Terms & Conditions
Last updated: May 2026
1. Introduction
These Terms and Conditions govern the use of the Careflare website, platform, portal, applications, and related services.
By accessing, browsing, registering for, or using Careflare, you agree to be bound by these Terms and Conditions.
If you do not agree to these Terms, you must not use the website or platform.
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2. About Careflare
Careflare is a reporting, organisational learning, and operational oversight platform designed to support incident reporting, near miss reporting, trend monitoring, governance workflows, organisational learning, and reporting culture within health and social care environments.
Careflare is intended to support reporting, learning, reflection, and operational awareness. It does not replace professional judgement, management oversight, safeguarding responsibilities, clinical decision-making, legal obligations, regulatory responsibilities, or organisational governance processes.
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3. Use of the Platform
Users agree to use Careflare lawfully, responsibly, and in accordance with their organisation's policies, procedures, professional standards, and regulatory obligations.
Users must not:
* Misuse the platform
* Attempt unauthorised access
* Upload malicious software or content
* Use the platform for unlawful purposes
* Submit knowingly false or misleading information
* Interfere with platform security or functionality
* Attempt to reverse engineer, copy, scrape, or exploit the platform
Organisations remain responsible for managing user permissions, account access, and appropriate use within their services.
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4. Professional Judgement and Organisational Responsibility
Careflare is designed to support organisational reporting, learning, reflection, and operational awareness.
The platform does not provide:
* Clinical advice
* Medical advice
* Nursing advice
* Safeguarding advice
* Legal advice
* Regulatory advice
* Employment advice
* Emergency guidance
* Professional treatment recommendations
All decisions relating to care, safeguarding, staffing, escalation, treatment, investigations, notifications, governance, compliance, disciplinary action, and operational management remain entirely the responsibility of the organisation and its appropriately qualified professionals.
Users must always apply independent professional judgement and follow applicable laws, regulations, policies, procedures, and professional standards.
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5. Incident Reporting and Anonymous Reporting
Careflare may allow users to submit reports anonymously.
Anonymous reporting is intended to support openness, trust, and reporting culture. Organisations acknowledge that anonymous reports may contain limited information and may not always be suitable for follow-up investigation.
Careflare does not guarantee that concerns raised through the platform will contain sufficient information to enable investigation, validation, escalation, or resolution.
Organisations remain solely responsible for reviewing, investigating, and acting upon reports submitted through the platform.
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6. AI-Supported Features and Insights
Careflare may include automated analysis, AI-supported summaries, trend monitoring, learning suggestions, risk indicators, alerts, or other automated outputs.
These features are intended solely to support organisational reflection and operational awareness.
They must not be relied upon as:
* Professional advice
* Clinical advice
* Safeguarding advice
* Regulatory advice
* Legal advice
* Instructions for action
* Definitive conclusions
Careflare does not guarantee the accuracy, completeness, reliability, suitability, interpretation, or usefulness of any AI-generated content, insights, summaries, recommendations, alerts, trends, or outputs.
Organisations remain solely responsible for reviewing, validating, interpreting, and acting upon all information within the platform.
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7. Website Content Disclaimer
Information published on the Careflare website, blog, articles, guides, marketing materials, downloadable resources, educational content, and documentation is provided for general information purposes only.
Whilst Careflare makes reasonable efforts to keep information accurate and up to date, we make no representations, warranties, or guarantees regarding the accuracy, completeness, reliability, suitability, or availability of any content published on the website.
Nothing published by Careflare should be relied upon as clinical, medical, safeguarding, legal, regulatory, employment, or professional advice.
Users should seek appropriate independent professional advice before making decisions based on information published by Careflare.
Careflare reserves the right to amend, update, remove, replace, or withdraw website content at any time without notice.
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8. No Reliance
To the fullest extent permitted by law, Careflare accepts no liability for any loss, damage, cost, expense, claim, action, or consequence arising from reliance upon information contained within:
* The website
* Blog posts
* Articles
* Guides
* Educational resources
* Marketing materials
* Downloadable resources
* Platform documentation
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9. Fees and Subscriptions
Subscription fees are charged per home.
Current pricing is:
* £79 per home per month; or
* £790 per home per year when billed annually.
Annual billing represents a discounted rate equivalent to approximately two months free compared to monthly billing.
All pricing is exclusive of VAT unless otherwise stated.
Careflare reserves the right to amend pricing at any time. Any pricing changes will apply on renewal and reasonable notice will be provided.
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10. Free Trial
Careflare may offer a free trial period of up to 90 days.
For the purposes of these Terms, 90 days shall be deemed equivalent to three calendar months.
Only one free trial is permitted per home, organisation, or substantially similar organisation.
Careflare reserves the right to refuse, withdraw, amend, shorten, extend, or terminate any free trial at any time.
At the end of the free trial period, continued access requires a paid subscription.
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11. Minimum Contract Term
Unless otherwise agreed in writing, subscriptions are subject to a minimum contract term of 12 months.
Customers remain liable for subscription fees throughout the minimum contract period.
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12. Renewal and Cancellation
Subscriptions renew automatically at the end of each subscription period.
Customers wishing to cancel must provide written notice at least 30 days before the renewal date.
If cancellation notice is not received before the renewal date, the subscription shall automatically renew for the next subscription period.
No refunds will be provided for unused subscription periods, partial months, or early termination except where required by law.
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13. Payments
Subscription fees are payable in advance.
Failure to pay may result in:
* Suspension of access
* Restriction of features
* Termination of accounts
* Recovery action where appropriate
Careflare reserves the right to charge statutory interest and reasonable recovery costs on overdue invoices where permitted by law.
All payments are non-refundable except where required by law.
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14. Availability of the Platform
Careflare aims to provide reliable access but does not guarantee uninterrupted, secure, continuous, or error-free availability.
Access may be affected by:
* Maintenance
* Updates
* Technical failures
* Third-party service interruptions
* Internet connectivity issues
* Security incidents
* Events outside our reasonable control
Careflare reserves the right to introduce, modify, replace, remove, suspend, withdraw, or discontinue features, functionality, integrations, reports, dashboards, workflows, or services at any time.
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15. Third-Party Providers
Careflare relies on third-party providers to support platform functionality.
These may include:
* Airtable
* Softr
* Tally
* Stripe
* OpenAI services
* Google services
* Hosting and infrastructure providers
Careflare is not responsible for interruptions, outages, delays, data loss, errors, security incidents, or limitations arising from third-party providers.
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16. Data and Content
Organisations and users remain responsible for all information submitted to the platform.
Users should avoid entering unnecessary personal, confidential, sensitive, or special category information where not operationally required.
Organisations remain responsible for compliance with applicable data protection, safeguarding, employment, confidentiality, and regulatory obligations.
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17. Account Security
Users are responsible for:
* Maintaining secure passwords
* Protecting account access
* Restricting access to authorised individuals
* Reporting suspected unauthorised access
Careflare shall not be liable for losses arising from compromised credentials, unauthorised access, or failures to appropriately manage user accounts.
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18. Intellectual Property
All software, branding, logos, content, graphics, workflows, documentation, designs, and intellectual property associated with Careflare remain the property of Careflare unless otherwise stated.
Users may not reproduce, distribute, modify, reverse engineer, scrape, copy, or commercially exploit any part of the platform without prior written permission.
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19. Limitation of Liability
Careflare is a reporting and organisational learning platform only.
The platform is not:
* A clinical system
* A safeguarding system
* A compliance system
* A risk management system
* An emergency response system
* A substitute for management oversight
* A substitute for professional judgement
Careflare does not guarantee:
* Identification of all incidents
* Identification of all risks
* Identification of all safeguarding concerns
* Identification of all trends or patterns
* Prevention of incidents
* Prevention of harm
* Prevention of complaints
* Prevention of regulatory action
* Prevention of enforcement action
* Accuracy of information submitted by users
The platform is intended to support organisational reporting and learning only and must not be relied upon as a substitute for management oversight, safeguarding processes, governance systems, regulatory compliance processes, professional judgement, or clinical decision-making.
To the fullest extent permitted by law, careflare excludes liability for:
* Clinical decisions
* Safeguarding decisions
* Regulatory decisions
* Operational decisions
* Employment decisions
* Treatment outcomes
* Care outcomes
* Missed incidents
* Human error
* Loss of data
* Loss of profits
* Loss of business
* Loss of contracts
* Reputational damage
* Indirect losses
* Consequential losses
* Reliance upon platform outputs, trends, alerts, recommendations, or AI-generated content
Nothing in these Terms excludes liability which cannot legally be excluded.
Where liability cannot be excluded, Careflare's total aggregate liability shall not exceed the subscription fees paid by the customer during the preceding 12 months.
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20. Suspension and Termination
Careflare reserves the right to suspend, restrict, terminate, or refuse access where:
* These Terms are breached
* Accounts are misused
* Unlawful activity is suspected
* Payment obligations are not met
* Platform security may be compromised
* Platform integrity may be affected
Termination does not remove any obligation to pay outstanding fees.
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21. Force Majeure
Careflare shall not be liable for any delay or failure to perform its obligations where such delay or failure results from circumstances beyond its reasonable control, including but not limited to natural disasters, internet outages, cyber attacks, industrial disputes, power failures, supplier failures, government action, epidemics, pandemics, or failures of third-party services.
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22. Changes to These Terms
Careflare may update these Terms from time to time.
Updated Terms will be published on the website.
Continued use of the platform following publication of revised Terms constitutes acceptance of those Terms.
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23. Governing Law
These Terms and Conditions are governed by the laws of England and Wales.
Any dispute arising in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
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24. Contact
If you have any questions regarding these Terms and Conditions, please contact us using the contact details published on the Careflare website.