Terms & Conditions

Last Updated: February 20, 2026

1. Acceptance of Terms

By using BookMediFly.com ("MediFly," "we," "us," or "our"), you agree to these Terms & Conditions ("Terms"). These Terms apply to all visitors, users, and others who access or use the Platform. If you do not agree, please discontinue use of the Platform.

By accessing or using the Platform you agree to be bound by these Terms. The headings used in this agreement are included for convenience only and will not limit or otherwise affect these Terms.

2. What We Do

MediFly provides an online platform that allows Individuals, Providers, and Affiliates to connect for the purpose of arranging medical air and ground transport services.

An Individual is a patient, family member, guardian, or representative arranging transport for themselves or another person.

A Provider is a hospital, clinic, medical facility, case manager, or agency coordinating transport on behalf of a patient.

An Affiliate is an independent air-ambulance or medical-transport company operating flights, vehicles, or related services.

MediFly is not a medical transport operator or healthcare provider. We do not own, manage, control, or operate any aircraft, vehicle, or medical personnel. All travel services are provided directly by the Affiliates.

3. Relationship Between Parties

MediFly operates solely as an information and referral platform. We help connect Individuals and Providers to Affiliates but do not participate in, supervise, or guarantee any service.

By using MediFly, you acknowledge that:

  • MediFly is not a party to any agreement between Individuals, Providers, and Affiliates.
  • Affiliates and Providers are independent contractors, not employees, partners, or agents of MediFly.
  • Any reference to licensing, insurance, or capability is based on information supplied by Affiliates or Providers. MediFly makes reasonable efforts to verify such information but cannot guarantee its accuracy or ongoing validity.

4. Account Security & Responsibilities

When you create an account with us, you must provide information that is accurate, complete, and current at all times. Failure to do so constitutes a breach of these Terms, which may result in immediate termination of your account.

You are responsible for:

  • Safeguarding the password and credentials you use to access the Platform.
  • All activities and actions that occur under your account, whether your password is with our Platform or a third-party service.
  • Not disclosing your password to any third party.
  • Notifying us immediately at support@bookmedifly.com upon becoming aware of any breach of security or unauthorized use of your account.

MediFly shall not be liable for any loss or damage arising from your failure to comply with these account security obligations.

5. Responsibilities of Users

You agree that:

  • You are at least 18 years old and have legal authority to act for yourself or a patient.
  • All information you provide is accurate and truthful.
  • When coordinating for another person, you have full authorization to act on their behalf.
  • You understand that MediFly is not a medical provider and does not evaluate clinical fitness for transport.
  • You are responsible for confirming that your chosen Affiliate and Provider meet your safety, medical, and logistical requirements.

6. Prohibited Uses

In addition to other prohibitions set forth in these Terms, you are prohibited from using the Platform or its content:

  • for any unlawful purpose or to solicit others to perform or participate in any unlawful acts;
  • to violate any international, federal, state, or local regulations, rules, or laws;
  • to infringe upon or violate our intellectual property rights or the intellectual property rights of others;
  • to harass, abuse, insult, harm, defame, slander, disparage, intimidate, or discriminate based on gender, sexual orientation, religion, ethnicity, race, age, national origin, or disability;
  • to submit false, misleading, or fraudulent information, including falsified credentials, certifications, or insurance documentation;
  • to upload or transmit viruses or any other type of malicious code that will or may affect the functionality or operation of the Platform;
  • to collect, track, or harvest the personal information of other users;
  • to spam, phish, scrape, or use automated tools to access the Platform without express written permission;
  • to interfere with or circumvent the security features of the Platform;
  • to misrepresent your identity, qualifications, or affiliation with any person or organization;
  • to use the Platform to circumvent direct booking relationships established through MediFly.

We reserve the right to terminate your use of the Platform for violating any of the prohibited uses.

7. Bookings & Payments

MediFly does not collect or process payments on behalf of Affiliates or Providers.

Any payment, contract, refund, or dispute occurs directly between the Individual or Provider and the Affiliate.

MediFly may earn referral or affiliate commissions for certain bookings, but this does not influence pricing or create any warranty or endorsement.

8. Modifications to Service & Pricing

Prices for platform services, including membership credits and platform fees, are subject to change. MediFly will endeavor to provide reasonable notice of material pricing changes.

We reserve the right at any time to modify, suspend, or discontinue the Platform (or any part, feature, or content thereof) with or without notice.

We shall not be liable to you or to any third party for any modification, price change, suspension, or discontinuance of the Platform.

9. Cancellations, Delays & Emergencies

All cancellations, delays, or changes are governed by the Affiliate's own policies. MediFly is not responsible for:

  • flight delays, cancellations, or diversions due to weather, mechanical issues, or scheduling;
  • medical emergencies, deaths, or injuries that occur before, during, or after transport;
  • emergency landings, rerouting, or operational disruptions;
  • damages or losses arising from force majeure events such as natural disasters, acts of government, strikes, or war.

10. Errors, Inaccuracies & Omissions

Occasionally there may be information on the Platform that contains typographical errors, inaccuracies, or omissions that may relate to service descriptions, pricing, availability, or Affiliate credentials. We reserve the right to correct any errors, inaccuracies, or omissions, and to change or update information at any time without prior notice.

We undertake no obligation to update, amend, or clarify information on the Platform, except as required by law. No specified update or refresh date applied on the Platform should be taken to indicate that all information has been modified or updated.

11. Disclaimer of Liability

MediFly acts as an information and referral service only. We make reasonable attempts to verify Affiliate licensing, insurance, and accreditation; however, we cannot guarantee that such information is accurate, current, or free from misrepresentation.

MediFly is not liable for any act, error, omission, representation, warranty, breach, or negligence of any Affiliate, Provider, or other third party, including but not limited to:

  • bodily injury, death, loss, damage, delay, or inconvenience;
  • errors in flight information, pricing, scheduling, or descriptions;
  • system outages, technical issues, or data inaccuracies;
  • medical or operational decisions made by any Affiliate, Provider, or crew member.

All content and services provided by MediFly are offered "as is" and "as available." MediFly disclaims all warranties, whether express or implied, including warranties of merchantability, fitness for a particular purpose, durability, title, or non-infringement.

12. Limitation of Liability

To the maximum extent permitted by law:

  • MediFly's total aggregate liability for any claim shall not exceed the amount (if any) you paid directly to MediFly for use of the Platform.
  • MediFly shall not be liable for any indirect, incidental, consequential, special, punitive, or exemplary damages, including but not limited to lost profits, lost revenue, lost savings, loss of data, emotional distress, or reputational harm.
  • This limitation applies whether based in contract, tort (including negligence), strict liability, or otherwise, even if MediFly has been advised of the possibility of such damages.
  • Because some states or jurisdictions do not allow the exclusion or limitation of liability for consequential or incidental damages, in such states or jurisdictions, our liability shall be limited to the maximum extent permitted by law.

13. Indemnification

You agree to indemnify, defend, and hold harmless MediFly and its owners, subsidiaries, affiliates, partners, officers, directors, agents, contractors, service providers, and employees from any claim, demand, loss, damage, liability, or expense (including reasonable attorney fees) made by any third party due to or arising from:

  • your breach of these Terms;
  • your use of the Platform;
  • your dealings with any Affiliate or Provider;
  • your violation of any law or the rights of a third party; or
  • any injury, loss, or damage resulting from transport or coordination services.

14. Intellectual Property

All content on BookMediFly.com—including text, graphics, logos, and design—is the property of MediFly or its licensors. You may not reproduce, duplicate, copy, sell, resell, modify, or distribute any content without prior written consent.

You agree not to reproduce, duplicate, copy, sell, resell, or exploit any portion of the Platform, use of the Platform, or access to the Platform without express written permission by us.

15. Privacy

Your use of the Platform is also governed by our Privacy Policy. By using BookMediFly, you consent to our collection and use of information as described therein. Your submission of personal information through the Platform is governed by our Privacy Policy.

16. Links to Third-Party Websites

The Platform may contain links to third-party websites or services that are not owned or controlled by MediFly.

MediFly has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third-party websites or services. You further acknowledge and agree that MediFly shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with the use of or reliance on any content, goods, or services available on or through any third-party websites or services.

We strongly advise you to read the terms and conditions and privacy policies of any third-party websites or services that you visit.

17. Governing Law

These Terms are governed by the laws of the jurisdiction in which MediFly LLC is registered, without regard to its conflict of law provisions. However, where applicable law requires, disputes may also be governed by the laws of the location where the event occurred or where the user resides.

All claims or disputes shall be brought exclusively before the competent courts or arbitration venues of the applicable jurisdiction.

18. Medical Disclaimer

MediFly does not provide medical advice, diagnosis, treatment, or patient assessment.

Any information provided on this site is for general informational purposes only and should not be relied upon as medical judgment or guidance.

You should always consult qualified healthcare professionals before arranging or approving transport. MediFly is not responsible for medical decisions made by Affiliates, Providers, or medical staff before, during, or after transport.

19. Affiliate Proof of Concept and Onboarding Fee

Affiliate Partner Terms

This section applies specifically to Affiliates joining the BookMediFly platform during our Proof of Concept phase.

Annual Membership Credit

Affiliates who purchase an Annual Membership Credit of $15,000 unlock significant platform fee savings. Members pay a reduced 3.9% platform fee on all completed flights, compared to the standard 6.5% rate for non-members.

Member Savings

Members save 2.6% on every flight's platform fee. The more flights you complete, the more you save. With approximately 20 flights averaging $30,000, your accumulated savings can exceed your membership investment.

Example Calculation

On a $100,000 flight:

  • Standard Fee (6.5%): $6,500
  • Member Fee (3.9%): $3,900
  • Your Savings: $2,600 per flight

At this rate, just 6 flights of $100,000 each would save you over $15,600—more than covering your annual membership.

Membership Activation

Your membership becomes active upon payment confirmation and remains valid for one year from the activation date. Members can renew annually to maintain their discounted rate.

Platform Fee Payments

Platform fees are due within ten (10) business days of confirming payment receipt from the customer. Failure to remit payment within this period may result in assessment of late fees and temporary suspension from receiving new cases.

Integrity and Compliance Requirements

Affiliates must maintain truthful and verifiable documentation regarding all operational credentials, including FAA Part 135 certification, insurance, and aircraft information. Providing false, misleading, or incomplete information—or misuse of the platform—constitutes a material breach and may result in:

  • Immediate delisting from the platform
  • Forfeiture of the Membership Credit
  • Permanent removal from the affiliate program
Reinstatement Process

To be considered for reinstatement after delisting, the affiliate must contact support@bookmedifly.com to address the cause of removal. Reinstatement is at the sole discretion of BookMediFly and may require payment of a new Membership Credit and any additional costs associated with reactivation or renewed verification.

Participation in the platform constitutes agreement to these terms and acknowledgment that all fees and penalties are final and non-transferable.

Platform Fee Refund & Cancellation Policy

Good Faith Approach: BookMediFly recognizes that the air medical transport industry occasionally faces unavoidable circumstances that require booking cancellations. We are committed to working with our affiliate partners in good faith to address these situations fairly.

Platform Fee Refunds: When a booking is cancelled by the customer after an affiliate has paid their platform fee to BookMediFly, refund eligibility will be evaluated on a case-by-case basis by our administrative team.

Evaluation Criteria: Each refund request is reviewed considering the specific circumstances, industry standards for medical air transport, and documentation provided by the affiliate. Common considerations include:

  • Compassionate Exceptions: Patient death, critical medical status changes, or documented medical emergencies
  • Operational Issues: Weather-related cancellations, mechanical failures beyond affiliate control, or regulatory restrictions
  • Timing: Notice period provided before scheduled flight date
  • Documentation: Supporting evidence such as medical records (where applicable), weather reports, or maintenance logs

Refund Methods: Approved refunds may be issued as:

  • Direct refund to the affiliate's account
  • Credit applied toward future platform fees owed
  • Credit toward onboarding fee balance (if applicable)

Process: Affiliates should submit refund requests through their admin dashboard or by emailing support@bookmedifly.com with the booking reference number and supporting documentation. Requests are typically reviewed within 3-5 business days.

Partnership Philosophy: We recognize that our affiliate partners are established, reputable operators in the medical aviation industry. As such, we approach refund requests with the understanding that our partners act professionally and in good faith. Our goal is to maintain long-term partnerships built on mutual trust and fair treatment.

Note: Platform fees are separate from customer payment arrangements. Refund eligibility relates solely to BookMediFly's platform fee and does not affect the affiliate's refund arrangements with customers, which are governed by the affiliate's own policies.

20. Data Handling and Security

BookMediFly operates as a coordination and marketplace platform and does not collect, store, or process protected health information (PHI) or patient-identifiable data.

All data exchanged through the platform is limited to operational, logistical, and business information necessary to facilitate air transportation coordination.

BookMediFly maintains reasonable administrative, technical, and organizational safeguards—including encryption of sensitive data—designed to protect platform data against unauthorized access, loss, misuse, or disclosure.

Access to platform systems is restricted to authorized personnel and service providers who require access for operational purposes.

You understand that your content (not including payment information) may involve transmissions over various networks and changes to conform and adapt to technical requirements of connecting networks or devices.

21. No Protected Health Information

The platform is not intended for the transmission or storage of protected health information.

Users are responsible for ensuring that no patient-identifiable information is submitted through the platform. This includes, but is not limited to: patient names, medical record numbers, Social Security numbers, diagnoses, treatment plans, dates of birth, or any of the 18 HIPAA-defined identifiers.

If you believe protected health information has been inadvertently submitted, please contact us immediately at support@bookmedifly.com so we can take appropriate action.

22. Service Availability and Incident Response

While BookMediFly implements reasonable safeguards, no system is completely immune from disruption.

In the event of a security incident or service interruption, BookMediFly will take commercially reasonable steps to investigate, mitigate impact, and restore platform availability.

BookMediFly maintains backup and recovery procedures designed to support continuity of platform operations in the event of a system failure or outage.

For time-critical medical transport needs, users should maintain direct contact information for their preferred transport affiliates as a backup communication channel.

23. Third-Party Service Providers

BookMediFly uses trusted third-party service providers to support platform operations. By using the Platform, you acknowledge and agree that certain data may be processed by these providers in accordance with their respective terms of service:

  • Email Communications: Transactional and notification emails are delivered through third-party email delivery services.
  • SMS Notifications: Text message notifications are delivered through third-party messaging services.
  • Data Storage: Platform data is stored using industry-standard cloud infrastructure with appropriate security measures.
  • Security Services: The Platform uses third-party services for bot protection, fraud detection, and security verification.

MediFly selects service providers that maintain appropriate security standards but is not responsible for their individual terms of service or privacy practices. We encourage you to review our Privacy Policy for additional details.

24. Termination

We may terminate or suspend your account and access to the Platform immediately, without prior notice or liability, for any reason whatsoever, including without limitation if you breach these Terms.

Upon termination, your right to use the Platform will immediately cease. If you wish to terminate your account, you may contact us at support@bookmedifly.com or discontinue using the Platform.

All provisions of these Terms which by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnification, and limitations of liability.

25. Severability

In the event that any provision of these Terms is determined to be unlawful, void, or unenforceable, such provision shall nonetheless be enforceable to the fullest extent permitted by applicable law, and the unenforceable portion shall be deemed to be severed from these Terms. Such determination shall not affect the validity and enforceability of any other remaining provisions.

26. Entire Agreement

The failure of us to exercise or enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

These Terms and any policies or operating rules posted by us on the Platform constitute the entire agreement and understanding between you and us and govern your use of the Platform, superseding any prior or contemporaneous agreements, communications, and proposals, whether oral or written, between you and us (including, but not limited to, any prior versions of these Terms).

Any ambiguities in the interpretation of these Terms shall not be construed against the drafting party.

27. Updates to Terms

MediFly reserves the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will endeavor to provide at least 30 days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

Updates will be posted on BookMediFly.com with a new "Last Updated" date. By continuing to access or use the Platform after those revisions become effective, you agree to be bound by the revised Terms. If you do not agree to the new terms, please stop using the Platform.

28. Catch-All Limitation Clause (Aggregator Disclaimer)

To the fullest extent permitted by law, MediFly follows the same standard limitation model used by online travel agencies such as Expedia®, Priceline®, and similar platforms.

Accordingly, MediFly:

  • is not a guarantor or insurer of any service or outcome;
  • assumes no responsibility or liability for any personal or financial loss, accident, damage, or injury occurring in connection with Affiliate or Provider services;
  • does not endorse, warrant, or certify any Affiliate or Provider, even if listed or linked through the Platform.

By using this Platform, you expressly release MediFly from any and all liability arising out of or connected to your travel, transport, or medical arrangements.

29. Contact

For questions or concerns about these Terms, contact:

Email: support@bookmedifly.com

Our Commitment

BookMediFly is committed to providing a safe, reliable, and transparent platform for air medical transport coordination. While we cannot control all aspects of transport services, we work diligently to connect you with qualified, certified affiliates who meet our platform standards.