TherapyAgent Terms and Conditions

1. Acceptance and authority

By creating an account, logging in, or using TherapyAgent, you agree to these Terms. If you register on behalf of an organization, you represent that you are authorized to bind that organization. Organization administrators who create users attest that those users are authorized to access the organization workspace and will use TherapyAgent under these Terms and applicable organization policies.

2. Service description

TherapyAgent provides structured documentation workflows for patients, session logs, behavior events, therapy plans, incidents, AI-assisted reports, review workflows, audit history, and secure attachments. TherapyAgent is a documentation and workflow tool; it does not replace professional judgment, supervision, clinical review, diagnosis, treatment planning, payer authorization, or medical necessity determinations.

3. Healthcare and HIPAA responsibilities

If Customer is a HIPAA covered entity or business associate and uses TherapyAgent with protected health information, the parties should execute a Business Associate Agreement before production PHI is entered. Customer is responsible for determining whether HIPAA or other health privacy laws apply, configuring appropriate user access, training workforce members, obtaining required consents and authorizations, and using TherapyAgent only for permitted purposes.

4. Authorized users and account security

Customer is responsible for all activity under its organization workspace and user accounts. Users must keep credentials confidential, use MFA where required or appropriate, and promptly report suspected compromise. Administrators must remove or deactivate users who no longer require access.

5. Customer data and PHI

Customer retains ownership of data entered into TherapyAgent. TherapyAgent may process Customer data only to provide, secure, maintain, support, and improve the service, and as otherwise permitted by a written agreement. Customer must not enter data it is not authorized to use or disclose.

6. AI-assisted documentation

AI outputs may be incomplete, inaccurate, or inappropriate for a clinical record without review. Customer and its authorized clinicians are responsible for reviewing, editing, approving, and validating all AI-assisted content before relying on it or placing it into the clinical record.

7. Prohibited use

• Do not use TherapyAgent for unlawful, abusive, or unauthorized purposes.
• Do not attempt to bypass authentication, authorization, organization isolation, audit logging, storage protections, or rate limits.
• Do not use TherapyAgent to make autonomous clinical, diagnostic, treatment, billing, or emergency decisions.
• Do not upload malware, illegal content, or content that violates third-party rights.

8. Security

TherapyAgent implements technical safeguards such as role-based access, audit logging, HTTPS deployment expectations, encrypted S3 storage with KMS when configured, and least-privilege cloud access patterns. No system can be guaranteed completely secure. Customer must maintain reasonable administrative and operational safeguards for its own environment and workforce.

9. Availability and support

Unless a separate written agreement states otherwise, TherapyAgent is provided without a guaranteed uptime commitment. Planned maintenance, cloud provider outages, security events, or upgrades may affect availability.

10. Fees and subscriptions

Fees, subscription terms, usage limits, and payment terms will be specified in an order form, invoice, online plan, or separate agreement. Failure to pay may result in suspension or termination as permitted by law and agreement.

11. Confidentiality

Each party may receive confidential information from the other. The receiving party must protect confidential information using reasonable care and use it only for purposes related to the service, except as required by law.

12. Business Associate Agreement

If a BAA is required, the BAA controls over these Terms with respect to PHI if there is a conflict. A sample template is available at Business Associate Agreement Template.

13. Disclaimers

Except as expressly stated in a written agreement, TherapyAgent is provided “as is” and “as available.” TherapyAgent disclaims warranties of merchantability, fitness for a particular purpose, non-infringement, uninterrupted operation, and error-free output to the maximum extent permitted by law.

14. Limitation of liability

To the maximum extent permitted by law, TherapyAgent will not be liable for indirect, incidental, consequential, special, exemplary, or punitive damages, or lost profits, revenues, goodwill, or data. Any aggregate liability will be limited to amounts paid for the service during the period specified in the applicable order form or written agreement.

15. Suspension and termination

TherapyAgent may suspend access to protect the service, comply with law, address security risk, or respond to non-payment or material breach. Customer may stop using the service at any time, subject to any payment or contractual obligations.

16. Governing law

Unless an order form or written agreement states otherwise, these Terms are governed by the laws of the United States and the laws of the Commonwealth of Virginia, without regard to conflict-of-law rules. The parties will attempt in good faith to resolve disputes informally before initiating formal proceedings.

17. Changes to Terms

TherapyAgent may update these Terms from time to time. Material changes should be communicated through the website, product, email, or other reasonable means. Continued use after the effective date constitutes acceptance of the updated Terms.

18. Contact

For legal, security, or compliance questions, contact the TherapyAgent service provider identified in your order form or pilot agreement.