Platform, you are accepting these Terms and Conditions (Terms and Conditions) and agree to be bound by them.
2.4 We reserve the right to make changes to these Terms and Conditions from time to time without notice (Amendments).
2.5 Amendments will be effective immediately. Where practicable we will endeavour to notify you of the Amendments to the Terms and Conditions.
2.6 Your continued use of the Platform following any such Amendment will represent an agreement by you to be bound by the Amendments to the Terms and Conditions.
2.7 We suggest you check the Terms and Conditions regularly to ensure you are aware of the most up to date terms.
3. Registration
3.1 At the time you register to use the Platform you may be required to provide:
Your full name;
A valid email address and a valid phone number;
Profession, practice and serving location;
Professional qualifications and compliance;
AHPRA registration details (where applicable);
Bank details for payment purposes; and
Any other information required to complete the registration process. (User Data).
3.2 Failure to supply correct User Data may result in us cancelling your registration.
3.3 You agree to update your User Data if there are any changes to ensure that it is current and accurate at all times. You agree to update us to the extent you become aware of any such changes in relation to your account.
3.4 You agree to permit us to use the User Data for the purpose of providing the functionality of the Platform and any related purpose, including but not limited to AI model training, refinement and optimisation, machine learning development, user behaviour analysis, and improvement of AI-assistant capabilities, provided such use involves de-identified or aggregated data where reasonably practicable. You grant us a perpetual, worldwide, royalty-free license to use, modify, and incorporate de-identified User Data (and other data we collect from you) into our AI models and systems, subject to compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. You acknowledge that in order to do so, we may share the User Data with other parties, including stakeholders, suppliers and AI technology partners, in accordance with our Privacy Policy. You understand and agree that any AI-generated content, recommendations, or insights created through the Platform are owned exclusively by us, regardless of the input data used.
3.5 You must be appropriately qualified and insured to use the Platform. Where required, you must also be registered with AHPRA or another relevant professional body. You are responsible for keeping your registration, insurance, and credentials accurate and up to date. We may conduct verification checks and suspend your access if necessary.
3.6 You may be required to complete a background check, or we may use the User Data to perform a background check on you. We reserve the right to withhold approval of your registration until the background check is completed to our standards.
3.7 When you register with the Platform, you will be required to provide a contact email address, mobile phone number and other registration details, and create your own login credentials. We may send verification, activation or account-related communications to your nominated email address.
3.8 You will cooperate to perform and complete all required onboarding actions steps to allow you to commence using the Platform.
3.9 You are responsible for maintaining the security of your login and account information (including the password) and notify us of any regulatory issues. We are not liable for any loss or damage from your failure to comply with this security obligation.
3.10 You are responsible for all activities that occur on your account, and we are not liable for any loss or damage from activities on your account.
3.11 You agree to use the Platform for its intended purpose. You must not use the software for any illegal or unauthorised purpose, including the transmission of malware. You must not use the Service to violate any laws in your jurisdiction, including but not limited to copyright laws.
3.12 All User Data will be stored and maintained by or on behalf of us in accordance with Australian law.
3.13 Our use of any personal information and sensitive information provided within the User Data will be in accordance with our Privacy Policy available at https://app.physiflow.ai/privacy.
3.14 Your registration may be used by you and your employees only. To the extent that you share or operate a clinic with other health practitioners, those health practitioners will be required to register on the Platform individually. We may at our absolute discretion enable your registration to be used by other health practitioners at your clinic.
4. Service and Use
4.1 The Platform assists Health Practitioners with clinical and practice-related workflows to manage and deliver healthcare services (collectively, the Services):
Managing medical transcription;
Using AI-assisted clinical note drafting;
Managing clinical documentation, including treatment planning, referral letter, exercise prescription, patient outcome measurement, analytics, reporting and related healthcare administration functions;
Using exercise libraries;
Creating and managing practitioner profiles and credentials;
Scheduling appointments;
Processing integrated billing and payments; and
Any other additional services we may provide as required from time to time.
4.2 The Platform provides tools for clinical and practice-related workflows and documentation for independent Health Practitioners. We do not employ or contract with Health Practitioners and do not supervise or direct the provision of clinical services.
4.3 While using the Platform, Health Practitioners must:
Take full responsibility for ensuring that all clinical assessments, advice, and treatments provided are accurate, appropriate, and of high quality;
Ensure that all Services delivered comply with legal and professional standards. This includes keeping proper records, safeguarding patient privacy, choosing suitable consultation methods, and meeting all mandatory reporting requirements;
Conduct themselves professionally and in accordance with the law at all times; and
Refrain from misleading conduct, inappropriate communications, or any attempt to circumvent the proper use of the Platform.
4.4 By accepting the Terms and Conditions, you confirm and accept that:
We are not liable for any advice or treatment provided by you to a client;
We only provide the Platform to assist you with clinical and practice-related workflows and documentation. You are responsible for ensuring that you attend any consultation in a manner and way that ensures you or the client’s privacy, and the efficacy of the consultation;
You authorise us to access, retrieve and process information from your nominated third-party practice management system(s) through authorised API integrations for the purpose of providing the Services. This information may include appointment data, patient information, treatment notes, medical contact details (including referring practitioners), and other information reasonably required to deliver the Services.
You agree to comply with all applicable laws, professional standards and guidelines for any consultations in your jurisdiction;
You agree to maintain the confidentiality of all client data, Confidential Information and comply with all applicable privacy laws including the Privacy Act 1988 (Cth) and any health records legislation in your jurisdiction. You must not use or disclose client data except as required or permitted by law or with the client’s consent;
You agree that you are responsible for maintaining and protecting clinical records and patient health information in accordance with your legal and professional obligations; and
You agree to obtain the client’s informed consent before conducting any consultation, including explaining the nature of the consultation, the telehealth modality and limitation (if applicable), the AI-powered practice management tool, billing arrangements and privacy risks.
4.5 The Platform may offer data storage, export, and security features. If you utilise this function, clients’ records will be dealt with in keeping with our Privacy Policy, which can be found here: https://app.physiflow.ai/privacy. Regardless of whether you use the Platform’s storage functionality, you agree to maintain accurate and complete records of all consultations in compliance with all applicable laws, professional standards and guidelines, including the records of technology used, consent obtained, and any technical issues encountered.
4.6 We may engage third-party processors who comply with legal requirements, and we retain records as required by law.
5. Fees and Payment
5.1 You must pay all user fees for any of your use of the Platform (User Fees). All payments of User Fees must be processed through the Platform using the designated payment gateway.
5.2 By accepting the Terms and Conditions, you authorise us or any third-party service provider to debit your account at the relevant financial institution connected with the payment details identified and provided in your User Data for payment of the User Fees and all charges.
5.3 By accepting the Terms and Conditions, you agree that we are authorised to process payment for the User Fees. We reserve the right to update the User Fees payable at any time.
5.4 You are responsible for complying with your own taxation obligations, including declaring income and managing GST if applicable.
5.5 For the avoidance of doubt, you are liable to pay all outstanding fees and charges that have accrued as at the date of termination, including the User Fees.
6. Term and Termination
6.1 The term of these Terms and Conditions commences when you first register to use the Platform.
6.2 We may at our absolute discretion offer you a trial period, during which we may apply payment terms that are different to those set out in clause 5. For example, User Fees may be lessened or removed all together. For the avoidance of doubt, we are under no obligation to provide a trial period.
6.3 You can cancel your registration through the Platform at any time.
6.4 We reserve the right to suspend or delete your account immediately if you are in breach of any of these Terms and Conditions, including but not limited to any safety concerns, dishonest, discourteous, or otherwise unprofessional behaviour by you in relation to the Platform or other material risks.
6.5 Either party may terminate these Terms and Conditions on 14 days’ prior written notice.
6.6 Termination will not affect any of our accrued rights or your accrued liabilities as at the time of termination.
6.7 Upon termination, Platform access ceases, outstanding payments are finalised subject to lawful withholding, and ongoing obligations such as privacy, liability and record retention continue to apply.
7. Intellectual Property
7.1 Your registration to the Platform is pursuant to a non-exclusive license between you and us which is granted subject to these Terms and Conditions. Nothing in these Terms and Conditions or otherwise creates an assignment of any rights in the Platform beyond the ability to use it for its intended use. We claim copyright and all other intellectual property rights over the Platform and its other products and Services and reserve all of our rights.
7.2 Nothing in these Terms and Conditions or otherwise creates the right for you to sublicense the Platform, or your account.
7.3 You must not modify, adapt or hack the Platform or modify another website or software so as to falsely imply that it is associated with the Platform or us.
7.4 By accepting these Terms and Conditions you undertake not to reverse engineer, replicate, duplicate, sell, resell, copy, or otherwise exploit any portion of the Platform. We reserve all our rights to seek compensation, damages, injunctions, or any other remedy available to us at law if any attempt to do so, whether successful or unsuccessful, is made by you or any of your affiliates.
7.5 All intellectual property and ownership rights subsisting in the Platform (including but not limited to the user interface and the software comprising the Platform), content (including but not limited to photographic images, text, audio, video), user interface, algorithms, the AI assistant functionality, machine learning models, and AI-generated content, test and test results, reports, the data derived from use of the Platform (including but not limited to all user interactions with the AI assistant), and any other documentation, information or materials that are supplied by us to you, remain our or our third party licensors’ exclusive property and are protected by copyright laws and treaties around the world. For the avoidance of doubt, nothing in these Terms and Conditions assigns any ownership rights to you.
7.6 We reserve all our rights to seek compensation, damages, injunctions, or any other remedy available to us at law if any attempt to do so, whether successful or unsuccessful, is made by you or any of your affiliates.
8. Artificial Intelligence (AI) Use
8.1 The Platform incorporates AI-assisted Tools to support administrative functions, transcription and draft clinical documentation, but do not replace practitioner clinical judgment or responsibility.
8.2 The AI systems are based on statistical and algorithmic models trained on historical and public data. As such, they may not account for client-specific variables or unique clinical presentations. You acknowledge and accept that AI-generated outputs may be:
Incomplete;
Inaccurate;
Biased; or
Otherwise not reflective of a full clinical picture.
These outputs are provided for informational purposes only and are not a diagnosis, prescription, or substitute for clinical evaluation.
8.3 You retain full responsibility for the clinical care, decisions, recommendations, and treatments you provide. You must:
Obtain informed client consent before using AI transcription tools;
Independently review and approve all AI-generated outputs;
Use the AI outputs only as a supplementary tool;
Not rely solely on the AI to form or communicate any clinical plan or decision; and
Remain solely responsible for the accuracy, legality and clinical appropriateness of all finalised records and patient care.
At all times, you are responsible for ensuring your clinical conduct aligns with applicable laws, AHPRA standards, any other professional standards and best practice medical guidelines.
8.4 You must ensure that clients are aware that AI is used to support administrative functions, transcription and draft clinical documentation and that:
The AI does not provide medical advice, diagnoses, or treatment;
Any outputs are subject to clinical review and may be amended or disregarded by you;
The final recommendations provided to the client reflect your own professional judgment.
By using the Platform, you confirm that you will obtain or verify the client’s informed consent to the use of AI for this purpose.
8.5 You must not:
Delegate any clinical judgment, diagnostic task, or treatment recommendation to the AI;
Present AI-generated content as definitive or prescriptive;
Suggest that the AI replaces clinician input or acts autonomously.
The AI tools used by the Platform do not have regulatory approval to operate independently or to deliver medical services. Any such reliance or representation would constitute a breach of these Terms and Conditions and may place clients at risk.
8.6 To improve the accuracy, reliability, and safety of the AI systems, anonymised client data, usage logs, and metadata may be used for internal quality assurance and algorithm training purposes. This data will be handled securely and in accordance with our Privacy Policy and applicable Australian privacy laws, including the Privacy Act 1988 (Cth).
8.7 To the maximum extent permitted by law, we disclaim all liability for any harm, injury, loss, or clinical error arising from reliance on AI-generated content. This includes (but is not limited to):
Missed diagnoses;
Delayed or incorrect treatment;
Misinterpretation of client needs; or
Overreliance on algorithmic outputs.
You agree to indemnify and hold us harmless for any adverse outcomes resulting from improper or excessive use of the AI tools provided through the Platform.
9. Operation of and Modifications to the Platform
9.1 As a user of the Platform, you warrant that you will comply fully with all Platform operating instructions. Any failure to comply fully with operating instructions may result in the sub-par or faulty performance of the Platform.
9.2 We accept no liability, and you release us from any such liability, associated with faults or errors caused by your non-compliance with all operating instructions.
9.3 We may suspend your account for any one or more periods of time if we are unable to provide the software due to a fault or dysfunction with our servers.
9.4 We reserve the right to modify or discontinue, temporarily or permanently the Platform and its other products and Services with or without notice.
10. Confidentiality
10.1 Confidential Information includes any information marked as confidential and any information received or developed by us during the term of these Terms and Conditions, which is not publicly available and relates to processes, equipment and techniques used by us in the course of our business including all information, data, drawings, specifications, documentation, source or object code, designs, construction, workings, functions, features and performance notes, techniques, concepts not reduced to material form, agreements with third parties, schematics and proposals and intentions, technical data and marketing information such as customer lists, financial information and business plans.
10.2 You must keep our Confidential Information confidential and not deal with it in any way that might prejudice its confidentiality.
10.3 We and Health Practitioners acknowledge that information resulting from your activities pursuant to these Terms and Conditions will also be regarded as Confidential Information. You agree that your obligations in clause 10.2 extend to this category of information.
10.4 Your obligations with regard to the Confidential Information will continue for so long as the Confidential Information is maintained on a confidential basis by:
Us, in the case of Confidential Information pertaining to our business; and
Our relevant client, in the case of Confidential Information pertaining to any of our clients.
10.5 At the termination of these Terms and Conditions, or when earlier directed by us:
All Confidential Information must be returned to us, including all copies of the Confidential Information or any extracts or summaries of the Confidential Information that you make and any software that you create based on the Confidential Information; and
Must erase and destroy any copies of any software containing or comprising the Confidential Information in your possession or under your control or that may have been loaded onto a computer possessed or controlled by you.
10.6 The Confidential Information does not include information which:
Is generally available in the public domain otherwise than as a result of a breach of clause 10.2 by you; or
Was known by you prior to we disclose the information to you.
10.7 You agree that we may require any of you personnel to sign a confidentiality agreement in a form that we approve, as a condition of our acceptance of any of your personnel.
10.8 You agree to indemnify us fully against all liabilities, costs and expenses which we may incur as a result of any breach of this clause by you.
10.9 You acknowledge that damages may be an inadequate remedy for breach of this clause 10 and that we may obtain injunctive relief against you for any breach of this clause 10.
11. Warranties
11.1 By using the Platform, you acknowledge and agree that we are not liable for any direct or indirect expense, damage or injury (including indirect loss of revenue, profits, goodwill or business opportunity) howsoever caused, including arising directly or indirectly from or in connection with your use of the Platform.
11.2 You further warrant that you are a duly qualified health practitioner within your jurisdiction and hold and maintain all current qualifications, certifications, licences, insurances, and any other documentation required to provide the health service you are providing using the Platform. We may request, and you must provide us within a reasonable time and in any event not less than 14 days of such request, proof of currency of any of the aforementioned requirements to practice.
11.3 You warrant that you must only provide health advice to a client using the Platform that you are qualified to provide. You warrant that you must not use the Platform to breach any law, regulation, policy or standard that applies to health practitioners in your jurisdiction.
11.4 We do not warrant the remedies, advice, prescriptions, or treatments otherwise provided by you through the Platform, and we fully disclaim all liability for any loss or damage arising out of the remedies, advice, prescriptions, or treatments otherwise provided by you using the Platform.
11.5 We do not warrant that:
We will meet your specific requirements;
The Platform, including its AI assistant functionality, will be uninterrupted, timely, secure, error-free, or produce completely accurate or suitable results; or
Any errors in the Platform will be corrected.
11.6 Subject to any of the rights you may have under Australian Consumer Law (ACL), we exclude to the fullest extent possible all implied terms and warranties, whether statutory or otherwise, relating to the Platform or any other matter under these Terms and Conditions.
12. Limitation of liability
12.1 The Platform, including its AI assistant functionality is made available to you on an “as is” basis. We make no warranties, representations or conditions of any kind, express, statutory or implied as to:
The availability, operation and functionality of the Platform;
The accuracy, integrity, completeness, quality, legality, usefulness, safety and IP rights of any of the software content (including AI-generated outputs or responses, recommendations or content); and/or
The products and Services associated with the Platform or its content.
We further disclaim all warranties, express, statutory or implied, including, but not limited to, implied warranties of merchantability, merchantable quality, durability, fitness for a particular purpose and/or non-infringement. No advice or information, whether oral or written, that you obtain from us will create any warranty, representation or condition not expressly stated herein.
12.2 You acknowledge and agree that:
We are not a medical or healthcare provider and does not offer medical advice or medical services;
We do not supervise or direct your clinical conduct;
You are solely responsible for the clinical services, treatments, recommendations, or prescriptions you provide through the Platform; and
We disclaim all liability for adverse outcomes, client complications, or medical side effects arising from your clinical decisions.
12.3 To the maximum extent permitted by law, we disclaim all liability and other terms which might otherwise be implied by statute, common law or the law of equity and must not be liable for any damages whatsoever, including but without limitation to any:
Indirect, special, incidental, punitive, exemplary, reliance or consequential damages;
Loss of profits, revenue, business opportunity, or goodwill;
Business interruption or loss of data;
Claims arising from client misconduct, behaviour, or treatment outcomes;
Network interruptions, network failures, service downtime or Platform interruption;
Loss or damage to reputation of us or any third party; or
The cost of procurement of substitute the Services, arising out of or related to the use, inability to use, performance or failures of the Platform or the linked sites and any materials posted on those sites, irrespective of whether such damages were foreseeable or arise in contract, tort, equity, restitution, by statute, at common law or otherwise.
12.4 Our maximum aggregate liability to you for any claims, damages, injuries or causes whatsoever, and regardless of the form of action (whether such liability arises due to negligence, breach of contract, misrepresentation or for any other reason), will at all times be limited to the greater of:
The User Fees received, if any, by us from you in connection with the Platform in the three (3) months prior to the action giving rise to liability; or
AUD5,000.00.
12.5 Nothing in these Terms and Conditions excludes, restricts, or modifies any rights or remedies you may have under the ACL or any other applicable legislation that cannot be lawfully excluded. To the extent any term would contravene such legislation or cause any part of these Terms and Conditions to be void, that term will be severed, and the remaining terms will remain in full force and effect.
13. Links to Third Party Content
13.1 We may link to the websites or other services offer by our third-party affiliates. In doing so, we do not warrant the functionality of the business, product, or service being advertised in the link.
13.2 Where we link to third party websites, we do not warrant the safety, functionality, or suitability of these websites. We are in no way liable for any loss, damage, risk or liability incurred from you visiting any third party websites accessible through links.
13.3 The Platform may contain links to third-party websites not under our control or operation. We may provide any such links only as a convenience. We do not endorse and we are not responsible for nor have any control over the contents of any linked site or any link contained in a linked site. Linked sites may be subject to their own terms and conditions. We do not verify or warrant the legality or suitability of those terms and conditions, however, encourage you to read them before accessing or using the linked site. We accept no liability for any loss or damage suffered as a result of you accessing a linked site.
13.4 Any trade marks/names featured on the Platform are owned by the respective trade mark owners. Where a trade mark or brand name is referred to it is used solely to describe or identify the goods and services and is in no way an assertion that such goods or services are endorsed by or connected to us.
14. Indemnity
14.1 You agree to defend, indemnify and hold harmless us, our members, managers, subsidiaries, affiliates, any related companies, suppliers, licensors and partners, and the officers, directors, employees, agents and representatives of each of them, including costs, liabilities and legal fees, from any claim or demand made by any third party due to or arising out of:
Any advice, remedy, prescription or treatment otherwise provided by you to a client using the Platform;
Any personal injury or death or any alleged or actual malpractice or negligence caused by or relating to you or a consultation;
Any loss or damage resulting from a client developing any adverse side-effects or complications that develop as a result of a remedy, treatment or medication that you provided;
Your access to or use of the Platform;
Your violation of these Terms and Conditions;
Any infringement by you of any intellectual property or other right of any person or entity. We reserve the right, at your expense, to assume the exclusive defence and control of any matter for which you are required to indemnify us and you agree to cooperate with our defence of these claims. You agree not to settle any matter without our prior written consent. We will use reasonable efforts to notify you of any such claim, action or proceeding upon becoming aware of it.
14.2 You must maintain current professional indemnity and public liability insurance appropriate for your practice and compliant with applicable laws and professional requirements. You must provide certificates of currency upon request within seven (7) days, promptly notify us of any lapse or reduction in coverage, and comply with any updated insurance requirements notified by us from time to time.
15. General
15.1 To the extent permitted by law, we:
Reserve the right to create, collect and / or store any metadata resulting from your use of the Platform;
May use metadata for a variety of functions including (but not limited to) conducting investigations, helping us manage and administer the Platform, for purposes of search engine optimisation and to drive traffic to the Platform; and
Reserve the right to share your information (including metadata) with government agencies and authorities to the extent this is required or requested of us.
15.2 You understand that we use third party vendors and hosting partners to provide the necessary hardware, software, networking, storage, payment gateway, AI functionality and related technology required to run the Platform.
15.3 You agree not to reproduce, duplicate, copy, sell, resell or exploit any portion of the Platform, use of the Platform, or access to the Platform without our prior express written permission. We claim copyright and all other intellectual property rights over the Platform and its other products and services and reserves all of our rights.
15.4 Verbal, physical, written or other abuse (including threats of abuse or retribution) of any of our employees, members, representatives, or officers will result in immediate termination of your account.
15.5 Our failure to exercise or enforce any right or provision of these Terms and Conditions does not constitute a waiver of such right or provision.
15.6 These Terms and Conditions constitutes the entire agreement between you and us and govern your use of the Platform, superseding any prior agreements between you and us.
15.7 Any part of these Terms and Conditions that is invalid, prohibited or not enforceable will not void the balance of the Terms and Conditions. All other parts will be enforced without regard to the invalid provision and continue to be valid in accordance with their terms.
15.8 We make no representations or warranties that the content of the Platform complies with the laws (including intellectual property laws) of any country outside Australia.
15.9 We are not responsible for delays or failures caused by events beyond its reasonable control, such as natural disasters, pandemics, government orders, power outages, cyber incidents or third-party infrastructure failures.
15.10 The parties agree that clauses 7, 10, 11, 12, 14 and 15 survive termination or expiry of these Terms and Conditions.
15.11 Any queries about the Terms and Conditions should be sent to us by email at support@physiflow.ai.
15.12 If you have a concern, issue or complaint about the Platform, please contact us at support@physiflow.ai. We encourage you to raise issues promptly so we can seek to resolve them. Before commencing legal proceedings (except for urgent injunctive relief), you agree to attempt to resolve any dispute through good faith negotiation. If a dispute remains unresolved for 30 days, either party may refer the dispute to mediation administered by the Australian Disputes Centre (ADC) in Brisbane, Queensland. Disputes arising from your use of the Platform are exclusively subject to the jurisdiction of the courts of Queensland.
15.13 These Terms and Conditions are governed by the laws of Queensland.
