Terms of Use

1. Acceptance of Terms

By accessing or using IntakeFlow ("the Service"), operated by Sigla LLC, a Virginia limited liability company ("we," "us," or "our"), you agree to be bound by these Terms of Use ("Terms"). If you do not agree to all of these Terms, do not access or use the Service. These Terms constitute a legally binding agreement between you and Sigla LLC. They apply to all users, including facility administrators, admissions staff, clinical personnel, remote signers, and any individual who accesses the Service in any capacity.

2. Description of Service

IntakeFlow is a web-based platform designed for Skilled Nursing Facilities (SNFs) and Long-Term Care (LTC) providers. The Service provides:

• Post-admission agreement management — electronic generation, tracking, and organization of admission agreements that are executed after a resident is admitted to a facility
• Electronic signature collection — secure e-signature capture for residents, family members, and Powers of Attorney via remote signing links
• Witness countersignature workflows — facility staff witness and countersign remotely executed agreements
• Waitlist management — tracking referral inquiries, contact follow-ups, and bed assignments
• PDF agreement packet generation — export of completed, signed agreement packets
• AI-assisted data extraction — automated extraction of patient demographics from uploaded face sheets and referral documents
• HIPAA-compliant audit logging — tracking of all user actions involving Protected Health Information

IntakeFlow is not an Electronic Health Record (EHR), Electronic Medical Record (EMR), clinical documentation system, patient intake/registration platform, or referral management system. The Service is limited to post-admission agreement workflows and waitlist management.

42 CFR Part 483 Disclaimer: IntakeFlow handles post-admission agreements and waitlist management only. It does not satisfy 42 CFR Part 483 requirements for clinical documentation, quality assurance programs, incident reporting, care planning, or other federal nursing facility regulations. Facilities must maintain separate systems and procedures to meet all CMS Conditions of Participation and state survey requirements. IntakeFlow supplements — but does not replace — your facility's existing compliance infrastructure.

3. Account Registration and Security

You must provide accurate, current, and complete information when creating an account. You are solely responsible for:

• Maintaining the confidentiality of your login credentials
• All activities that occur under your account
• Immediately notifying us of any unauthorized access or security breach at contact@intakeflow.cc
• Ensuring that all users at your facility are authorized and properly trained

Each facility account is subject to role-based access controls. You may not share credentials across users. We reserve the right to suspend accounts where shared credentials are detected.

4. Permitted and Prohibited Use

You may use IntakeFlow solely for lawful healthcare administration purposes at your authorized facility. You expressly agree not to:

• Use the Service for any purpose that violates federal, state, or local law, including HIPAA, 42 CFR Part 2, or applicable state healthcare privacy laws
• Access, attempt to access, or tamper with another facility's data, accounts, or systems
• Reverse engineer, decompile, disassemble, or create derivative works from any part of the Service
• Share login credentials or permit unauthorized individuals to access the Service
• Upload malicious code, viruses, or any content designed to disrupt or compromise the Service
• Use the Service to store information unrelated to post-admission agreements or waitlist management
• Circumvent or attempt to circumvent security measures, session timeouts, rate limits, or access controls
• Use automated scripts, bots, or scrapers to access the Service
• Misrepresent your identity, authority, or affiliation with a facility
• Use the Service in a manner that could bring Sigla LLC into disrepute or violate any applicable healthcare regulation

5. Protected Health Information (PHI)

The Service processes Protected Health Information as defined under HIPAA (45 CFR § 160.103) on behalf of Covered Entities. By using IntakeFlow:

• You represent and warrant that you are authorized to input, access, and manage patient data within the Service
• You agree that a Business Associate Agreement (BAA) must be executed between your facility and Sigla LLC prior to processing any real PHI through the Service
• You acknowledge that use of the Service without an executed BAA is at your sole risk and Sigla LLC assumes no liability for PHI processed without a BAA
• You are responsible for ensuring your use of the Service complies with HIPAA, the HITECH Act, 42 CFR Part 2 (if applicable), and all applicable state healthcare privacy laws
• You agree not to input PHI of individuals who have not been admitted to your facility or who have not provided appropriate consent

6. Electronic Signatures

IntakeFlow facilitates electronic signatures for post-admission agreements. By using the e-signature feature, all parties acknowledge and agree that:

• Electronic signatures collected through IntakeFlow are intended to be legally binding under the federal Electronic Signatures in Global and National Commerce Act (ESIGN Act, 15 U.S.C. § 7001) and the Uniform Electronic Transactions Act (UETA)
• All signatures include timestamps, IP address capture, user agent recording, and SHA-256 content hashes for tamper detection
• Signers must affirmatively consent to the use of electronic signatures before signing
• Remote signing sessions are time-limited and expire after 72 hours
• Witness countersignatures by facility staff are required for all remotely signed agreements
• You are solely responsible for verifying the identity, legal authority, and capacity of any person who signs through the Service
• Sigla LLC does not provide legal advice regarding the enforceability of any specific electronic signature or agreement

7. Data Ownership and Retention

You retain full ownership of all data you input into the Service, including patient information, agreements, signatures, and waitlist records. Sigla LLC claims no ownership interest in your data. We will not access, use, sell, or share your data except as necessary to provide the Service, comply with law, or as described in our Privacy Policy.

Upon termination of your account, we will handle PHI in accordance with the executed BAA, including return or secure destruction of data as directed, subject to any legal retention requirements.

8. Intellectual Property

The Service, including its design, source code, features, documentation, user interface, and all related materials, is the exclusive property of Sigla LLC and is protected by copyright, trademark, trade secret, and other intellectual property laws. "IntakeFlow," the IntakeFlow logo, and all associated marks are trademarks of Sigla LLC. You may not use our trademarks without prior written permission.

9. Availability, Modifications, and Support

We strive to maintain Service availability but do not guarantee uninterrupted, error-free, or secure access. We may perform maintenance, deploy updates, or make modifications that temporarily or permanently affect functionality. We will make reasonable efforts to provide advance notice of planned downtime affecting production systems. We reserve the right to modify, suspend, or discontinue any feature of the Service at any time.

10. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. SIGLA LLC EXPRESSLY DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE. WE DO NOT WARRANT THAT THE SERVICE WILL MEET YOUR REQUIREMENTS, OPERATE WITHOUT INTERRUPTION, BE ERROR-FREE, OR THAT DEFECTS WILL BE CORRECTED. WE DO NOT WARRANT THE ACCURACY, COMPLETENESS, OR RELIABILITY OF ANY DATA EXTRACTED BY AI-ASSISTED FEATURES. YOU ARE SOLELY RESPONSIBLE FOR VERIFYING ALL AI-EXTRACTED DATA BEFORE USE.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL SIGLA LLC, ITS OFFICERS, DIRECTORS, MEMBERS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF DATA, LOSS OF REVENUE, LOSS OF BUSINESS OPPORTUNITIES, LOSS OF GOODWILL, REGULATORY FINES OR PENALTIES, OR DAMAGES RESULTING FROM UNAUTHORIZED ACCESS TO OR ALTERATION OF YOUR DATA, REGARDLESS OF THE CAUSE OF ACTION OR THE THEORY OF LIABILITY, EVEN IF SIGLA LLC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL AGGREGATE LIABILITY ARISING FROM OR RELATED TO THESE TERMS OR YOUR USE OF THE SERVICE SHALL NOT EXCEED THE GREATER OF (A) THE TOTAL AMOUNT PAID BY YOU TO SIGLA LLC FOR THE SERVICE IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100.00).

SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF CERTAIN DAMAGES. IN SUCH JURISDICTIONS, OUR LIABILITY SHALL BE LIMITED TO THE MAXIMUM EXTENT PERMITTED BY LAW.

12. Indemnification

You agree to defend, indemnify, and hold harmless Sigla LLC, its officers, directors, members, employees, agents, and affiliates from and against any and all claims, demands, damages, losses, costs, liabilities, and expenses (including reasonable attorneys' fees) arising from or related to:

• Your use of or inability to use the Service
• Your violation of these Terms
• Your violation of any applicable law, regulation, or third-party right, including HIPAA
• Any PHI breach, unauthorized disclosure, or privacy violation caused by your actions, omissions, or negligence
• Any dispute between you and a patient, family member, or third party regarding agreements executed through the Service
• Your failure to verify signer identity, authority, or capacity

13. Dispute Resolution

Any dispute, controversy, or claim arising from or relating to these Terms or the Service shall first be attempted to be resolved through good-faith negotiation between the parties for a period of thirty (30) days. If the dispute cannot be resolved through negotiation, it shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, with arbitration to take place in the Commonwealth of Virginia. The arbitrator's decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

CLASS ACTION WAIVER: You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration against Sigla LLC.

14. Termination

We may suspend or terminate your access to the Service immediately and without notice if you violate these Terms, engage in fraudulent or illegal activity, or pose a security risk. We may also terminate your account for any reason with thirty (30) days' written notice. You may terminate your account at any time by contacting us at contact@intakeflow.cc.

Upon termination, Sections 7 (Data Ownership), 8 (Intellectual Property), 10 (Disclaimer), 11 (Limitation of Liability), 12 (Indemnification), and 13 (Dispute Resolution) shall survive and remain in full force and effect.

15. Governing Law

These Terms are governed by and construed in accordance with the laws of the Commonwealth of Virginia, United States, without regard to its conflict of law provisions. To the extent arbitration does not apply, you consent to the exclusive jurisdiction and venue of the state and federal courts located in Virginia.

16. Severability

If any provision of these Terms is held to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving its original intent.

17. Entire Agreement

These Terms, together with our Privacy Policy, Business Associate Agreement, and any other agreements executed between you and Sigla LLC, constitute the entire agreement between you and Sigla LLC regarding the Service and supersede all prior agreements, understandings, and communications, whether written or oral.

18. Changes to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated via email or prominent in-app notice at least fifteen (15) days prior to taking effect. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the modified Terms. If you do not agree with the changes, you must stop using the Service and terminate your account.

19. Contact