Legal Center
Transparency is core to our service. Review our Terms of Service, Privacy Policy, and compliance agreements below.
Terms of Service
Effective Date: [Current Date]
These Terms of Service (“Terms”) govern access to and use of the ReferralFlow.Health platform (the “Platform”), which is owned and operated by ILP Technologies LLC, a Texas limited liability company, doing business as ReferralFlow.Health (“ILP Technologies,” “Company,” “we,” “us,” or “our”).
1. Description of Services
ReferralFlow.Health is a web-based referral intake and communication platform provided by ILP Technologies LLC. The Platform facilitates secure referral submission, tracking, file exchange, and workflow management.
Disclaimer: ILP Technologies LLC does not provide medical care, clinical decision-making, or healthcare services.
2. Legal Entity
3. Account Security
- Users are responsible for maintaining login confidentiality.
- Role-based access control must be enforced within the Agency.
4. Liability & Law
The Platform is provided “as is.” To the maximum extent permitted by law, ILP Technologies LLC shall not be liable for indirect, incidental, or consequential damages. These Terms are governed by the laws of the State of Texas.
Privacy Policy
We respect your privacy. This policy describes how ILP Technologies LLC collects and processes information.
Collected Information
We use this information to operate the Platform, maintain security, and comply with legal requirements. We do not sell Protected Health Information (PHI).
Data We Store and How Long We Keep It
Each clinic on ReferralFlow.Health operates on its own branded subdomain (for example, central.referralflow.health) and its data is logically separated from every other clinic. Below is a plain-English summary of what we store, why we store it, how long it is kept, and what happens when an account ends.
1. What information we store
Account data
Agency name, contact email, phone, fax, logo, staff names and emails, authorized domains/emails, and subscription details.
Referral records
Patient name, date of birth, address, insurance, diagnosis hints, services requested, referral status, and related notes.
Uploaded documents
PDFs, images, and other files uploaded by referral sources or agency staff as part of the intake workflow.
Referral sources
Partner organization names, contact persons, phones, emails, and relationship history.
Messages and chat
Internal and partner-facing messages tied to a referral, including status updates and document requests.
Security logs
Login attempts, IP addresses, audit logs of key actions, and security-related events such as bans and password resets.
2. How long we keep it
| Data type | Retention period |
|---|---|
| Active account data | While the subscription is active. |
| Referral records and uploaded documents (PHI) | 6 years after the last activity on the agency account. |
| Audit and security logs | 1 year, then anonymized or deleted. |
| IP ban/security records | Active until the Super Admin removes the ban, plus 90 days. |
| Deleted accounts | Soft-deleted for 30 days, then permanently purged. |
3. What we do with the information
- Operate the platform: route referrals, run AI document analysis, send notifications, and power dashboards.
- Keep the platform secure: detect abuse, prevent unauthorized access, and maintain audit trails.
- Comply with legal and regulatory obligations, including HIPAA and state health-care rules.
- Communicate with account owners and staff about account status, security events, and product updates.
We do not sell Protected Health Information (PHI). We do not use referral documents or patient data to train AI models, and we do not share PHI with third parties except as required to provide the service under our Business Associate Agreement.
4. Subdomain isolation
Every clinic receives its own branded subdomain (for example, central.referralflow.health). Access control, referral data, documents, and settings are scoped to that workspace. A user from one clinic cannot access another clinic's data unless they are explicitly invited to that workspace.
5. Questions, access, and deletion
To request a copy of your data, ask a question about retention, or request deletion of an account and its data, email us at support@referralflow.health. We will respond within 30 days and provide a written confirmation when deletion is complete.
Business Associate Agreement
This BAA is effective upon your account activation.
Scope
We create, receive, maintain, and transmit PHI solely to provide Platform services.
Safeguards
We implement strict administrative, physical, and technical safeguards to protect PHI.
Breach Notification
We will notify you without unreasonable delay upon discovery of any breach of unsecured PHI.
Data Processing Addendum
This DPA supplements the Terms of Service. You act as the Controller, and ILP Technologies LLC acts as the Processor. We process data solely to provide the services outlined in our agreement.