Terms of Service

Provider: CAYDA Consulting & Solutions Inc.
Effective date: 8 October 2026

These Terms govern access to and use of CAYDA HealthFlow by a subscribing physician, clinic or healthcare organization (the "Customer"), its authorized users, and, where applicable, patients using patient-facing functions. The Customer accepts these Terms when it signs up or subscribes, and they apply from the start of any free trial. A signed order form, enterprise agreement or other written agreement controls to the extent of any express conflict with these Terms.

1. The HealthFlow service

HealthFlow is a hosted practice-management and clinical-record platform supporting scheduling, front-desk and queue functions, clinical encounters, telemedicine, AI-assisted note drafting, document generation, billing records, patient access, a public doctor directory and related workflows. The features, limits and support included for a particular Customer are those shown in the applicable plan description, order form or written agreement.

A practitioner is listed in the public directory, and can be booked through HealthFlow, only after CAYDA has verified the practitioner’s professional licence and while the Customer’s subscription is active. CAYDA may withhold or remove a listing if a credential cannot be verified or is no longer valid. Removing a listing does not affect records, logins or existing appointments.

2. Clinical responsibility and medical-use limits

CAYDA does not practise medicine. HealthFlow is a software and record-management tool and does not provide medical advice, diagnosis or treatment. The attending physician or other responsible healthcare professional remains responsible for all clinical decisions, records and documents issued through the platform.

Automated drafting features produce drafts only. The responsible physician must review, correct and sign the final clinical record. The doctor search suggests practitioners whose specialty matches the symptoms entered; it is not a diagnosis. HealthFlow does not independently make a clinical decision or recommendation.

The physician must obtain the patient’s consent before recording a consultation for automated transcription and must not record if the patient declines. HealthFlow provides a way to request and record that consent.

HealthFlow is not an emergency service. Users should follow the clinic's emergency procedures or contact appropriate emergency services when urgent care is required.

3. Accounts and authorized use

Clinical and staff accounts may be used only by persons authorized by the subscribing practice. Practitioners must provide accurate credential information and maintain any licence or authority required for their professional activities. Customers are responsible for deciding who has access and at what level, protecting credentials and promptly removing access that is no longer required. The number of practitioner accounts may be limited by the plan or order form.

• Do not share credentials or circumvent authentication or role controls.
• Access patient records only for an authorized care, administrative or support purpose.
• Do not test, probe, reverse engineer or interfere with the service except where expressly authorized or where applicable law does not permit the restriction.
• Treat links and codes that give access to HealthFlow pages as confidential.

Patients must give accurate details, keep their sign-in details and codes to themselves, and book only for themselves or a person they are authorized to act for. A parent or guardian acts for a patient under 18 once the clinic has recorded the relationship. Care is provided by the clinic, not by CAYDA.

4. Consultation payments, invoicing and tax compliance

Consultation fees are paid to and administered by the physician or clinic through the clinic’s own payment channels. CAYDA does not receive, hold or transmit consultation funds through HealthFlow and is not responsible for disputes concerning a consultation fee, discount, refund or HMO reimbursement. Payment and refund entries in HealthFlow are records only and do not move money.

Any payment record, acknowledgement or internal control number generated by HealthFlow is for the practice’s recordkeeping and is not itself the tax invoice or other tax document required by law. HealthFlow is not represented as a BIR-accredited computerized accounting system. The practice remains responsible for issuing the invoice or other tax document required by applicable BIR rules and for its own registration, accounting, filing and tax obligations.

5. Regulated prescriptions and external systems

HealthFlow does not issue electronic prescriptions for dangerous drugs. It does not replace any special prescription form, licence, controlled-drug requirement or other regulatory requirement applicable to prescribing or dispensing regulated medicines, and a HealthFlow output is not a substitute where law requires a special form or process. A practitioner is responsible for every document signed with the practitioner’s electronic signature. Signed documents can be verified by a person holding them.

HealthFlow does not transmit claims to PhilHealth or an HMO and does not connect directly to laboratory, pharmacy or hospital information systems unless such an integration is separately enabled and documented. The platform may record authorization, reimbursement or related information for the practice’s internal tracking.

6. Plans, renewal, cancellation and credits

HealthFlow may be offered on monthly, annual, enterprise or other plans, with usage allowances or prepaid credits for specified metered features. Current pricing, included usage, trial terms and any additional capacity are shown in the app before purchase or in the order form. A free trial may be offered on the terms shown at sign-up.

Metered features are counted and limited as described in the plan. When an allowance is used up, only that feature pauses until the allowance renews or additional credits are bought. Records and other features continue to work.

Unless the applicable order form states otherwise, cancellation prevents the next renewal and access continues through the paid subscription period. CAYDA sends reminders before a subscription ends. If it is not renewed, it lapses after any grace period shown in the plan: the practice stops appearing in the directory and cannot take new bookings, while existing records, logins and booked appointments are not affected. Price changes apply from the next renewal, with advance notice.

Subscription fees are payable in advance through the payment method offered at checkout and are non-refundable once a period begins. Prepaid credit packs do not expire and are non-refundable. Statutory consumer rights are not affected.

7. Customer data and privacy

The physician, clinic or healthcare organization controls its patient and clinical information for purposes of the Data Privacy Act, and CAYDA processes that information as PIP. The Customer is responsible for the lawfulness and accuracy of the data it submits, the notices or consents it must provide, including consent to record a consultation, and its professional and regulatory recordkeeping duties. Patients retain their statutory rights in their personal data.

The HealthFlow Privacy Policy forms part of these Terms. The processing commitments below are CAYDA’s data processing terms and apply from the start of the Customer’s subscription, including any free trial. An enterprise agreement may add to them.

For the Customer’s patient and clinical information, CAYDA will:

• Process it only on the Customer’s documented instructions, including these Terms and the Customer’s use of HealthFlow;
• Ensure that CAYDA personnel with access are bound by confidentiality;
• Maintain appropriate security measures, as described generally in the Privacy Policy;
• Use only the service providers on CAYDA’s current list, available on request, under written terms providing appropriate protection, and give notice before adding or replacing one where required;
• Assist the Customer with data-subject requests and with its breach-notification and security obligations;
• Return data on request and then delete it as set out in Section 8; and
• Make available information reasonably needed to demonstrate compliance with these commitments.

To resolve a support request, authorized CAYDA staff may view the Customer’s account. That access is limited to what the request needs, restricted to authorized staff, and logged. CAYDA exports or deletes a practice’s records only on the Customer’s request or at the end of the applicable retention period.

CAYDA will notify the Customer without undue delay after becoming aware of a personal data breach affecting the Customer’s data and will provide information reasonably needed for the Customer to comply with applicable breach-notification requirements.

Each party will keep confidential the other’s non-public business information received under these Terms, use it only to perform these Terms, and protect it with reasonable care. This does not apply to information that is public, already lawfully known, independently developed, or required to be disclosed by law.

CAYDA may use usage and operational statistics that do not identify patients to operate, secure, bill for and improve HealthFlow.

8. Data export, retention and offboarding

After the subscription ends, the Customer may request export of its HealthFlow records during a 60-day export period, in a commonly used electronic format. Active-system deletion follows within 30 days after that period, except where law, a legal hold or another documented lawful basis requires limited retention. Backups, audit records and other retained records are handled as described in the Privacy Policy.

9. Availability and continuity

CAYDA will use reasonable efforts to maintain the service but does not guarantee uninterrupted operation. Maintenance, third-party outages and connectivity failures may affect availability. Where practicable, CAYDA gives advance notice of planned maintenance and schedules it to limit disruption to clinics. Unless a written enterprise agreement provides a specific service level, these Terms do not create a guaranteed uptime commitment. Practices should maintain procedures that allow patient care to continue during an outage.

Neither party is responsible for a failure or delay caused by events beyond its reasonable control, such as natural disasters, power or network failures, or the failure of a third-party service, provided it takes reasonable steps to limit the effect.

10. Intellectual property

CAYDA and its licensors retain all rights in the HealthFlow software, documentation, interfaces, designs, templates, know-how and improvements. The Customer receives a limited, non-exclusive and non-transferable right to use the service during the subscription term for its authorized professional or business purposes.

The Customer keeps all rights in the data and content it enters into HealthFlow, including its document wording. It allows CAYDA to host, process and display that data only as needed to provide the service under these Terms. CAYDA may use suggestions the Customer offers about HealthFlow without obligation, provided this does not disclose the Customer’s Data.

11. Suspension and termination

CAYDA may suspend access for material non-payment, material breach, unlawful use, or where continued access creates a material security or data-protection risk. Non-payment is handled as described in Section 6. For a breach that can be remedied, CAYDA will give reasonable notice and an opportunity to remedy it before suspending. Immediate action may be taken where necessary to protect patient data, service integrity or comply with law, with notice promptly afterwards where legally permitted. The Customer may request review by writing to info@cayda.com; CAYDA will respond within a reasonable time.

The Customer may cancel at any time in the app. An enterprise agreement ends as that agreement provides. Sections 7, 8, 10, 12 and 13 continue to apply after the agreement ends to the extent relevant.

12. Warranties, disclaimers and liability

CAYDA will provide HealthFlow with reasonable care and skill and substantially in accordance with the applicable service description. Except for express commitments and to the extent permitted by law, the service is provided on an "as available" basis and CAYDA does not warrant uninterrupted operation or that software-generated outputs will be accurate without professional review.

To the extent permitted by law, neither party is liable for indirect, incidental, special or consequential loss or loss of profits, revenue, goodwill, anticipated savings or business opportunity. Each party's aggregate liability arising from the service will not exceed the fees paid or payable by the Customer for the 12 months immediately preceding the event giving rise to the claim. These limitations do not apply to liability that cannot lawfully be limited, fraud, willful misconduct, gross negligence, or a party's obligations arising from a personal-data breach or confidentiality violation to the extent such liability cannot lawfully be excluded or limited. CAYDA is not responsible for clinical decisions or for the content of records and documents made or issued by practitioners using HealthFlow.

13. Governing law and disputes

These Terms are governed by the laws of the Republic of the Philippines. The parties will first attempt in good faith to resolve a dispute through direct discussion for 30 days. Unless a signed agreement provides otherwise, exclusive venue will be in the proper courts of Quezon City.

These Terms, the Privacy Policy and any order form or signed agreement are the whole agreement on their subject. If a provision is unenforceable, the rest remains in effect. A delay in enforcing a right is not a waiver. The Customer may not transfer these Terms without CAYDA’s written consent; CAYDA may transfer them to a successor of its business with notice to the Customer.

14. Changes, notices and contact

CAYDA may update these Terms. The updated Terms will show a new effective date. CAYDA gives reasonable advance notice of a material change and asks the Customer to accept it. Continued use after the effective date counts as acceptance where the law allows. Notices to the Customer are sent to the email address on its account.

General enquiries: info@cayda.com. Privacy: dpo.cayda@protonmail.com. Formal legal notices: legal@cayda.com and CAYDA Consulting & Solutions Inc., 6th Floor, 1CISP Building, 11 Mapagbigay corner Maunlad, Pinyahan, Quezon City, NCR 1100, Philippines.