Terms of Service

These Terms of Service ("Terms") govern your access to and use of the websites, software, voice AI services, integrations, dashboards, APIs, and related services (collectively, the "Services") provided by PracticeLine AI ("PracticeLine AI," "we," "us," or "our"). By accessing or using the Services, you agree to be bound by these Terms. If you are using the Services on behalf of a company, medical practice, clinic, med spa, dental office, or other entity ("Organization"), you represent that you have authority to bind that Organization to these Terms.

1. Eligibility and Use of the Services

You may use the Services only if you are legally able to enter into a binding contract and are authorized to do so on behalf of your Organization where applicable. You may not use the Services in violation of any applicable law, regulation, contractual restriction, or third-party right.

The Services are intended for business use by healthcare practices and related organizations. The Services are not intended for emergency response, triage in life-threatening situations, or as a substitute for clinical judgment, diagnosis, or treatment.

2. Description of the Services

PracticeLine AI provides AI-powered voice and communication tools that may include call answering, scheduling support, lead qualification, call routing, messaging workflows, transcripts, summaries, analytics, integrations, and related automation features.

We may modify, update, improve, or discontinue parts of the Services from time to time. We will use commercially reasonable efforts to avoid materially reducing core paid functionality without notice.

3. Customer Account and Responsibilities

You are responsible for:

• maintaining the confidentiality of account credentials;
• ensuring that users authorized under your account comply with these Terms;
• providing accurate configuration data, routing logic, scripts, integrations, hours, and other operational instructions;
• obtaining all permissions, notices, and consents required for your use of the Services, including for call recording, AI disclosure, SMS messaging, insurance verification, and processing of patient or lead information where required by law; and
• reviewing outputs, automations, scripts, summaries, eligibility checks, and other results before relying on them in operational, financial, or clinical contexts.

You remain responsible for your relationship with your patients, leads, customers, and staff, including appointment availability, treatment pricing, financial policies, insurance communications, and follow-up obligations.

4. Healthcare, Compliance, and HIPAA

Where the Services involve protected health information ("PHI") and PracticeLine AI acts as a service provider to a covered entity or business associate, the parties may be required to enter into a separate Business Associate Agreement ("BAA"). If a BAA is required and has not been executed, you agree not to submit PHI to the Services except as otherwise permitted by law.

You acknowledge that PracticeLine AI is not a healthcare provider, insurer, clearinghouse, medical group, or emergency response service. The Services do not provide medical advice and should not be used to make clinical decisions without appropriate human review.

You are responsible for determining whether HIPAA, state medical privacy laws, consumer protection laws, telemarketing rules, insurance regulations, and other laws apply to your use of the Services.

5. AI and Automation Disclosures

The Services may use automated systems, including artificial intelligence, to generate call responses, transcripts, summaries, scheduling suggestions, lead qualification outputs, and other content. These outputs may be incomplete, inaccurate, or inappropriate in some cases.

You are responsible for reviewing and validating outputs where accuracy matters, including appointment details, patient eligibility information, insurance verification details, billing statements, payment-plan communications, and escalations.

PracticeLine AI does not guarantee that AI-generated outputs will be error-free, clinically appropriate, or suitable for any specific legal or regulatory purpose.

6. Prohibited Uses

You may not, and may not permit others to:

• use the Services for unlawful, fraudulent, deceptive, harassing, or abusive activity;
• use the Services for spam, robocalling, unlawful telemarketing, or communications that violate consent or opt-out requirements;
• submit data to the Services without rights or lawful authority to do so;
• use the Services for emergency services dispatch, high-risk medical decision-making, or crisis response;
• reverse engineer, copy, decompile, or create derivative works of the Services except as expressly permitted by law;
• interfere with or disrupt the security, integrity, or performance of the Services; or
• use the Services to develop or benchmark a competing product, except where such restriction is prohibited by applicable law.

7. Fees, Billing, and Payment

You agree to pay all fees specified in your order form, subscription plan, or other applicable commercial terms. Unless otherwise stated, fees are billed in U.S. dollars and are non-refundable except as required by law.

Subscription fees may be billed in advance on a recurring basis. Usage-based fees, overages, telecommunications charges, implementation fees, premium integrations, carrier fees, or similar charges may apply where disclosed in your plan, order form, or pricing page.

If payment is overdue, we may suspend access to the Services after reasonable notice. You are responsible for any taxes, duties, levies, or similar governmental assessments, excluding taxes based on PracticeLine AI's net income.

8. Trial Access

If we offer a free trial or pilot, we may limit features, usage, or support during that period. At the end of the trial, your paid subscription may begin automatically if stated in your signup flow or commercial agreement.

9. Customer Data

As between the parties, you retain ownership of the data, content, call recordings, transcripts, contact information, scheduling details, and other materials submitted to or generated through your use of the Services (collectively, "Customer Data"), subject to the rights granted in these Terms.

You grant PracticeLine AI a non-exclusive, worldwide, limited right to host, copy, process, transmit, store, modify, and display Customer Data solely as necessary to provide, secure, maintain, support, and improve the Services, and to comply with law.

You represent and warrant that you have all rights and permissions needed for PracticeLine AI to process Customer Data in accordance with these Terms.

10. Security

PracticeLine AI will implement and maintain reasonable administrative, technical, and organizational safeguards designed to protect Customer Data against unauthorized access, use, disclosure, alteration, and destruction.

No method of transmission or storage is completely secure, and PracticeLine AI does not guarantee absolute security.

11. Integrations and Third-Party Services

The Services may interoperate with third-party products, such as phone carriers, scheduling tools, calendars, CRMs, clearinghouses, payment providers, EHR/PMS systems, and cloud platforms. Your use of third-party services is governed by the terms and privacy practices of those third parties.

PracticeLine AI is not responsible for third-party products, downtime, errors, data loss, or changes in third-party APIs or policies.

12. Service Availability and Support

We will use commercially reasonable efforts to make the Services available, but we do not guarantee uninterrupted or error-free operation. Planned maintenance, outages, carrier issues, force majeure events, and third-party failures may affect availability.

Any support commitments, uptime targets, or service levels will apply only if expressly stated in a separate written agreement.

13. Intellectual Property

PracticeLine AI and its licensors retain all right, title, and interest in and to the Services, including all software, models, workflows, interfaces, branding, documentation, and related intellectual property, excluding Customer Data.

Subject to these Terms and your payment of applicable fees, PracticeLine AI grants you a limited, non-exclusive, non-transferable, non-sublicensable right during the subscription term to access and use the Services for your internal business purposes.

14. Feedback

If you provide suggestions, ideas, comments, or feedback regarding the Services, PracticeLine AI may use them without restriction or compensation to you.

15. Confidentiality

Each party may receive non-public information from the other party that is designated as confidential or that reasonably should be understood to be confidential ("Confidential Information"). The receiving party will use the same degree of care it uses to protect its own confidential information of similar nature, and at least reasonable care, to protect the disclosing party's Confidential Information.

Confidential Information does not include information that is or becomes public through no fault of the receiving party, was already known to the receiving party without restriction, is independently developed without use of the other party's Confidential Information, or is lawfully obtained from a third party without restriction.

16. Term and Termination

These Terms remain in effect until terminated. You may stop using the Services at any time. We may suspend or terminate your access if you breach these Terms, fail to pay fees when due, or use the Services in a manner that creates legal, security, operational, or reputational risk.

Upon termination, your right to access the Services will end, except as otherwise required by law or agreed in writing. We may delete Customer Data in accordance with our retention practices unless legally required to retain it.

17. Disclaimers

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, PRACTICELINE AI DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, ACCURACY, QUIET ENJOYMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.

PRACTICELINE AI DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, SECURE, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS, OR THAT OUTPUTS WILL BE COMPLETE, ACCURATE, OR SUITABLE FOR YOUR NEEDS.

18. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PRACTICELINE AI WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, GOODWILL, DATA, OR BUSINESS OPPORTUNITY, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PRACTICELINE AI'S AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICES WILL NOT EXCEED THE TOTAL AMOUNTS PAID OR PAYABLE BY YOU TO PRACTICELINE AI FOR THE SERVICES IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.

Nothing in these Terms limits liability that cannot be excluded or limited under applicable law.

19. Indemnification

You will defend, indemnify, and hold harmless PracticeLine AI and its affiliates, officers, directors, employees, and agents from and against any third-party claims, damages, liabilities, judgments, settlements, penalties, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Services in violation of these Terms or applicable law; (b) your Customer Data; (c) your failure to obtain required notices, consents, or authorizations; or (d) your products, services, medical advice, billing, treatment, or patient relationship.

20. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will provide notice by posting the updated Terms on our website, through the Services, or by other reasonable means. Your continued use of the Services after the effective date of the updated Terms constitutes acceptance of the revised Terms.

21. Miscellaneous

These Terms, together with any order forms, BAAs, DPAs, and other documents expressly incorporated by reference, form the entire agreement between you and PracticeLine AI regarding the Services and supersede prior or contemporaneous agreements on that subject.

You may not assign these Terms without our prior written consent, except in connection with a merger, acquisition, or sale of substantially all of your assets. PracticeLine AI may assign these Terms in connection with a merger, acquisition, corporate reorganization, or sale of assets.

If any provision of these Terms is held unenforceable, the remaining provisions will remain in full force and effect. Failure to enforce a provision is not a waiver.