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Terms of Service

Last Updated: July 1, 2025

1. Acceptance of Terms

Welcome to CaresBot. These Terms of Service ("Terms") govern your access to and use of the CaresBot HIPAA Risk Assessment platform and services (the "Service"). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, do not use the Service.

2. Description of Service

CaresBot provides a HIPAA compliance assessment platform that uses artificial intelligence to help healthcare organizations evaluate and improve their compliance with HIPAA regulations. Our Service includes assessment tools, reporting features, and compliance recommendations.

3. User Accounts and Registration

To access certain features of the Service, you may be required to register for an account. You agree to provide accurate, current, and complete information during the registration process and to update such information to keep it accurate, current, and complete.

You are responsible for safeguarding your password and for all activities that occur under your account. You agree to notify us immediately of any unauthorized use of your account.

4. Privacy

Your privacy is important to us. Our Privacy Policy explains how we collect, use, and protect your personal information when you use our Service. By using our Service, you agree to the collection and use of information in accordance with our Privacy Policy.

5. Subscription Plans and Fees

CaresBot offers various subscription plans with different features and pricing. The fees for each subscription plan are listed on our website or provided during the sign-up process. We reserve the right to change our subscription plans and pricing at any time, with notice to existing subscribers.

When you subscribe to a paid service, you agree to pay the subscription fees and any applicable taxes. Fees are non-refundable except as expressly provided in these Terms or when required by law.

6. Payment Terms

When you provide payment information, you represent and warrant that you have the legal right to use any payment method you provide. You authorize us to charge your payment method for all fees associated with your subscription.

For subscription services, we will bill you at the beginning of your subscription and on each renewal date. Subscription periods may be monthly, quarterly, or annual, depending on the plan you select.

If we are unable to process payment through your designated payment method, we may suspend or terminate your access to the Service. You are responsible for all fees accrued until the termination of your account.

7. Free Trials

We may offer free trial periods for certain subscription plans. At the end of the free trial period, we will automatically charge the payment method you provided for the subscription plan you selected, unless you cancel your subscription before the end of the trial period.

We reserve the right to modify or terminate free trials at any time without prior notice and to limit eligibility for free trials.

8. Refund Policy

Unless otherwise provided by law or stated in these Terms, all purchases are final and non-refundable. If you believe you are entitled to a refund, please contact us at billing@caresbot.com.

9. Cancellation Policy

You may cancel your subscription at any time through your account settings or by contacting customer support. If you cancel, you will still have access to your subscription benefits until the end of your current billing period. After that, your subscription will not renew, and you will lose access to the paid features of the Service.

We reserve the right to cancel subscriptions in cases of non-payment, violation of these Terms, or as otherwise provided in these Terms.

10. Limited License and Restrictions

Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable license to access and use the Service. This license is solely for your personal or internal business purposes related to HIPAA compliance.

You agree not to:

  • License, sell, rent, lease, transfer, assign, distribute, host, or otherwise commercially exploit the Service
  • Modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of the Service
  • Access the Service in order to build a similar or competitive website, product, or service
  • Copy, reproduce, distribute, republish, download, display, post, or transmit any part of the Service except as expressly permitted
  • Use the Service for any illegal purpose or in violation of any local, state, national, or international law
  • Use the Service to transmit viruses, worms, defects, Trojan horses, or other harmful or destructive items

11. User Content and Responsibilities

Our Service allows you to enter, upload, submit, store, send, and receive content and data ("User Content"). You retain all rights in, and are solely responsible for, the User Content you submit.

By submitting User Content, you grant us a worldwide, non-exclusive, royalty-free license to use, copy, modify, create derivative works based upon, distribute, and display your User Content for the purposes of operating and providing the Service to you and as permitted in our Privacy Policy.

You represent and warrant that:

  • You own or have the necessary licenses, rights, consents, and permissions to use and authorize us to use all User Content
  • Your User Content will not violate any third party's intellectual property or proprietary rights
  • Your User Content complies with these Terms and all applicable laws and regulations

12. Intellectual Property Rights

The Service and its entire contents, features, and functionality (including but not limited to all information, software, text, displays, images, video, and audio, and the design, selection, and arrangement thereof) are owned by CaresBot, its licensors, or other providers of such material and are protected by United States and international copyright, trademark, patent, trade secret, and other intellectual property or proprietary rights laws.

13. Disclaimer of Warranties

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. TO THE FULLEST EXTENT PERMITTED BY LAW, CARESBOT DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

CARESBOT DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS, THAT THE CONTENT IS ACCURATE, OR THAT ANY DEFECTS WILL BE CORRECTED.

CARESBOT IS NOT A LAW FIRM OR A SUBSTITUTE FOR AN ATTORNEY OR LAW FIRM. THE SERVICE IS NOT INTENDED TO CONSTITUTE LEGAL ADVICE AND SHOULD NOT BE RELIED UPON AS SUCH.

14. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL CARESBOT, ITS AFFILIATES, OR THEIR LICENSORS, SERVICE PROVIDERS, EMPLOYEES, AGENTS, OFFICERS, OR DIRECTORS BE LIABLE FOR DAMAGES OF ANY KIND, UNDER ANY LEGAL THEORY, ARISING OUT OF OR IN CONNECTION WITH YOUR USE, OR INABILITY TO USE, THE SERVICE, INCLUDING ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.

15. Indemnification

You agree to indemnify, defend, and hold harmless CaresBot and its officers, directors, employees, agents, and affiliates from and against any and all claims, liabilities, damages, losses, or expenses, including reasonable attorneys' fees and costs, arising out of or in any way connected with your access to or use of the Service or your violation of these Terms.

16. Termination

We may terminate or suspend your access to all or part of the Service, without notice, for any conduct that we, in our sole discretion, believe violates these Terms or is harmful to other users of the Service, us, or third parties, or for any other reason.

17. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the United States and the State of Virginia, without regard to its conflict of law provisions.

18. Dispute Resolution and Arbitration

Any dispute, controversy, or claim arising out of or relating to these Terms, including the breach, termination, or validity thereof, shall be resolved by final and binding arbitration administered by the American Arbitration Association in accordance with its rules.

The arbitration will be conducted in the State of Virginia by a single arbitrator. The arbitrator's award shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

To the fullest extent permitted by applicable law, you agree that:

  • Any arbitration will be conducted on an individual basis, not as a class, consolidated, or representative action
  • There is no right or authority for any dispute to be arbitrated or litigated on a class-action basis
  • Any dispute resolution proceeding will be limited to your individual dispute, and you will not participate in a class action lawsuit or class-wide arbitration for any claims covered by these Terms

Notwithstanding the foregoing, either party may seek equitable relief to protect its intellectual property rights in any court of competent jurisdiction without first engaging in arbitration or the dispute resolution process described above.

19. Third-Party Services

Our Service may integrate with, link to, or rely upon third-party applications, websites, services, or platforms (collectively, "Third-Party Services") such as payment processors, cloud hosting providers, authentication services, and analytics tools.

These Third-Party Services may have their own terms of service and privacy policies, and your use of them will be governed by those terms and policies. We do not control Third-Party Services and are not responsible for their availability, reliability, content, policies, or practices, even if they are linked from our Service or used in the provision of our Service.

Your interactions with any Third-Party Services are solely between you and the third-party provider. We make no warranties or representations regarding, and do not endorse, any Third-Party Services. You acknowledge and agree that CaresBot shall not be responsible or liable for any loss or damage that may result from your use of any Third-Party Services.

20. Force Majeure

CaresBot shall not be liable for any failure or delay in the performance of its obligations due to causes beyond its reasonable control, including but not limited to: natural disasters, acts of God, pandemic, epidemic, war, terrorism, riots, civil unrest, government actions, labor strikes or shortages, power failures, internet disruptions, cybersecurity attacks, failure of hosting or cloud service providers, and other similar events ("Force Majeure Event").

Upon the occurrence of a Force Majeure Event, CaresBot will use commercially reasonable efforts to resume performance as soon as reasonably possible. If a Force Majeure Event continues for a period of thirty (30) days or more, CaresBot may terminate the Service or any part thereof by providing written notice to you.

21. Changes to Terms

We reserve the right to modify or replace these Terms at any time at our sole discretion. If a revision is material, we will 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.

By continuing to access or use our Service after any revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, you are no longer authorized to use the Service.

22. Contact Us

If you have any questions about these Terms, please contact us at:

Email: legal@caresbot.com