Terms and Conditions
Using this website
This website presents information about OptiFlow and lets you get in touch. The information on it is for general orientation: it is not a binding offer, not a commitment to any particular scope of service, and not a substitute for an agreement.
The actual scope of service — the plan, the modules in use, the number of branches and users, and any external connections — is set in the engagement agreement with the business.
Screenshots, descriptions and examples on the site may show sample data and may change as the product develops. We aim for accuracy, but errors are possible and we may correct them.
Demo requests
Requesting a demo does not create an engagement and does not entitle you to access the application. We may schedule, decline or not act on a request at our discretion.
When completing the form, give accurate details and leave out sensitive information: no patient details, no exam findings, no medical documents, no payment details.
A demo environment, where one is made available to you, is for evaluation only. Do not enter real customer data in it, do not use it for day-to-day work, and expect its data to be reset or deleted at any time.
Account access
Signing in happens on the page provided for it and requires authentication. This marketing website does not authenticate users and is not a place to enter sign-in details.
The business is responsible for keeping its staff’s sign-in details confidential, removing access when someone leaves, and updating permissions when a role changes.
Do not use someone else’s account, do not attempt to reach information that does not belong to the business, and do not work around access restrictions. If you suspect unauthorised use, tell us promptly.
Authorised users
The business decides which of its staff get access and how much, and it is responsible for what those accounts do — as if it had done it itself.
Access is personal. Accounts must not be shared between staff, and access must not be given to a third party — a consultant, supplier or contractor — without our written agreement and without that third party being bound by these same terms.
Where the number of users, branches or modules affects the fee, a change in usage will be reflected in accordance with the agreement.
Service availability
We work towards high availability and try to schedule planned maintenance when it interferes least with the working day. Even so, the service is not guaranteed to be continuously available.
An interruption may arise from maintenance, a fault, an attack, a network failure or a problem at an external supplier. Where an interruption is prolonged, we will work to keep business customers informed.
Any agreed service level or response time is set in the engagement agreement, not on this page. We do not state availability percentages or response times here.
Acceptable use
Do not attempt to break into the system, work around access restrictions, run penetration tests or scans without our written permission, place abnormal load on the service, or extract data from it with automated tools.
Do not use the service to send messages the recipient has not agreed to receive, and do not store information in it that the business has no legitimate basis to hold.
Do not copy, disassemble, reverse-engineer or make available any part of the system, and do not use it or information about it to build a competing product.
Do not use the service in a way that infringes anyone’s rights, misleads customers, or breaks the law.
Intellectual property
The application, the website, the design, the code, the text, the marks and the OptiFlow name are ours or licensed to us. An engagement grants the right to use the service within the agreed scope — not ownership, and not a right to pass that use on.
Data a business enters into the application remains its own. Providing the service requires us to process it, store it and display it to that business’s authorised users.
Suggestions and feedback you send us may be used to improve the product, without that giving you ownership of the product or of the improvement. We will not attribute feedback to you publicly without your agreement.
Confidentiality
Non-public business information disclosed between the parties — pricing, working configurations, plans, and customer data — is kept confidential and used only for the purposes of the engagement.
The confidentiality obligation continues after the engagement ends, subject to the usual exceptions: information that was or became public without a breach, information the receiving party already had, and disclosure required by law or by a competent authority — in which case only to the extent required, and with notice where notice is permitted.
Third-party integrations
OptiFlow can connect to supported devices and services depending on the model, the provider and your configuration. Some connections depend on your plan, your equipment and a compatibility check.
A connection to an external supplier — point of sale, card processing, message delivery, or importing data from an examination device — is also subject to that supplier’s own terms, pricing and availability. We are not responsible for a third party’s fault, change of terms or discontinuation of service.
The relationship with the external supplier, the permissions the business grants it, and the fit with the business’s needs are the business’s responsibility. We will help configure the connection to the extent agreed.
If an external supplier withdraws a service or changes how it works, a connection may change or stop. We will say so when we know, and offer an alternative way of working where one exists.
The business’s responsibilities
The business is responsible for the accuracy of what it enters, for the settings it chooses — prices, documents, taxes, staff permissions, message templates — and for checking that the result matches what it actually intends.
The business is responsible for obtaining the consents it needs from its own customers before messages are sent and before sensitive information is stored, and for handling its customers’ information in line with the obligations that apply to it.
The business is responsible for its own side of the setup: devices, internet connection, an up-to-date browser, and peripherals such as printers or examination equipment.
The business is responsible for ensuring its users are qualified and permitted to do what they do in the system.
Professional and clinical responsibility
OptiFlow supports documenting and managing exam and prescription workflows. Professional and clinical judgement remains the optometrist’s responsibility.
The system does not diagnose, does not determine a prescription, and does not replace the judgement of a qualified practitioner. The aids and calculations it shows are documentation and working tools; a practitioner must review and confirm them before they are used with a customer.
Examination, prescribing, fitting and care remain the practitioner’s responsibility, in line with their qualification, their authorisation to practise and the professional rules that apply to them.
Data imported from an examination device or from an earlier record is a starting point for professional work, not a finished result. It is the practitioner’s responsibility to verify it before relying on it.
Accounting and tax responsibility
Supports tax, VAT and document settings according to your configuration and the integrations you enable
Actual accounting and regulatory fit depends on your configuration, the providers you connect, and sign-off by your own professional advisers
We do not provide accounting, tax or regulatory advice. Tax settings, document types, numbering, issuance and reporting are decided by the business and its own professional advisers.
We do not claim approval or certification from any authority. If a particular configuration or approval is needed in order to report or to issue documents, checking that and confirming the fit is the responsibility of the business and its accountant.
Changes to the service
The product develops. We may add capabilities, change them, change an interface, or withdraw a capability that is not in significant use.
Where a change materially reduces an existing capability the business relies on, we will give reasonable advance notice and allow time to adjust in accordance with the agreement.
An update to these terms will be published on this page with its date. Continuing to use the service afterwards means accepting the updated wording, to the extent the law allows.
Limitations
The service is provided in accordance with what the engagement agreement sets out. We do not warrant that it will be free of faults, that it will suit every need of every business, or that it will run without interruption on every configuration and every piece of equipment.
To the extent the law allows, we are not liable for indirect or consequential loss, lost income or profit, damage to reputation, or loss of data caused by something outside our control — a fault in the business’s own equipment, a disruption at an external supplier, or use that breaches these terms.
The limits of liability, including any monetary cap, are set in the engagement agreement and in wording approved by counsel. This page does not set them.
Nothing here removes rights that cannot be contracted out of under applicable law.
Suspension and termination
We may suspend access in the event of prohibited use, a risk to the security of the system or to other customers’ information, or a breach of the agreement — with notice, where the circumstances allow notice to be given first.
The business may end the engagement in accordance with the agreement. On termination, data export in a usable format is arranged within the period the agreement sets.
We do not delete data on our own initiative before export has been arranged, unless the law requires it. After that, deletion follows what the privacy policy describes.
Privacy
What information is collected, how it is used, who is responsible for it and how long it is kept are described in our privacy policy, which forms part of these terms.
Where a separate data-processing arrangement is required as part of the engagement with a business, it will be signed in addition to these terms and will prevail over them on matters of data processing.
Governing law
These terms are governed by the law and subject to the jurisdiction stated on this page.
That value has not been set. The governing law and the exclusive jurisdiction will be determined during legal review and written here explicitly. Until then this page does not settle the question, and in any event the signed agreement with the business governs.
Contact
For questions about these terms, contact us through any of the channels published on this site.
The identity of the legal entity operating the service — its registered name and number — will be stated on this page. While those details are missing, these terms must not be published as final.