Effective Date: August 1, 2025

These Terms of Service (“Terms”) govern access to and use of the ChartBriefs platform, software, applications, APIs, and related services (collectively, the “Services”) provided by ChartBriefs (“ChartBriefs,” “we,” “us,” or “our”). By creating an account, accessing, or using the Services, you agree to be bound by these Terms. If you are entering into these Terms on behalf of an entity, you represent that you have authority to bind that entity.

1. Definitions

• “Account” means a registered user or enterprise account authorized to access the Services.
• “Content” means files, documents, data, text, images, or other materials uploaded to or generated by the Services.
• “Enterprise Account” means an account with team functionality, centralized billing, and server-side file storage and sharing among authorized users.
• “HIPAA” means the U.S. Health Insurance Portability and Accountability Act of 1996 and its implementing regulations.
• “PHI” means Protected Health Information as defined under HIPAA.
• “User” means an individual or entity using the Services.

2. Eligibility and Account Registration

You must be at least 18 years old and capable of forming a binding contract to use the Services. You agree to provide accurate, current, and complete information during registration and to keep your account information updated. You are responsible for all activity that occurs under your Account.

3. Description of Services

ChartBriefs provides a software-as-a-service (SaaS) platform for uploading, processing, organizing, labeling, analyzing, summarizing, and exporting records and documents, including medical and legal records. Functionality may include file processing, deduplication, document organization, labeling, summaries, exports, and related features, depending on your subscription or usage model.

Certain features, including a chatbot or conversational interface, may be designated as beta features. Beta features are provided for evaluation and convenience only, may be modified or discontinued at any time, and must not be used for medical advice, legal advice, or clinical or legal decision-making. The chatbot is intended solely to assist with document navigation and retrieval.

4. Business Model and Fees

4.1 Pay-Per-Page Users

For standard users, fees are assessed on a pay-per-page basis. Once payment for a file or set of pages is completed, all included functionality associated with that upload is available to the User without additional per-function charges, subject to these Terms.

4.2 Enterprise and Team Accounts

Enterprise Accounts may include team functionality that allows authorized managers, employees, contractors, or agents (collectively, “Authorized Users”) to access, upload, collaborate on, and share files stored server-side within the enterprise environment.

When applicable, the Enterprise Account holder is financially responsible and liable for all billings, fees, and usage incurred by its Authorized Users who are assigned, managed, or granted permission to upload or process Content under the Enterprise Account, regardless of internal reimbursement or allocation arrangements.

Billing for Enterprise Accounts may be centralized and governed by a separate order form, statement of work, master services agreement, or other written agreement.

4.3 Taxes

ChartBriefs does not currently charge Users any sales, use, value-added, goods and services, or similar taxes in connection with the Services. Any applicable taxes imposed on ChartBriefs in connection with providing the Services shall be paid by ChartBriefs directly to the appropriate governmental authorities.

ChartBriefs reserves the right to modify its tax practices in the future if required by applicable law or regulation, upon reasonable notice to Users.

5. Payment Terms

All fees are due and payable in accordance with the pricing and billing terms presented at the time of purchase or set forth in a separate written agreement. Failure to pay applicable fees may result in suspension or termination of access to the Services.

6. Refund Policy

Except as required by law or explicitly stated in writing by ChartBriefs, all fees are non-refundable once processing has begun.

7. Data Storage, Retention, and Deletion

7.1 Storage Duration

Uploaded Content is stored for up to three (3) years from the date of upload, unless otherwise agreed in writing.

7.2 User-Initiated Deletion

Users may delete Content at any time prior to the expiration of the storage period, subject to applicable law and contractual obligations.

7.3 Automatic Deletion

Unless otherwise requested or contractually agreed, Content will be automatically deleted after three (3) years.

7.4 No Backups and Irreversible Deletion

ChartBriefs does not maintain long-term backups of User Content for the purpose of restoration after deletion. Once Content is deleted by a User or automatically deleted pursuant to the retention policy, such deletion is permanent and irreversible.

If a User later requires access to previously deleted files, those files must be newly uploaded, reprocessed through the Services, and paid for again in accordance with theapplicable pricing model.

7.5 Litigation Holds and Record Preservation

Users are solely responsible for identifying, exporting, preserving, and maintaining any Content subject to litigation holds, regulatory inquiries, audits, or other legal preservation obligations. ChartBriefs has no obligation to retain Content beyond the stated retention period unless expressly agreed in writing.

8. Security and HIPAA Compliance

8.1 Security Measures

ChartBriefs implements administrative, technical, and physical safeguards designed to protect data, including use of Amazon Web Services under a Business Associate Agreement (BAA) to support HIPAA compliance.

8.2 Shared Responsibility

Security is a shared responsibility. ChartBriefs is responsible for securing the underlying infrastructure and platform. Users are responsible for safeguarding account credentials, configuring access permissions, managing Authorized Users, and ensuring appropriate and lawful use of the Services.

8.3 HIPAA and PHI

Where applicable, ChartBriefs acts as a Business Associate and will handle PHI in accordance with HIPAA and an applicable BAA. Users represent and warrant that they have the legal authority to upload PHI, that such uploads are permitted by law, and that they will comply with all HIPAA obligations applicable to them.

8.4 No Guarantee of Compliance

While ChartBriefs implements safeguards designed to support HIPAA compliance, use of the Services alone does not guarantee regulatory compliance. Users are solely responsible for ensuring that their overall workflows, policies, and use of the Services comply with applicable laws and regulations.

9. User Responsibilities and Acceptable Use

You agree not to: - Use the Services for unlawful purposes; - Upload Content you do not have the right or legal authority to use; - Upload PHI or sensitive data without appropriate authorization; - Interfere with or disrupt the Services; - Attempt to reverse engineer, decompile, scrape, or misuse the platform; - Rely on the Services as a substitute for professional medical or legal judgment. You are responsible for the accuracy, legality, authorization, and appropriate use of all Content you upload and all outputs you generate or rely upon.

10. Intellectual Property

ChartBriefs retains all rights, title, and interest in and to the Services, including all related intellectual property. These Terms do not grant you any ownership rights in the Services.

11. Confidentiality

Each party agrees to maintain the confidentiality of non-public information disclosed in connection with the Services, except as required by law or permitted under these Terms.

11A. Privacy Policy

Use of the Services is subject to the ChartBriefs Privacy Policy.

12. Service Availability and Modifications

ChartBriefs does not guarantee uninterrupted availability. We may modify, suspend, or discontinue features with reasonable notice. Maintenance and downtime may occur.

13. Disclaimers

THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, CHARTBRIEFS DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

13.1 No Medical or Legal Advice

The Services, including any summaries, analyses, classifications, annotations, chatbot responses, or other outputs, are tools intended to assist with document organization, review, and navigation only. They do not constitute medical advice, legal advice, diagnostic conclusions, treatment recommendations, impairment determinations, or legal opinions.13.2 AI-Generated Content Certain features of the Services utilize automated and artificial intelligence–based processes. All summaries, extractions, and analyses are generated automatically and may contain errors or omissions. Users are solely responsible for independently reviewing, verifying, validating, and determining the accuracy and appropriateness of any output prior to use, reliance, submission, or incorporation into any medical, legal, administrative, or professional documentation.

13.3 User Responsibility for Final Work Product

Any documentation, reports, opinions, filings, submissions, or work product created, signed, submitted, or relied upon by a User using or referencing the Services are the sole responsibility of the User. ChartBriefs is not responsible or liable for how Users choose to use, interpret, rely upon, modify, or submit Content or outputs generated by the Services.

13.4 No Reliance

Users expressly agree that no output, summary, analysis, classification, chatbot response, or other material generated by the Services is intended to be relied upon as a final, authoritative, or determinative conclusion. Any reliance on the Services or outputs is solely at the User’s own risk.

14. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CHARTBRIEFS SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, OR SPECIAL DAMAGES. CHARTBRIEFS’ TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNTS PAID BY YOU FOR THE SERVICES IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

15. Indemnification

You agree to indemnify and hold harmless ChartBriefs from claims arising out of your use of the Services, your Content, or your violation of these Terms.

16. Termination

You may terminate your Account at any time. ChartBriefs may suspend or terminate access for violation of these Terms, non-payment, or security concerns. Upon termination, access to Content may be limited or removed in accordance with Section 7.17. Governing Law and Dispute Resolution These Terms are governed by and construed in accordance with the laws of the State of Washington, without regard to its conflict-of-law principles. Any legal action or proceeding arising out of or relating to these Terms or the Services shall be brought exclusively in the state or federal courts located within the State of Washington, and the parties consent to personal jurisdiction and venue therein.

18. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated, and continued use of the Services constitutes acceptance of the updated Terms.

19. Contact Information

For questions regarding these Terms, please contact ChartBriefs through our web based contact form.