Practice AI logo
  • Testimonials
  • Feature Demo

Terms of Use

Updated: March 20, 2025

Introduction and Acceptance

Welcome to Practice AI, your comprehensive practice management solution. These Terms of Use govern your access to and use of Practice Health AI Inc.'s ("Practice AI," "we," "our," or "us") websites, including www.withpractice.ai, and any web or mobile applications that power your healthcare practice (collectively, the "Services").

By accessing or using the Services, you ("you" or the "User") acknowledge that you have read, understood, and agree to be bound by these Terms of Use and our Privacy Policy (available at https://www.withpractice.ai/privacy). If you do not agree to these Terms, you must not access or use our Services.

Note: If you and Practice AI have entered into a Master Subscription Agreement or similar Services Agreement, that agreement will supersede these Terms of Use.

Our Services

Practice AI provides a comprehensive suite of digital and AI tools designed for healthcare providers, medical practices, wellness professionals, and their patients, including:

  • AI powered practice management agents with scheduling, billing, and client relationship tools
  • Documentation and charting solutions
  • Secure messaging and file sharing capabilities
  • EHR/EMR integration options
  • Client portal access
  • Secure Telehealth communication platforms
  • Client engagement and progress tracking features

You may only use the Services in compliance with these Terms of Use, and you are prohibited from using the Services for any unlawful activity, fraudulent purpose, or in any way that infringes upon the rights of Practice AI or others.

Account Types and User Eligibility

Practice AI offers different account types:

  • Provider accounts: For healthcare and wellness professionals
  • Organization accounts: For multi-provider practices or healthcare organizations
  • Client accounts: For patients, clients and service providers who access their provider's Practice AI portal or equivalent

To access the Services, you'll need to create an appropriate account. You must provide accurate, complete, and current information when creating your account and keep this information updated. You are responsible for maintaining the confidentiality of your account password and for all activities occurring under your account, whether or not you authorized them.

We have the right to disable any username, password, or other identifier at any time in our sole discretion, including if we believe you have violated these Terms of Use.

Age Restrictions

We do not intentionally collect personal information from individuals under 18 years of age. Children under 13 are not permitted to use the Services. If you are between 13 and 18 years old, you may only use the Services with parental or guardian consent.

Service Availability and Modifications

We continuously improve our platform and may modify, upgrade, or discontinue features of the Services at any time without notice. We will not be liable if the Services are unavailable for any reason or duration. System maintenance may occasionally restrict access to parts or all of the Services, including to registered users.

Content Disclaimer

The Services facilitate content sharing between healthcare providers and their clients. Practice AI does not endorse, guarantee, or assume responsibility for the accuracy or reliability of any content not directly created by Practice AI. We take no responsibility and assume no liability for User Content (defined below) that you or any other user posts or transmits through the Services.

While we strive to enforce these Terms of Use, you may encounter content that is inaccurate, offensive, or objectionable. Practice AI reserves the right (but has no obligation) to monitor, limit access to, or remove content from the Services that violates these Terms or that we deem unlawful, offensive, abusive, harmful, or malicious.

If you encounter misuse of our Services, please contact us at support@withpractice.ai.

Healthcare Disclaimer

While Practice AI provides tools to facilitate healthcare delivery, communication, and practice management, the Services themselves do not constitute medical advice, treatment, or healthcare. The Services, including any content found therein, are tools for providers and clients to connect, but are not substitutes for professional medical judgment, diagnosis, or treatment.

Healthcare providers using the Services remain solely responsible for all professional advice, treatment decisions, diagnoses, and direct patient care. Practice AI bears no liability for the action or inaction of any healthcare provider using our platform. Clients should always consult directly with their qualified healthcare providers regarding any health concerns.

Prohibited Activities

Your use of the Services is subject to the following restrictions. You agree not to:

  • Post abusive, threatening, obscene, defamatory, or libelous content
  • Use the Services for any illegal purpose or in violation of any applicable laws or regulations
  • Harass, abuse, or harm other users or individuals
  • Access another user's account without permission
  • Provide false information during registration
  • Interfere with the proper functioning of the Services
  • Engage in racially, sexually, religiously, or otherwise objectionable activities
  • Use automated methods to access or use the Services in a way that could overload our infrastructure
  • Circumvent any access restrictions or security measures
  • Attempt to gain unauthorized access to the Services or related systems
  • Scrape, spider, or crawl the Services or harvest user data
  • Damage, disrupt, or interfere with the Services or other users' experiences
  • Attempt to compromise the security, integrity, or functionality of the platform
  • Use the Services for unauthorized health record access or transfer

User Content Responsibilities

When you submit, post, or share content through the Services ("User Content"), including patient notes, treatment plans, progress records, messages, files, or other content, you:

  • Are solely responsible for your account and all activity associated with it
  • Will not post malicious, false, or inaccurate information
  • Will not submit copyrighted or proprietary content without proper rights or permissions
  • Acknowledge that Practice AI may review, remove, or limit any User Content at our discretion
  • Accept full responsibility for any liability, loss, or damage resulting from User Content you make available
  • Ensure all personal health information is handled in compliance with applicable regulations

Practice AI does not pre-screen all User Content but reserves the right to monitor and record interactions with the Services.

HIPAA and Data Security

If you are a healthcare provider subject to the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), you acknowledge that Practice AI may be your "Business Associate" as defined by HIPAA. In such cases, our use and disclosure of Protected Health Information is governed by our Business Associate Agreement, which eligible subscribers must execute separately.

Practice AI implements reasonable security measures to protect data, but no system is completely secure. You are responsible for:

  • Maintaining appropriate security and privacy practices within your organization
  • Properly configuring access controls for your account
  • Ensuring proper handling of all patient and client information
  • Reporting any security incidents or breaches promptly

Enforcement and Termination

Practice AI reserves the right to:

  • Take action against any User Content that violates these Terms, infringes intellectual property rights, threatens user safety, or creates potential liability
  • Take legal action against illegal or unauthorized use of the Services
  • Terminate or suspend access to the Services for any reason, including violations of these Terms

We may cooperate with law enforcement authorities and comply with legal processes requesting disclosure of user information. YOU WAIVE AND HOLD HARMLESS PRACTICE AI AND ITS AFFILIATES, LICENSEES, AND SERVICE PROVIDERS FROM ANY CLAIMS RESULTING FROM ACTIONS TAKEN DURING INVESTIGATIONS BY PRACTICE AI OR LAW ENFORCEMENT.

Intellectual Property Rights

All content on the Services, including its design, appearance, and functionality, is owned by Practice AI unless otherwise indicated. We and our licensors retain all intellectual property rights related to the Services, protected by copyright, trademark, patent, trade secret, and other laws.

You may not modify, copy, distribute, transmit, display, perform, or create derivative works from any content on the Services without explicit permission. Any Practice AI trademarks, trade dress, service marks, or trade names are the property of Practice AI and may not be used without written permission.

User Content License

When you post, transmit, or publish content through the Services, you grant Practice AI a royalty-free, sublicensable, transferable, perpetual, irrevocable, non-exclusive, worldwide license to use, reproduce, modify, and publish that content for the purpose of providing the Services. Practice AI reserves the right to remove any User Content at its discretion.

Subscription Plans and Pricing

Practice AI offers various subscription plans to meet different practice needs:

  • Solo Provider Plans: For individual practitioners
  • Group Practice Plans: For multi-provider practices
  • Enterprise Plans: For larger healthcare organizations
  • Add-on features: Additional capabilities that can be purchased separately

Users agree to pay all fees for the Services according to the applicable fee schedules. By providing your payment information, you authorize Practice AI to charge your designated payment method for all applicable fees.

Unless otherwise stated in a separate agreement, subscriptions typically operate on a month-to-month or annual basis starting from your activation date. For example:

  • Monthly plan users activated on January 2nd will be billed again on February 2nd
  • Annual plan users activated on March 4th, 2024 will be billed again on March 4th, 2025

Users must pay fees regardless of actual usage of the Services. When upgrading mid-cycle, already-paid fees will be prorated toward the new subscription. When downgrading, changes take effect at the next payment period.

All fees are non-refundable and non-transferable, including annual contracts. Canceled annual contracts will terminate at the end of the 365-day period from payment.

Practice AI may charge additional fees not listed for special services, such as data migration, custom integrations, or premium support, which will be clearly communicated during setup.

Sales Tax: Customers are responsible for applicable taxes, tariffs, and governmental charges related to the Services (except taxes on Practice AI's net income). If Practice AI must pay such charges, they will be billed to and paid by the customer. Customers shall provide any applicable exemption certificates.

Third-Party Integrations and Services

Practice AI may integrate with or offer connections to third-party services such as payment processors, EHR/EMR systems, scheduling tools, or telehealth platforms ("Third Party Services"). These integrations are provided as a convenience, but Practice AI has no control over and assumes no responsibility for such third-party services.

When you enable Third Party Services, you may be subject to their terms and privacy policies. We recommend reviewing these terms before connecting any Third Party Service with your Practice AI account. If you access any third-party resources through our Services, you do so at your own risk.

Copyright Infringement Policy

Practice AI respects intellectual property rights and expects users to do the same. We have implemented policies for handling alleged copyright infringement in accordance with the Digital Millennium Copyright Act (DMCA).

Repeat Infringer Policy: Practice AI may terminate access for users who repeatedly post protected third-party content without necessary permissions.

DMCA Notices: Copyright owners believing their work has been infringed through our Services may submit a DMCA notification to support@withpractice.ai including:

  • Date of notification
  • Physical or electronic signature of authorized representative
  • Description of copyrighted work claimed to be infringed
  • Description of allegedly infringing material and its location
  • Contact information
  • Statement of good faith belief regarding unauthorized use
  • Statement of accuracy and authorization under penalty of perjury

Counter-Notices: If you believe your content was wrongfully removed, you may submit a counter-notice including:

  • Your physical or electronic signature
  • Description of removed content and its previous location
  • Statement of good faith belief regarding mistaken removal
  • Your contact information and consent to jurisdiction

Upon receiving a counter-notice, Practice AI may forward it to the original complainant and may restore the content in 10-14 business days unless legal action is filed.

Communication and Support

By using the Services, you consent to receive communications from Practice AI electronically via your provided email address, and agree that electronic communications from Practice AI satisfy any legal requirements for written communications.

We may use your email address to send information about Practice AI features, updates, and special offers. You may opt out by changing account settings or emailing support@withpractice.ai, though this may prevent you from receiving certain information.

Technical support is available through our help center, email support, and for eligible plans, phone support. Response times vary based on your subscription plan.

Account Access by Practice AI Staff

In some instances, Practice AI employees may need to access your account to diagnose problems or respond to support requests. When contacting our support teams, you implicitly authorize this access as necessary for addressing your request.

If you prefer assistance without granting account access, please specify this in your communication with our support team, and we will honor such requests to the extent possible.

Warranty Disclaimer

You understand that we cannot guarantee files available through the Services will be free from viruses or harmful code. You are responsible for implementing appropriate safeguards and maintaining external backups of your data.

TO THE FULLEST EXTENT PERMITTED BY LAW, THE SERVICES AND ALL CONTENT ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT ANY WARRANTIES OF ANY KIND. PRACTICE AI AND ITS ASSOCIATES MAKE NO WARRANTIES REGARDING THE COMPLETENESS, SECURITY, RELIABILITY, QUALITY, ACCURACY, OR AVAILABILITY OF THE SERVICES.

PRACTICE AI EXPRESSLY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, SECURITY, ACCURACY, AND NON-INFRINGEMENT. YOU ASSUME FULL RESPONSIBILITY FOR ALL RISKS ASSOCIATED WITH USING THE SERVICES.

SOME JURISDICTIONS DO NOT ALLOW WARRANTY DISCLAIMERS, SO THESE PROVISIONS MAY NOT FULLY APPLY TO YOU.

Limitation of Liability

TO THE EXTENT PERMITTED BY LAW, PRACTICE AI, ITS AFFILIATES, DIRECTORS, EMPLOYEES, LICENSORS, AND PARTNERS SHALL NOT BE LIABLE FOR ANY DAMAGES OF ANY KIND, INCLUDING LOSS OF PROFITS, DATA, OR FOR ANY INCIDENTAL, INDIRECT, SPECIAL, CONSEQUENTIAL, OR EXEMPLARY DAMAGES ARISING FROM OR RELATED TO:

  • (A) USE, DISCLOSURE, OR DISPLAY OF YOUR USER CONTENT
  • (B) YOUR USE OR INABILITY TO USE THE SERVICES
  • (C) THE SERVICES OR SYSTEMS THAT MAKE THEM AVAILABLE
  • (D) ANY INTERACTIONS WITH PRACTICE AI OR OTHER USERS

SOME JURISDICTIONS DO NOT ALLOW LIABILITY LIMITATIONS, SO THESE PROVISIONS MAY NOT FULLY APPLY TO YOU.

If you have disputes with other users or third-party providers you interact with through the Services, you release Practice AI and its associates from all related claims and damages. California residents waive California Civil Code §1542, which states: "A general release does not extend to claims which the creditor does not know or suspect to exist in his favor at the time of executing the release, which if known by him must have materially affected his settlement with the debtor."

Indemnification

You agree to defend, indemnify, and hold harmless Practice AI, its affiliates, licensors, service providers, and their respective officers, directors, employees, contractors, agents, licensors, suppliers, successors, and assigns from all claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees arising from your violation of these Terms or your use of the Services.

Modification of Terms

Practice AI may amend these Terms at any time in its sole discretion. All changes are effective immediately upon posting and apply to all subsequent access and use of the Services.

It is your responsibility to periodically review these Terms for changes. Your continued use of the Services after changes constitutes acceptance of the revised Terms.

For material changes, we will provide notice by posting on our homepage and/or sending an email to your registered address. Therefore, it's important to keep your contact information current.

Any changes to these Terms or waiver of Practice AI's rights must be in writing with a physical signature from an officer of Practice AI. No waiver or modification via phone or email shall be valid.

Privacy Policy

Practice AI is committed to user privacy. Our Privacy Policy (found at https://www.withpractice.ai/privacy) explains how we collect, use, and disclose your information. By using the Services, you consent to our Privacy Policy.

General Legal Terms

  • Severability: If any provision of these Terms is held invalid, that portion will be construed consistent with applicable law while the remaining portions remain in full effect.
  • Non-Waiver: Failure to enforce any provision of these Terms does not constitute a waiver of our right to enforce such provision in the future.
  • Survival: Our rights under these Terms will survive any termination.
  • Limitation Period: Any cause of action related to your relationship with Practice AI must commence within one year after it accrues, or it will be permanently barred.
  • Governing Law: These Terms and your use of the Services are governed by federal laws of the United States and the laws of the State of Delaware, without regard to conflict of law provisions.
  • Assignment: Practice AI may assign these Terms and Privacy Policy to any person or entity at any time without your consent. You may not assign your rights or obligations without Practice AI's prior written consent.
  • Entire Agreement: YOU ACKNOWLEDGE THAT THESE TERMS OF USE AND THE PRIVACY POLICY AT https://www.withpractice.ai/privacy-policy CONSTITUTE THE COMPLETE AGREEMENT BETWEEN US AND SUPERSEDE ALL PRIOR COMMUNICATIONS REGARDING THE SUBJECT MATTER.

Contact Information

If you have questions about these Terms or the Services, please contact Practice AI at support@withpractice.ai