Terms and Conditions

Please read these Terms and Conditions (“Terms”) carefully before using the CBT Flow website, platform, client portal, and any related mobile application or services (collectively, the “Service”) operated by Digita1 OÜ, trading as CBT Flow (“CBT Flow”, “us”, “we”, or “our”).

These Terms apply to all users of the Service, including therapists, clinics, organisations, and invited clients.

By accessing or using the Service, creating an account, accepting these Terms during sign-up, or otherwise using any part of the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Service.

1. About CBT Flow

CBT Flow is a professional digital tool designed to support therapy delivery, treatment planning, CBT protocol use, communication, progress tracking, client tasks, and related clinical workflows. CBT Flow is intended for use by therapists, clinics, organisations, and clients invited by them.

CBT Flow does not itself provide medical care, psychiatric care, psychotherapy, diagnosis, or emergency services. Any clinical decisions, diagnoses, treatment choices, interventions, supervision arrangements, recordkeeping obligations, safeguarding decisions, or outcomes remain the sole responsibility of the relevant therapist, clinic, or organisation using the Service.

2. Accounts

To use some parts of the Service, you may need to create an account. You agree to provide accurate, current, and complete information and to keep your account information updated.

  • You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account.
  • You must notify us promptly if you suspect or become aware of any unauthorised access to your account or any other security breach.
  • Clients may access the Service only if invited or enabled by a therapist, clinic, or organisation, unless we expressly allow otherwise.

3. Eligibility, Minors, and Vulnerable Users

The Service may be used in connection with adults or minors where permitted by applicable law and appropriate for the relevant therapeutic setting.

If a therapist, clinic, or organisation uses the Service in relation to a minor or another person requiring consent, authorisation, or additional protections, that therapist, clinic, or organisation is solely responsible for obtaining and maintaining all required consents, permissions, notices, and legal authorisations, including parental or guardian consent where applicable.

4. Clinical Use and Important Safety Notice

CBT Flow is a support tool for therapy and related professional workflows. It is not a crisis service, not an emergency response service, and not a substitute for urgent medical, psychiatric, or crisis intervention.

Although the Service may include features intended to support crisis-related workflows, check-ins, safety-oriented planning, or structured therapeutic guidance, users must not rely on the Service as the sole or primary means of responding to an emergency or crisis situation.

If a user may be at immediate risk of harm to themselves or others, or is experiencing a medical or psychiatric emergency, they should contact local emergency services or an appropriate crisis support provider immediately.

5. Customer Data and Data Protection Roles

The Service may be used to store, upload, transmit, organise, or process information including:

  • client names;
  • email addresses;
  • notes;
  • worksheets;
  • homework;
  • assessments;
  • journal entries;
  • uploaded files;
  • therapist-client messages;
  • treatment plans;
  • protocol-based records; and
  • other potentially sensitive or health-related information (“Customer Data”).

Where a therapist, clinic, or organisation uses the Service in connection with client or patient data, that therapist, clinic, or organisation is the controller or responsible party for that Customer Data, and CBT Flow acts as a processor or service provider on their behalf, as further described in our Data Processing Agreement where applicable.

The therapist, clinic, or organisation is solely responsible for ensuring that it has a valid legal basis for processing Customer Data through the Service and for complying with all applicable laws, regulations, ethical duties, professional standards, confidentiality obligations, notice requirements, and consent requirements in the relevant jurisdiction.

All users must use the Service in accordance with our Privacy Policy and, where applicable, our Data Processing Agreement.

6. Security

We take reasonable technical and organisational measures designed to protect the security, confidentiality, and integrity of the Service and Customer Data. However, no system, platform, storage environment, or method of transmission over the internet is completely secure.

  • We cannot guarantee absolute security.
  • We do not guarantee uninterrupted availability.
  • We do not guarantee that the Service will be free from vulnerabilities, errors, or unauthorised access at all times.

Customer Data is intended to be hosted and processed within the European Union or European Economic Area, unless otherwise stated by us in writing.

7. Subscriptions, Plans, and Billing

Some parts of the Service are provided on a paid subscription basis. We may offer monthly and annual plans, as well as other billing periods or enterprise arrangements from time to time.

Current plan features, client limits, pricing, and included functionality are described on our website, order page, proposal, or other applicable commercial terms at the time of purchase. Certain plans may include active client limits, feature restrictions, or organisation-level usage limits.

  • Payments may be processed through Stripe.
  • For certain longer-term arrangements such as six-month or longer commitments, payment may be made by bank transfer or another approved payment method.
  • By purchasing a subscription, you authorise us or our payment processor to charge the applicable fees, taxes, and any other agreed charges using your selected payment method.
  • You represent and warrant that you are authorised to use the chosen payment method and that the billing information you provide is accurate and complete.

8. Renewals, Cancellation, and Refunds

  • Unless otherwise stated in writing, subscriptions renew automatically for the same billing period until cancelled.
  • You may cancel your subscription at any time.
  • Unless otherwise stated in writing, cancellation will take effect at the end of the current paid billing period, and you will retain access to the paid features until that period ends.
  • Subscription fees are generally non-refundable once charged, except where required by applicable law or where we expressly agree otherwise in writing.
  • If payment fails, we may retry the charge, send payment reminders or notices, restrict access to paid features, suspend the relevant account, or terminate the subscription if payment remains outstanding.

9. Price Changes

We may change our pricing, plans, or features from time to time. Where required, we will provide advance notice before a material price change takes effect for an existing subscription.

Your continued use of the paid Service after the new pricing becomes effective constitutes your acceptance of the updated price, unless you cancel before the change takes effect.

10. Demo, Early Access Programme, and Beta Features

We may offer demos, early access opportunities, pre-launch access, pilot access, beta features, or similar limited programmes.

  • These may be subject to additional terms.
  • They may be changed or withdrawn at any time.
  • They may contain bugs, errors, incomplete functionality, or temporary limitations.
  • Unless we expressly state otherwise, demo, early access, and beta access are provided without warranty and may not be suitable for production or clinical reliance without independent professional judgment and appropriate safeguards.

11. Acceptable Use

You agree not to misuse the Service. In particular, you must not, and must not permit any third party to:

  • use the Service for unlawful, fraudulent, harmful, or deceptive purposes;
  • upload, transmit, or store malicious code, malware, spyware, or harmful material;
  • attempt to gain unauthorised access to the Service, accounts, systems, or data;
  • impersonate another person or misrepresent your affiliation or authority;
  • use the Service in a way that infringes privacy, confidentiality, intellectual property, or other legal rights;
  • copy, scrape, crawl, harvest, mirror, frame, or systematically extract data or content from the Service;
  • reverse engineer, decompile, disassemble, or attempt to derive source code, underlying ideas, models, or structure from the Service, except where such restriction is prohibited by law;
  • resell, sublicense, distribute, lease, commercially exploit, or provide unauthorised third-party access to the Service or its materials;
  • interfere with the operation, integrity, or performance of the Service; or
  • use the Service outside the professional, organisational, or client-support purposes for which it is intended.

12. Intellectual Property

The Service, including the CBT Flow name, brand, software, design, structure, text, graphics, protocols, templates, treatment-planning tools, features, functionality, and all related intellectual property rights, are and will remain the exclusive property of CBT Flow and its licensors.

These Terms do not grant you any ownership rights in the Service. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable right to access and use the Service for its intended purposes during a valid subscription or authorised access period.

You must not use our name, branding, protocols, templates, or materials except as expressly permitted by us in writing.

13. User Content and Licence

Therapists, clinics, organisations, and users retain ownership of the content and materials they upload to the Service, including their own notes, files, worksheets, treatment materials, and Customer Data, subject to any rights of clients, patients, employers, or third parties under applicable law.

  • You grant CBT Flow a limited, non-exclusive, worldwide licence to host, store, reproduce, transmit, process, adapt, display, and otherwise use such content only to the extent reasonably necessary to operate, maintain, secure, support, back up, and improve the Service, comply with law, and enforce these Terms.
  • You represent and warrant that you have all rights, permissions, notices, and authorisations necessary for the content and Customer Data you upload to or process through the Service.

14. Third-Party Services

The Service may integrate with or rely on third-party providers, including payment processors, hosting providers, infrastructure services, database services, communication tools, analytics providers, or other technology partners.

  • We are not responsible for third-party services that we do not own or control.
  • Your use of those third-party services may also be subject to their own terms and privacy policies.

15. Availability, Errors, and Changes to the Service

  • We may update, improve, modify, suspend, or discontinue any part of the Service at any time.
  • We do not guarantee that any feature, content, protocol, or integration will always remain available.
  • The Service may contain errors, bugs, delays, or inaccuracies, and some information or functionality may occasionally be incomplete or unavailable.
  • We reserve the right to correct errors, inaccuracies, or omissions and to change or update the Service at any time.

16. Suspension and Termination

We may suspend, restrict, or terminate your access to the Service immediately or on notice if, in our reasonable judgment, you:

  • fail to pay applicable fees;
  • breach these Terms;
  • misuse the Service;
  • engage in unlawful, abusive, fraudulent, harmful, or misleading conduct;
  • violate privacy, confidentiality, or the rights of others;
  • upload harmful code or otherwise threaten the security or integrity of the Service; or
  • create legal, regulatory, or operational risk for us, other users, or third parties.

You may stop using the Service at any time. Upon termination or cancellation, your right to use the Service will end, subject to any transition, retention, export, or deletion arrangements that may apply under our policies, contract terms, or applicable law.

17. Indemnification

You agree to defend, indemnify, and hold harmless CBT Flow, Digita1 OÜ, and our officers, directors, employees, contractors, affiliates, licensors, and agents from and against any claims, liabilities, damages, judgments, losses, costs, and expenses, including reasonable legal fees, arising out of or related to:

  • your use of the Service;
  • your content or Customer Data;
  • your breach of these Terms;
  • your breach of applicable law, professional rules, ethical duties, confidentiality obligations, or data protection obligations; or
  • any claim that your content, data, or use of the Service infringes or violates the rights of a third party.

18. Limitation of Liability

To the fullest extent permitted by applicable law, CBT Flow, Digita1 OÜ, and our officers, directors, employees, contractors, affiliates, licensors, and agents shall not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, business, contracts, reputation, goodwill, data, or anticipated savings, arising out of or related to the Service or these Terms, even if advised of the possibility of such damages.

CBT Flow is not responsible for any therapist’s, clinic’s, or organisation’s clinical judgment, diagnosis, treatment decisions, interventions, duty of care, emergency response, safeguarding actions, legal compliance, or treatment outcomes.

To the fullest extent permitted by applicable law, our total aggregate liability arising out of or related to the Service or these Terms shall not exceed the total amount paid by you to CBT Flow for the Service in the twelve (12) months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law.

19. Disclaimer

Your use of the Service is at your sole risk. The Service is provided on an “AS IS” and “AS AVAILABLE” basis.

To the fullest extent permitted by law, CBT Flow disclaims all warranties, representations, conditions, and guarantees, whether express, implied, statutory, or otherwise, including any implied warranties of merchantability, fitness for a particular purpose, non-infringement, satisfactory quality, availability, security, or accuracy.

Without limiting the foregoing, we do not warrant that:

  • the Service will be uninterrupted, timely, secure, or error-free;
  • defects or errors will be corrected;
  • the Service will always be available or compatible with all devices or systems;
  • the Service will be free of viruses or other harmful components; or
  • the results of using the Service will meet your expectations, legal obligations, clinical needs, or professional requirements.

20. Electronic Communications and Notices

  • You agree that we may provide notices, disclosures, and other communications to you electronically, including by email, within the Service, through your account, or by posting them on our website.
  • You are responsible for keeping your contact information up to date and for checking your account and email inbox for notices relating to the Service.

21. Privacy Policy and Data Processing Agreement

Please refer to our Privacy Policy and, where applicable, our Data Processing Agreement. They form part of the legal framework governing your use of the Service.

You must read and comply with those documents before using the Service.

22. Mobile Applications and Additional Terms

If we make CBT Flow available through a mobile application, app store, or additional distribution channel, we may apply additional app-specific, device-specific, or feature-specific terms. We reserve the right to publish and enforce those additional terms at the relevant time.

23. Governing Law

These Terms and any non-contractual obligations arising out of or in connection with them shall be governed by and construed in accordance with the laws of Estonia, without regard to conflict of law rules.

  • The courts of Estonia shall have exclusive jurisdiction over any dispute, claim, or controversy arising out of or in connection with these Terms or the Service, unless applicable mandatory law provides otherwise.
  • If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will remain in full force and effect.
  • Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.
  • These Terms constitute the entire agreement between you and us regarding the Service, except where we expressly agree separate commercial terms, enterprise agreements, or data processing terms in writing.

24. Changes to These Terms

  • We may modify these Terms from time to time.
  • If we make a material change, we will use reasonable efforts to provide advance notice, such as by email, through the Service, or by posting an updated version on our website.
  • By continuing to access or use the Service after the updated Terms become effective, you agree to be bound by the revised Terms.
  • If you do not agree to the revised Terms, you must stop using the Service.

25. Contact Us

If you have any questions about these Terms, please contact us at legal@cbtflow.com.

Digita1 OÜ
Registry code: 17003669
VAT: EE102745881
Sepapaja tn 6, 15551 Tallinn, Harju Maakond, Estonia