Term of Service

Terms of Use

Effective Date: May 12, 2025
Last Updated: July 20, 2025

Welcome to SOAPsync.com (“Company,” “we,” “our,” or “us”). These Terms of Use (“Terms”) govern your access to and use of our software platform and services (“Service”). By accessing or using the Service, you (“you,” “user,” or “Subscriber”) agree to be legally bound by these Terms.

If you do not agree to these Terms, you must not use the Service.

1. Eligibility

By using the Service, you represent and warrant that you:

  • Are at least eighteen (18) years old;
  • Are a licensed clinician, mental health provider, or clinical staff operating under qualified supervision;
  • Are authorized by law to handle, store, and access patient information or clinical documentation.

2. Description of Service

SOAPsync.com provides a digital documentation platform designed to help healthcare professionals generate and manage clinical notes. Key features may include:

  • AI-assisted drafting of SOAP notes;
  • Customizable clinical templates;
  • Basic tools for organizing, exporting, and reviewing clinical content.

No Medical Advice: We do not provide medical, therapeutic, diagnostic, or legal advice. The Service is a clinical support tool, not a substitute for licensed medical or mental health care.

Not a Covered Entity: We are not a Covered Entity under HIPAA. Our role is limited to that of a Business Associate, if and only if a signed BAA is in effect.

3. User Responsibilities

As a condition of your use of the Service, you agree to:

  • Maintain the confidentiality and security of your account credentials;
  • Use the Service in compliance with all applicable laws, including HIPAA, state licensing rules, and ethical obligations;
  • Refrain from uploading, generating, or transmitting any unlawful, infringing, or harmful content;
  • Execute and comply with a Business Associate Agreement (BAA) if required by law or your organization.

4. Patient Data, PHI, and Storage Limitations

You acknowledge and agree that:

  • You are the sole custodian of any patient-related data or clinical records generated via the Service;
  • We do not retain, store, or archive any Protected Health Information (PHI) or patient records. All data entered into the platform and any AI-generated reports are ephemeral and may be irretrievably lost unless manually copied or exported immediately after generation;
  • We are not responsible for any data loss, corruption, or inaccessibility, regardless of cause;
  • You are solely responsible for obtaining all necessary patient consents and ensuring that any data you enter into the platform complies with applicable privacy laws;
  • If a signed BAA is in place, our use and safeguarding of PHI will conform strictly to its terms.

IMPORTANT: Our platform is not a storage solution. It is your responsibility to retain secure backups of all clinical data.

5. Data Ownership and License

You retain full ownership of all data and content you input into the Service, including any patient-related notes. By using the Service, you grant the Company a limited, non-exclusive, revocable license to use, process, and display such data solely for the purpose of delivering the Service to you.

We do not access, analyze, or share your data for marketing or third-party purposes.

6. Account Suspension and Termination

We reserve the right, with or without notice, to suspend, restrict, or permanently terminate your access to the Service if:

  • You violate these Terms or any applicable law;
  • You fail to provide accurate or up-to-date licensure or credentials;
  • You fail to make timely payments for subscription or licensing fees;
  • You misuse the platform in a way that endangers data integrity, patient privacy, or system stability.

Upon cancellation or termination:

  • You will have a limited window to export any data before permanent deletion;
  • All platform access will be revoked at the end of the subscription period or upon immediate termination for cause.

7. Intellectual Property

All content, code, design, branding, and related intellectual property associated with the platform (excluding user-submitted content) is the exclusive property of SOAPsync.com. You may not:

  • Copy, reverse engineer, decompile, or create derivative works from the Service;
  • Share, resell, or sublicense any part of the Service without written permission.

All rights not expressly granted are reserved.

8. Warranties & Disclaimers

The Service is provided on an “AS IS” and “AS AVAILABLE” basis, without warranties of any kind.

We do not warrant that:

  • The Service will be uninterrupted or error-free;
  • The outputs will be clinically appropriate for your specific use case;
  • Any content will be retained beyond the current session.

To the fullest extent permitted by law, we disclaim all warranties, express or implied, including those of merchantability, fitness for a particular purpose, non-infringement, and data durability.

9. Limitation of Liability

To the maximum extent permitted by applicable law:

  1. No Liability for Specific Losses:
    The Company shall not be liable for any loss of data, loss of revenue, loss of profits, loss of goodwill, or any indirect, incidental, special, exemplary, or consequential damages, whether foreseeable or unforeseeable, arising out of or relating to your access to or use of the platform, even if we have been advised of the possibility of such damages.

  2. No Liability for Decisions or Actions:
    All outputs generated by the platform are intended solely as clinical support tools. You acknowledge and agree that any clinical decisions, actions taken, or failures to act based on such outputs are made solely at your discretion and under your professional responsibility. The Company expressly disclaims any liability for the consequences of such decisions or actions.

  3. Cap on Liability:
    In no event shall the Company’s total aggregate liability to you for all claims arising out of or related to your use of the platform—regardless of the form of action, whether in contract, tort (including negligence), strict liability, or otherwise—exceed the total amount paid by you to the Company for use of the platform in the twelve (12) months immediately preceding the event giving rise to the claim.

  4. Essential Basis of the Bargain:
    You acknowledge that the limitations of liability set forth in this Section are an essential element of the agreement between you and the Company and reflect a fair allocation of risk. Absent such limitations, the terms and pricing of the platform would be substantially different.

10. Modifications to Terms

We reserve the right to revise these Terms at any time. Updates will be reflected in the “Last Updated” date above. Continued use of the Service after any changes constitutes your acceptance of the revised Terms.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Maryland, without regard to conflict-of-law principles. Any legal action or proceeding arising out of or related to these Terms shall be brought exclusively in the state or federal courts located in Maryland.

12. Contact Information

For legal questions, notices, or feedback, please contact:

SOAPsync.com Legal Department
📧 Email: legal@SOAPsync.com
🌐 Website: https://SOAPsync.com