CareFlow Technologies — Refund and Cancellation Policy
Effective Date: August 7, 2026 Last Updated: August 7, 2026
This policy is incorporated into the CareFlow Technologies Terms of Service.
1. Summary
| Cancel anytime? | Yes. No minimum commitment, no cancellation fee. |
| When does it take effect? | End of your current paid billing period. |
| Refund on the current month? | No. You keep access through the period you paid for. |
| Refund on the implementation fee? | No. It is non-refundable once work begins. |
| Free trial? | No. CareFlow does not offer free trials. |
| How long to export data? | 30 days after your access ends. |
| When is data deleted? | 60 days after your access ends. |
2. No Free Trial
CareFlow does not offer free trials or trial periods. Access to the Service begins after purchase and setup.
We encourage prospective customers to request a demonstration or walkthrough before purchasing.
3. Implementation Fee
A one-time implementation fee is charged at the beginning of your engagement. This fee covers account setup, configuration, and onboarding support.
The implementation fee is non-refundable once implementation work has begun. Implementation work is considered begun at the earlier of:
- The first configuration or setup activity performed by CareFlow on your account, or
- Your onboarding or kickoff call
If you cancel before either of those has occurred, contact support@careflowtraining.com and we will review the request.
4. Subscription Cancellation
How to cancel. Send written notice to support@careflowtraining.com from the email address associated with your account, or from an address we can verify as belonging to an authorized administrator of your agency.
When it takes effect. Cancellation takes effect at the end of your current paid billing period. You retain full access to the Service through that date. You will not be billed again after that date.
Example. If your billing date is the 5th of the month and you cancel on the 20th, your service continues through the end of that billing period. Your subscription ends and no further charge is made on the next billing date.
No partial-period refunds. Fees already paid for the current billing period are not refunded or prorated. You have paid for that period and you keep it.
Add-ons. Cancelling your primary subscription cancels all associated add-ons on the same schedule. You may cancel individual add-ons separately, effective at the end of the current billing period.
5. Refunds
CareFlow does not issue refunds for:
- Subscription fees already paid for a current or prior billing period
- Implementation fees, once implementation work has begun
- Periods during which the Service was available but unused
- Add-on subscriptions already billed
We may issue a refund in these circumstances:
- Duplicate or erroneous charge. Contact us and we will investigate and correct it.
- Billing after valid cancellation. If you cancelled properly and were billed anyway, we will refund that charge.
- Discontinuation by CareFlow. If we discontinue the Service, we will refund prepaid, unused subscription fees.
- Extended outage. If the Service is materially unavailable for a prolonged period due to our failure, we may issue a credit or partial refund at our discretion.
Requesting a refund. Email support@careflowtraining.com with your agency name, the charge in question, and the reason. We will respond within five (5) business days. Approved refunds are issued to the original payment method and typically appear within five to ten (5–10) business days.
6. Price Changes
We may change pricing with at least thirty (30) days' written notice. If you do not wish to continue at the new price, you may cancel before it takes effect and you will not be charged the new amount.
7. Data Export and Retention After Cancellation
This section is important. Read it before you cancel.
7.1 Export window — 30 days
For thirty (30) days after your access ends, you retain the ability to export your data, including:
- Caregiver records and training history
- Completion certificates
- Compliance and progress reports
- Applicant records and onboarding documents, where applicable
We will send a reminder when your access ends and again approximately ten (10) days before deletion.
To request an export, email support@careflowtraining.com.
7.2 Deletion — 60 days
Sixty (60) days after your access ends, your data is permanently deleted from active systems. This includes:
- Caregiver, applicant, and training records
- Certificates and compliance history
- Sensitive employment documentation, including Social Security numbers, Form I-9 records, Form W-4 records, health assessments, and direct deposit information
Deletion is permanent. We cannot restore data after deletion.
7.3 Why we delete
We delete sensitive employment records rather than retaining them indefinitely because holding Social Security numbers, identity documents, and health information for former customers creates unnecessary risk for the individuals those records belong to.
7.4 Your retention obligations
CareFlow is not your system of record for legally required retention.
Federal law requires employers to retain Form I-9 documentation for a defined period after hire or termination. Other employment, tax, and state licensing records carry their own retention requirements. These obligations belong to your agency as the employer, not to CareFlow as a software provider.
Before your export window closes, download and retain any records you are legally required to keep. Do not rely on CareFlow to hold them for you.
7.5 What we retain after deletion
We retain the following beyond the deletion date, as required for legal, accounting, and security purposes:
- Billing and transaction records
- Security audit logs
- Records required to be kept by law
These are retained in the minimum form necessary and are not used to provide the Service.
7.6 Backups
Deleted data may persist in encrypted backups for a limited period before being overwritten in the ordinary course of operations. Backup data is not accessible through the Service and is not used for any purpose other than disaster recovery.
8. Reactivation
If you cancel and later wish to return:
- Within 60 days, contact us before your deletion date. We may be able to restore your account and data. A new implementation fee may not be required.
- After 60 days, your prior data has been deleted. You may sign up as a new customer, which requires a new implementation fee, and prior records cannot be recovered.
9. Termination by CareFlow
If we terminate your account for breach of the Terms of Service, the standard export window may be shortened or withheld at our discretion, except where retention or delivery is required by law. No refund is issued in this case.
If we terminate for reasons other than your breach, we will provide a full export window and refund any prepaid, unused subscription fees.
10. Contact
CareFlow Technologies Email: support@careflowtraining.com Web: app.careflowtraining.com
CareFlow Technologies