Medflow User Terms and Conditions
Introduction and Acceptance
By registering for and using Medflow’s services (including our website and applications), you agree to be bound by these Terms and Conditions. Please read this document carefully. If you do not agree with any part of these terms, you must not use Medflow’s services.
Description of Services
Medflow provides a cloud-based software solution designed to reduce administrative time for specialist healthcare providers in Australia. Our services include, but are not limited to, the Medflow Clinic Submission and Tracking Portal, the Nurse PRODA Service, and the Medflow Patient App. Basic access to the platform is offered free of charge to healthcare professionals in Australia, though Medflow reserves the right to introduce paid features or modify its pricing structure in the future (with prior notice to users).
Account Registration and Security
You may need to create an account to access certain features of Medflow. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You agree to provide accurate and complete information during registration and use of the services. Medflow’s Security Commitment: Medflow implements industry-standard security measures to protect your account and data. If you suspect any unauthorized use of your account, you must notify us immediately.
License Grant
Subject to your compliance with these Terms, Medflow grants you a limited, non-exclusive, non-transferable, and revocable license to use our services for your internal business or personal purposes. You must not sublicence or transfer this license to any third party without Medflow’s permission.
Payment Terms
Medflow’s basic services are currently provided free of charge to eligible users (such as specialist physicians). We reserve the right to introduce fees or change our pricing model in the future. If any fees are introduced, Medflow will provide you with reasonable prior notice, and your continued use of the services after the introduction of fees constitutes acceptance of the new payment terms.
Intellectual Property Rights
All content, trademarks, software, and intellectual property on the Medflow platform are owned by Medflow or its licensors. You agree not to copy, reproduce, modify, or create derivative works from any part of the services unless you have explicit written permission from Medflow. Any unauthorized use of our intellectual property is prohibited.
Restrictions on Use
You agree not to use Medflow’s services for any unlawful or unauthorized purposes. Prohibited activities include (but are not limited to): reverse engineering or decompiling the platform, data mining or scraping beyond the service’s intended use, interfering with the normal operation of the services, or attempting to circumvent any security measures. Medflow reserves the right to suspend or terminate your access if you engage in prohibited conduct.
Termination
Medflow may suspend or terminate your access to the services at our sole discretion if you violate these Terms or engage in conduct that we deem harmful to the platform or other users. Such termination may occur with or without prior notice. You may also discontinue use of Medflow’s services at any time. Upon termination, your rights to use the services will cease, but certain sections of these Terms (such as those relating to liability, indemnification, and compliance) will survive termination.
Responsibilities & Protections
Medflow is committed to maintaining high standards of security, accuracy, and compliance in providing our services. Our key responsibilities and protections include:
• Data Security and Confidentiality: We use robust security measures (including encryption and secure data storage) to protect patient and user data. Medflow maintains confidentiality of your information in accordance with our Privacy Policy and will only use or disclose data as permitted by you or by law.
• Accuracy and Error Correction: Medflow strives to provide accurate and reliable information through our platform. If an error or fault arises from Medflow’s system, we take responsibility for correcting it as soon as possible. We will notify users of significant errors or issues and provide corrected information or software fixes to the extent feasible.
• Regulatory Compliance: Medflow complies with all relevant Australian healthcare and privacy regulations, as well as applicable international data protection laws. We stay up to date with requirements under Australian law and the EU General Data Protection Regulation (GDPR) to ensure that our services meet legal standards. Any changes required for compliance will be implemented promptly, and we will inform users as appropriate.
User Consent for Delegate Access (PRODA Delegation)
Some Medflow services allow our nursing staff to assist healthcare providers by acting as delegates in government systems (such as PRODA) to submit authority applications on the provider’s behalf. By using these specific services, you agree to the following:
• Consent to Act as Delegate: You grant explicit consent for Medflow’s authorised nurses to act as your delegates on your PRODA (Provider Digital Access) account for the purpose of preparing and submitting authority applications or similar requests on your behalf. This consent is given to streamline administrative processes with your approval.
• Additional PRODA Consent: You acknowledge that in addition to agreeing to these Terms, you will be required to complete a separate delegation consent process within the PRODA system itself. Medflow’s platform may guide you through this, but final authorisation in PRODA (or connected government portals) is required. Our Terms of Use consent does not bypass any additional consent or security steps mandated by PRODA or Services Australia.
• Right to Revoke: You retain the right to revoke your consent for Medflow’s nurse delegation at any time. You can withdraw this consent by notifying Medflow and by removing or disabling the delegate access in your PRODA account settings. Revoking consent will stop any future submissions by Medflow on your behalf (though any submissions already made cannot be unsent).
• User Responsibility to Verify: Even when Medflow submits forms or applications as your delegate, you (the user/healthcare provider) remain responsible for the content and accuracy of those submissions. You should review submission confirmations or records to verify that applications made on your behalf are correct and complete. Medflow will provide you with the details of any submission we make as your delegate for your records.
Patient Records and Data Compliance
Medflow’s platform may be used to store or manage patient health information. We take privacy and data protection seriously, and we require that all users do the same:
• Consent for Storing Patient data: If you are a healthcare provider using Medflow, you must obtain your patient’s consent before storing or uploading their personal or health records to the Medflow database. By entering a patient’s details or records into Medflow, you represent and warrant that you have the patient’s permission to do so. You are responsible for ensuring that your use of Medflow to manage patient information is in line with patient consents and any applicable health privacy laws.
• Patient Access and Control: Patients have the right to access their personal health records stored in Medflow. If you are a patient using Medflow (for example, via the Medflow Patient App), you can request access to your records at any time. Patients (or their healthcare providers on their behalf) may also request corrections to any inaccurate information in their records, and Medflow will facilitate such corrections promptly. Furthermore, patients can request the removal or deletion of their personal data from Medflow’s systems. Medflow will honor requests for access, correction, or deletion of data in accordance with applicable laws and our Privacy Policy (noting that some healthcare records may need to be retained for a certain period as required by law or for legitimate business or legal purposes).
• Privacy Act and GDPR Compliance: Medflow handles all personal information, especially sensitive health information, in compliance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles. For users or patients located in the European Union, we also comply with the General Data Protection Regulation (GDPR). This means we will only collect and use personal data for legitimate purposes, keep it secure, and provide individuals with rights over their data (access, correction, deletion, etc.) as required by these laws. Our Privacy Policy provides further details on how we manage personal data in line with these regulations.
Disclaimers and Limitation of Liability
Except as expressly provided in these Terms or required by law, Medflow’s services are provided on an “as is” and “as available” basis without any warranties or guarantees of any kind, either express or implied. While we strive for accuracy and uptime, we do not warrant that the services will be uninterrupted, error-free, or perfectly secure at all times. To the maximum extent permitted by law, Medflow (and its directors, employees, and agents) will not be liable for any direct, indirect, incidental, special, or consequential damages, or any loss of profits or revenue, arising out of or in connection with your use of the services. This limitation of liability applies even if we have been advised of the possibility of such damages. In jurisdictions that do not allow the exclusion or limitation of certain damages, our liability will be limited to the minimum amount permitted by law.
Indemnification
You agree to indemnify and hold harmless Medflow, its parent company (Medflow Pty Ltd), affiliates, and their respective directors, officers, employees, and agents from and against any and all claims, demands, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to: (a) your use or misuse of Medflow’s services; (b) your violation of these Terms and Conditions; or (c) your infringement of any intellectual property or other rights of any third party. This indemnification obligation will survive the termination of your relationship with Medflow.
Legal and Regulatory Compliance
Medflow is an Australian-based service and adheres to the laws and regulations governing healthcare and data in Australia, as well as other applicable jurisdictions:
• Australian Healthcare Regulations: We comply with relevant Australian healthcare laws and regulations, including applicable rules under Medicare and the Pharmaceutical Benefits Scheme for authority prescriptions. Medflow’s Nurse PRODA Service and other features are operated in line with government requirements (such as Services Australia’s policies for PRODA delegation) and any guidelines issued by Australian health authorities. We also ensure our practices align with the standards of professional regulators where relevant.
• Privacy and Data Protection Laws: As noted, Medflow abides by the Australian Privacy Act 1988 (Cth) and its Australian Privacy Principles, which regulate how we collect, use, disclose, and store personal information. We also adhere to the EU GDPR when dealing with personal data of individuals in the European Union. In addition, Medflow will follow any other data protection or privacy laws that apply to our operations or to the data we handle (for example, state-based health records legislation or the Notifiable Data Breaches scheme under Australian law).
• No Waiver of Rights: Nothing in these Terms is intended to limit any rights you have under Australian Consumer Law or other mandatory laws. To the extent that any part of these Terms would contravene the law or deprive you of a protection or requirement under law, that part is to be read down or severed so that it does not apply. Medflow’s liability and obligations are limited only to the degree permitted by law—we do not exclude or restrict liability for any matter that cannot be excluded by statute (including liability under consumer protection laws for services that fail to meet statutory guarantees).
• Liability Limited to Compliance Commitments: Medflow’s commitments to data security, error correction, and legal compliance (as outlined in these Terms) reflect our obligations to users. However, except to the extent required by law, these commitments do not constitute an unlimited acceptance of liability for matters beyond our control. We will make good faith efforts to fulfill our responsibilities and adhere to all legal requirements. If you believe Medflow is not meeting its legal or contractual obligations, please notify us so we can address the issue promptly.
• Contact for Data Protection Inquiries: If you have any questions, concerns, or requests regarding your data or privacy rights in connection with Medflow, you can contact us at the details provided in the Contact Information section below. We are here to help and will respond in accordance with applicable privacy regulations.
Governing Law and Jurisdiction
These Terms and Conditions are governed by the laws of Australia. By using Medflow, you submit to the jurisdiction of the courts of Australia for the resolution of any disputes that may arise. If you are using the services outside Australia, you are still responsible for complying with any local laws applicable to you, but the governing law for this agreement remains the law of Australia. International data protection laws (such as GDPR) will apply to personal data if you are located in those jurisdictions, as noted above, but this does not change the choice of law for contractual terms.
Changes to Terms
Medflow may modify or update these Terms and Conditions from time to time to reflect changes in our services, the law, or for other reasons. When we make changes, we will update the “Effective Date” at the end of this document and, in the case of significant changes, we will provide prominent notice to users (for example, via email or a notification on our platform). Your continued use of Medflow’s services after any changes to the Terms constitutes your acceptance of the revised Terms. We encourage you to review this page periodically to stay informed of our current terms.
Contact Information
If you have any questions about these Terms and Conditions, or if you wish to contact us regarding privacy and data protection concerns, please use the following contact details:
• Email: privacy@medflow.com.au
• Postal Address: Level 34, 100 Miller St, North Sydney NSW 2060, Australia
Medflow welcomes your questions and will address your inquiries or concerns as promptly as possible. If you need to access or correct your personal data, or withdraw consent as described in these Terms, our support team will guide you through the process.
Effective Date: 12 March 2025