Terms of Service

Table of Contents

1. Description of the Services
2. Eligibility and Accounts
3. Subscriptions, Billing, and Payment Providers
4. Cancellations and Refunds
5. Your Content and Health Information
6. Acceptable Use
7. Intellectual Property
8. Third-Party Services
9. Disclaimers
10. Limitation of Liability
11. Indemnification
12. Termination
13. Governing Law and Disputes
14. Changes to These Terms
15. Contact Us

1) Description of the Services

CareNotes provides AI-assisted clinical documentation tools for dental professionals, including note-taking, transcription, and templates, at no charge. CareNotes Premium is an optional paid tier that adds practice-management-system (PMS) integration and appointment schedule sync. We may add, change, or discontinue features of the Services at any time.

2) Eligibility and Accounts

The Services are intended for licensed healthcare professionals and their authorized staff. You must provide accurate information when creating an account and are responsible for safeguarding your login credentials and for all activity under your account.

3) Subscriptions, Billing, and Payment Providers

CareNotes Premium is billed as a recurring subscription (monthly or annual) that renews automatically until cancelled. Depending on how you purchase, one of the following applies:

• App Store purchases (iOS): billed and managed by Apple through your Apple ID. Apple's Media Services Terms govern these purchases, including billing, renewal, and cancellation.
• Web purchases (carenotes.ai): CareNotes L.L.C. is the merchant of record and sells the subscription directly to you. Card payments are securely processed on our behalf by our payment provider, Stripe, Inc.; your payment is also subject to Stripe's terms. Where applicable, we calculate and collect sales tax/VAT/GST at checkout.

Prices are shown at checkout and may vary by region, currency, and applicable tax. We may change subscription prices going forward; where required, we will provide advance notice before a price change applies to your subscription.

4) Cancellations and Refunds

You can cancel your subscription at any time; access to Premium features continues through the end of the then-current billing period. See our Refund Policy for details on how refunds are handled for App Store and web purchases.

5) Your Content and Health Information

You retain ownership of the clinical notes, patient information, and other content you create or upload through the Services ("Your Content"). You represent that you have the right to submit Your Content and that doing so complies with applicable law, including patient consent and confidentiality requirements. Our collection, use, and safeguarding of information — including protected health information (PHI) subject to HIPAA — is described in our Privacy Policy and, where applicable, our Business Associate Agreement.

6) Acceptable Use

You agree not to: (a) use the Services for any unlawful purpose or in violation of applicable healthcare, privacy, or professional-conduct laws; (b) attempt to gain unauthorized access to the Services or other users' data; (c) reverse-engineer, decompile, or interfere with the Services; (d) use the Services to generate clinical documentation without appropriate professional review; or (e) resell or provide the Services to third parties without our written consent.

7) Intellectual Property

CareNotes and its licensors own all right, title, and interest in the Services, including software, designs, trademarks, and content we provide (excluding Your Content). We grant you a limited, non-exclusive, non-transferable license to use the Services in accordance with these Terms.

8) Third-Party Services

The Services rely on third-party providers, including OpenAI (for AI-assisted transcription and note generation, under a HIPAA Business Associate Agreement and zero-data-retention policy), Stripe (for web payment processing), Apple (for App Store distribution and billing), and integrated practice-management systems you choose to connect. We are not responsible for the acts or omissions of these third parties, though we select and monitor vendors that handle sensitive data.

9) Disclaimers

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. CareNotes is a documentation tool and does not provide medical or dental advice; AI-generated content must be reviewed and verified by a licensed professional before use in patient records. We do not warrant that the Services will be uninterrupted, error-free, or fully accurate.

10) Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CARENOTES AND ITS OFFICERS, EMPLOYEES, AND AGENTS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR DATA, ARISING FROM YOUR USE OF THE SERVICES. OUR TOTAL LIABILITY FOR ANY CLAIM RELATING TO THE SERVICES WILL NOT EXCEED THE AMOUNT YOU PAID US IN THE 12 MONTHS BEFORE THE CLAIM AROSE.

11) Indemnification

You agree to indemnify and hold CareNotes harmless from claims, damages, and expenses (including reasonable attorneys' fees) arising from your violation of these Terms, your use of the Services, or Your Content.

12) Termination

You may stop using the Services and delete your account at any time. We may suspend or terminate your access if you violate these Terms or if required by law. Upon termination, your right to use the Services ends, subject to any data-retention or export obligations described in our Privacy Policy.

13) Governing Law and Disputes

These Terms are governed by the laws of the State of New York, without regard to conflict-of-law principles. Any disputes arising from these Terms or the Services will be resolved in the state or federal courts located in New York, and you consent to their jurisdiction.

14) Changes to These Terms

We may update these Terms from time to time. We will revise the "Last Updated" date and, for material changes, provide additional notice where required by law. Continued use of the Services after changes take effect constitutes acceptance of the revised Terms.

15) Contact Us

CareNotes L.L.C.
120 E 56th St, 6th Floor
New York, NY 10022
United States

Email: info@cnotes.ai