Please read these Terms of Service carefully before using KaraFlows. By accessing our website or using our services, you agree to be bound by these terms. If you do not agree, do not use our services.
KaraFlows is an AI-powered patient acquisition platform for dental clinics, operated by Kara Labs ("KaraFlows," "we," "us," or "our"). Our services include AI chatbot deployment, automated lead response, appointment reminder sequences, patient reactivation campaigns, Google review generation, and performance reporting. Our services may include automated and AI-assisted communications intended for administrative, operational, customer service, and marketing support purposes only.
These Terms of Service ("Terms") govern your access to and use of our website at karaflows.com and our services. References to "you" or "Client" mean the dental clinic or business entity that has entered into a service agreement with KaraFlows.
Subject to these Terms and payment of applicable fees, KaraFlows will provide the services outlined in your selected package, which may include:
We will use commercially reasonable efforts to deliver services as described. We aim to have your system live within 24 hours of receiving your completed onboarding information. Actual delivery times may vary based on the complexity of your setup and the accuracy of information provided.
To receive our services, you agree to:
Our services are provided on a monthly subscription basis at the rates specified in your selected package. Prices are in USD unless otherwise agreed. A one-time setup fee may apply for new clients.
Monthly subscription fees are billed in advance at the start of each billing cycle. Payment is due upon receipt of invoice. We accept payment via bank transfer, credit card, and other methods as agreed.
If payment is not received within 14 days of the due date, we reserve the right to suspend services until payment is received. Repeated late payment may result in termination of service.
We reserve the right to modify our pricing. We will provide at least 30 days' written notice of any price increase. Your continued use of services after the effective date constitutes acceptance of the new pricing.
Special promotional pricing (such as founding client rates) is valid only for the period specified at the time of the offer. After the promotional period ends, standard pricing will apply unless otherwise agreed in writing.
Where a free trial or promotional test period is offered, you may use the specified services for the stated trial period and under the conditions communicated at the time of the offer. At the end of the trial period, you must either subscribe to a paid plan or discontinue use of the services. Unless expressly agreed in writing, trial fees, promotional setup fees, or discounted test-period payments are non-refundable.
Trial or promotional offers do not guarantee any specific results, number of bookings, revenue increase, no-show reduction, review volume, or patient reactivation outcome. We reserve the right to modify, limit, or discontinue trial or promotional offers at any time.
These Terms begin on the date you first use our services and continue until terminated by either party.
You may cancel your subscription at any time by providing 30 days' written notice to [email protected]. Upon cancellation, your access to services will continue until the end of the current paid billing period. We do not provide refunds for unused portions of prepaid subscription periods.
We may terminate or suspend your access to services immediately, without prior notice, if:
Upon termination, we will remove our AI system from your website, cease all automated communications on your behalf, and provide you with a final performance report. We will delete your data in accordance with our Privacy Policy and applicable law.
KaraFlows retains all intellectual property rights in our platform, software, AI systems, and all related technology. Nothing in these Terms grants you ownership of our technology or systems.
You retain ownership of all data, content, and materials you provide to us. You grant us a limited license to use your clinic name, logo, and information solely to configure and deliver our services to you.
Your use of our services is subject to our Privacy Policy, which is incorporated into these Terms by reference. By using our services, you agree to our Privacy Policy.
As a dental clinic using our services, you are responsible for ensuring that your collection, disclosure, and use of patient data complies with applicable privacy, healthcare, marketing, communications, and consumer protection laws in your jurisdiction, including PIPEDA in Canada and any applicable provincial health information legislation.
You represent and warrant that you have obtained all necessary patient consents, notices, permissions, and lawful bases for the communications our system sends on your behalf, including SMS reminders, email sequences, AI-assisted responses, review requests, follow-up campaigns, and reactivation campaigns.
You remain solely responsible for the accuracy, legality, and appropriateness of the clinic information, patient data, consent records, service details, pricing, availability, and other materials you provide to KaraFlows.
KaraFlows provides AI-powered tools and automation to assist your clinic. We do not guarantee specific results, including specific numbers of new patients, revenue increases, no-show reduction rates, or review volumes. Results described in our marketing materials represent typical or potential outcomes and are not guaranteed for every client.
Client acknowledges that KaraFlows may use AI-assisted technologies, automated workflows, and chatbot systems to help respond to enquiries, schedule appointments, send reminders, and support clinic operations. AI-assisted or automated communications may occasionally contain errors, incomplete information, delays, or unintended responses. Client is responsible for reviewing, supervising, and monitoring communications sent through or generated by the services.
KaraFlows does not provide medical advice, diagnosis, treatment recommendations, clinical decision-making, emergency response, or professional healthcare services. Any automated or AI-assisted communications generated through our services are intended for administrative, informational, customer service, operational, or marketing purposes only.
The services are not intended for medical emergencies. Patients experiencing a medical emergency should contact emergency services or the relevant healthcare provider directly.
We strive to provide continuous service availability but do not guarantee uninterrupted access to our services. We are not liable for temporary outages, maintenance periods, or service interruptions beyond our reasonable control.
To the maximum extent permitted by applicable law, KaraFlows shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or goodwill, arising from your use of or inability to use our services.
Our total cumulative liability to you for any claims arising from these Terms or your use of our services shall not exceed the total fees paid by you to KaraFlows in the 3 months immediately preceding the claim.
You agree to indemnify and hold harmless KaraFlows and Kara Labs from any claims, damages, losses, penalties, regulatory actions, complaints, or expenses (including legal fees) arising from your use of our services, your breach of these Terms, your violation of applicable law, your failure to obtain required patient consents, your use of patient data, or communications sent on your behalf through the services.
Each party agrees to keep confidential any non-public information received from the other party in connection with the services. This obligation does not apply to information that is publicly available, independently developed, or required to be disclosed by law.
You agree not to use the services for unlawful, misleading, abusive, fraudulent, harassing, discriminatory, spam-related, or unauthorized communications. You may not use the services to send communications to individuals who have not provided legally valid consent where consent is required.
Our services send automated SMS and email messages to your patients on your behalf. You are responsible for ensuring:
KaraFlows will not be liable for any delay, failure, or interruption in performance caused by events beyond our reasonable control, including internet or telecommunications failures, third-party platform outages, hosting or cloud service disruptions, payment processor issues, cyberattacks, labor disputes, natural disasters, war, civil unrest, government actions, changes in law, or other events outside our reasonable control.
Unless otherwise specified in a separate written agreement, these Terms shall be governed by and construed in accordance with the laws of Ontario, Canada, without regard to conflict of law principles. Any disputes arising from these Terms or your use of our services shall first be addressed through good faith negotiation. If negotiation fails, disputes shall be submitted to binding arbitration in accordance with applicable arbitration rules in Ontario, Canada.
We may update these Terms from time to time. We will notify you of material changes by email or by posting a notice on our website at least 14 days before the changes take effect. Your continued use of our services after the effective date constitutes acceptance of the updated Terms.
These Terms, together with our Privacy Policy and any written service agreement or proposal, constitute the entire agreement between you and KaraFlows regarding our services and supersede all prior agreements and understandings.
For questions about these Terms, please contact us: