Introduction
These Terms of Use (“Terms”) govern access to and use of the ResFlow platform, website, applications, services, and related features (collectively, the “Platform”), operated by ResFlow.
By accessing or using ResFlow, you agree to comply with these Terms. If you do not agree to these Terms, you must not use the Platform.
If you access or use the Platform in a professional capacity, you confirm that you are an authorised representative of the organisation on whose behalf you accept these Terms, and that organisation agrees to be bound by them.
These Terms should be read together with our Privacy Policy and Data Processing Agreement (DPA), which are incorporated by reference.
About ResFlow
ResFlow is a clinical research site operations platform designed to support:
- Study management
- Participant tracking
- Visit scheduling
- Visit window management
- Operational logs
- Site administration
- Workflow oversight
ResFlow is not:
- An Electronic Data Capture (EDC) system
- An Electronic Health Record (EHR) system
- A Medical Device
- A Clinical Decision Support System
- A Diagnostic Tool
ResFlow does not provide medical advice, diagnosis, treatment recommendations, or clinical decision-making functionality.
Eligibility
You may only use ResFlow if:
- You are authorised by your organisation;
- You are at least 18 years old;
- You have authority to access and process information entered into the Platform.
Account Responsibilities
Users are responsible for:
- Maintaining password confidentiality;
- Protecting login credentials;
- Restricting unauthorised access;
- Ensuring information entered into the Platform is accurate.
Users must immediately notify ResFlow of any suspected unauthorised access or security incident.
Organisation Responsibility
Each organisation using ResFlow is solely responsible for:
- Ensuring lawful collection of participant information;
- Obtaining necessary consents and authorisations;
- Compliance with GDPR, UK GDPR, GCP, ethics requirements, and applicable regulations;
- Determining what information is entered into ResFlow.
The organisation determines how participant information is used within the Platform and remains responsible for lawful processing, including where it acts on behalf of a sponsor, institution, or other controller.
Uploaded Study Materials and Participant Data
Organisations must not upload sponsor-confidential documents, eCRFs, protocols, completion guidelines, source documents, or restricted study materials unless authorised to do so. Uploaded materials are used only to provide the requested service.
Organisations must not upload participant-identifiable information unless such processing is necessary, authorised by the relevant controller, and covered by an appropriate data protection agreement.
ResFlow is not intended to serve as an Electronic Health Record, sponsor EDC, eCRF, or official clinical source system unless expressly agreed in writing.
Acceptable Use
Users must not:
- Access another organisation's information;
- Attempt to bypass security controls;
- Reverse engineer the Platform;
- Upload malicious code;
- Interfere with platform operation;
- Use ResFlow for unlawful purposes;
- Share login credentials with unauthorised persons;
- Use the Platform in a manner that could compromise participant privacy.
ResFlow reserves the right to suspend accounts that violate these Terms.
Intellectual Property
All intellectual property rights relating to ResFlow, including:
- Software
- Source code
- Design
- Branding
- Documentation
- Workflows
- Platform content
remain the property of ResFlow or its licensors.
No ownership rights are transferred to users.
Customer Data Ownership
Organisations retain ownership of:
- Study information
- Participant information
- Operational records
- Site-generated content
ResFlow does not claim ownership of customer data.
ResFlow receives only the rights necessary to provide the Platform and related services.
Platform Availability
ResFlow aims to provide reliable service but does not guarantee uninterrupted availability.
Temporary interruptions may occur due to:
- Maintenance
- Security updates
- Infrastructure failures
- Third-party service disruptions
- Force majeure events
Security
ResFlow implements reasonable technical and organisational measures to protect information.
However, no online service can guarantee absolute security.
Users are responsible for:
- Maintaining secure passwords;
- Using authorised devices;
- Protecting local copies and exports of data.
Compliance Disclaimer
ResFlow is designed to support GCP-aligned operational workflows at research sites.
Use of ResFlow does not guarantee compliance with:
- GCP
- GDPR
- UK GDPR
- Sponsor requirements
- Ethics requirements
- Regulatory requirements
Responsibility for compliance remains with the organisation using the Platform.
Limitation of Liability
To the maximum extent permitted by law:
ResFlow shall not be liable for:
- Indirect damages;
- Consequential damages;
- Loss of profits;
- Loss of business opportunities;
- Loss of data caused by user actions;
- Regulatory penalties arising from customer misuse of the Platform.
ResFlow's aggregate liability shall not exceed the fees paid by the customer during the twelve (12) months preceding the event giving rise to the claim.
Nothing in these Terms excludes liability that cannot legally be excluded.
Suspension and Termination
ResFlow may suspend or terminate access where:
- These Terms are breached;
- Fees remain unpaid;
- Platform security is threatened;
- Use presents legal or operational risk.
Organisations may terminate use of the Platform in accordance with their subscription agreement.
Data Export and Deletion
Customers may request export of their information.
Following termination, ResFlow may retain information for a limited period where required for:
- Security purposes;
- Legal obligations;
- Backup and disaster recovery procedures.
Data deletion requests will be handled in accordance with applicable laws and contractual obligations.
Third-Party Services
ResFlow may rely on third-party service providers including hosting, authentication, and communication providers.
ResFlow is not responsible for interruptions caused by third-party services outside its reasonable control.
Modifications
ResFlow may update these Terms periodically.
Updated Terms become effective upon publication.
Continued use of the Platform after publication constitutes acceptance of the revised Terms.
Governing Law and Dispute Resolution
These Terms shall be governed by and interpreted in accordance with the laws of England and Wales.
The parties shall first attempt to resolve any dispute through good-faith negotiations. If the dispute is not resolved within thirty (30) days of written notice, either party may commence legal proceedings. The courts of England and Wales shall have exclusive jurisdiction.
Contact
Questions regarding these Terms may be directed to: