Terms of service

Acceptance#

By using PsyFi Scribe, you agree to these Terms. If you are using the Service on behalf of a practice, you confirm you have the authority to bind that practice.

These Terms of Service ("Terms") form a binding agreement between you and PsyFi Technologies, Inc. ("PsyFi", "we", "us") and govern your access to and use of the PsyFi Scribe website, Chrome extension, iOS application (when available), and related services (collectively, the "Service"). If you do not agree to these Terms, do not use the Service.

The Service#

PsyFi Scribe is an AI-assisted documentation tool for licensed mental-health clinicians. It records sessions, transcribes them, drafts a clinical note in the format you select, and lets you review and export the draft. It is not a medical device and does not provide clinical advice.

The Service includes the website, the browser extension, and any associated applications and APIs. We may add, remove, or change features over time. We will give reasonable notice of material changes that reduce the functionality you are paying for.

Eligibility#

The Service is intended for licensed mental-health clinicians and the practices that employ them. You must be a legal adult and able to enter into a binding contract.

You may use the Service if you (a) are at least the age of majority in your jurisdiction, (b) are authorized to enter into these Terms, (c) intend to use the Service in connection with the practice of a licensed mental-health profession (or in a clearly identified evaluation or administrative capacity), and (d) will obtain any patient consents required by your jurisdiction, your professional ethics, and applicable law before using the Service to record real sessions.

Your account#

You are responsible for your account and for what happens under it. Keep your credentials safe, and tell us promptly if you suspect anything is wrong.

You are responsible for maintaining the confidentiality of your sign-in credentials and for all activity under your account. You agree to provide accurate registration information and to keep it current. If you are an administrator of a Team workspace, you are responsible for ensuring that the people you invite are eligible to use the Service and have agreed to these Terms.

Acceptable use#

Use the Service for what it's for: drafting clinical documentation for sessions you are entitled to conduct. Don't break the law with it, don't try to harm other users, and don't try to interfere with how the Service works.

You will not, and will not allow others to:

• Use the Service to record any individual without legally and ethically sufficient consent.
• Use the Service to handle PHI without a signed Business Associate Agreement in effect with us.
• Reverse-engineer, decompile, or attempt to extract the Service's source code, model weights, or training data, except to the extent the law permits.
• Resell, sublicense, or distribute the Service to third parties without our written permission.
• Use the Service to violate any law, professional code, or third-party right.
• Interfere with, probe, scan, or test the vulnerability of the Service except as described on our vulnerability-disclosure page.
• Submit content the Service is not designed to handle (for example, malware, illegal recordings, or material that infringes another person's rights).

Plans, billing & trials#

Subscriptions renew automatically unless you cancel. Trials are free of charge for the period stated when you sign up. We don't bill you for time you don't use after you've canceled.

Subscriptions

Paid plans are billed in advance on a monthly or annual cycle, per the plan selected at sign-up. Subscriptions renew automatically at the end of each cycle at the then-current rate, unless you cancel before the renewal date. You can cancel from within the product at any time; cancellation takes effect at the end of the current paid period.

Trials

If we offer a free trial, the trial period, terms, and any required payment authorization are described at sign-up. We will not charge you for the trial period itself.

Taxes & fees

Stated prices are exclusive of taxes. You are responsible for sales, use, VAT, or similar taxes applicable to your subscription. Payment-provider fees pass through at the rate set by the provider.

Refunds

Subscription fees are generally non-refundable, except where required by applicable law or where we offer a refund in our written discretion (for example, a documented Service incident affecting the period you are requesting a refund for).

Clinical-judgment disclaimer#

PsyFi Scribe is a documentation aid. It does not provide clinical advice and is not a substitute for clinician judgment. You remain the clinician of record on every note that enters a chart.

The Service generates drafts that you review and edit before they are entered into a patient record. Drafts may contain inaccuracies; you are responsible for verifying every clinical statement in a draft before incorporating it into your records. The Service is not a medical device, does not diagnose, and does not recommend treatment. Use of the Service does not create a clinician–patient relationship between PsyFi and any patient.

Intellectual property#

We own the Service. You own your content. You grant us only the rights we need to deliver the Service to you.

Our IP

The Service, including all underlying software, design, models, and brand assets, is owned by PsyFi or its licensors and is protected by law. We grant you a limited, non-exclusive, non-transferable, revocable license to use the Service in accordance with these Terms.

Your content

You retain ownership of your account data, session content, and drafted notes ("Customer Content"). You grant us a worldwide, non-exclusive license to host, process, transmit, and display Customer Content solely to provide and improve the Service for you and as permitted by your BAA with us. We do not use Customer Content to train AI models.

Feedback

If you send us feedback or suggestions, we may use that feedback to improve the Service without restriction or compensation to you.

Termination#

You can leave any time. We can pause or end your access if you breach the Terms or pose a risk to other users. On termination we return or destroy your data as required by HIPAA and the BAA.

You may stop using the Service and cancel your subscription at any time from within the product. We may suspend or terminate your access if you breach these Terms, fail to pay, or use the Service in a way that creates a meaningful risk for other users or for us. We will give reasonable notice where feasible.

On termination, we will return or destroy your data as described in our BAA and applicable law. Sections of these Terms that by their nature should survive — including intellectual-property rights, disclaimers, limitations of liability, indemnities, and governing law — will survive termination.

Disclaimers & limitation of liability#

We work hard to deliver a reliable Service, but we can't guarantee perfection. Our liability is limited to what you've paid us in the past twelve months. None of this changes obligations we have under HIPAA or your BAA.

The Service is provided "as is" and "as available". To the maximum extent permitted by law, PsyFi disclaims all warranties, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

To the maximum extent permitted by law, in no event will PsyFi's aggregate liability arising out of or related to these Terms or the Service exceed the greater of (a) one hundred US dollars, or (b) the amounts paid by you to PsyFi for the Service in the twelve months preceding the event giving rise to the claim. PsyFi will not be liable for indirect, incidental, special, consequential, or exemplary damages, including lost profits or lost data, even if advised of the possibility.

Nothing in this section limits PsyFi's obligations under our BAA with you, our obligations under applicable HIPAA rules, or any liability that cannot be excluded under applicable law.

Changes to these Terms#

We will give notice before material changes take effect, and the latest version is always at this URL with its effective date.

We may update these Terms from time to time. For material changes, we will provide notice through the product or by email to account-holders before the change takes effect. Your continued use of the Service after the effective date of an update means you accept the updated Terms.

Governing law#

These Terms are governed by the laws of the State of North Carolina, without regard to its conflict-of-laws rules.

Any dispute arising out of or related to these Terms or the Service will be brought exclusively in the state or federal courts located in Wake County, North Carolina, and you and PsyFi consent to the personal jurisdiction of those courts. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Contact#