Terms of Service
Effective Date: October 4, 2025
These Terms of Service (“Terms”) govern access to and use of the healthcare-focused websites and services of Applied AI – Healthcare (“Applied AI – Healthcare,” the “Healthcare arm,” “we,” “us,” or “our”), including appliedaihealth.org and our AI-powered operational services (voice/chat/SMS agents, call handling, scheduling/calendar, reminders, review funnels, social posting, and related integrations) (collectively, the “Services”).
Applied AI – Healthcare is a business unit of Applied AI and is not a separate legal entity. These Terms apply to the Healthcare arm only. Other Applied AI verticals (e.g., solar, dispensaries, door-to-door) may operate under different brand sites and terms.
By accessing or using the Services, you (“Customer,” “you,” or “your”) agree to these Terms. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have authority to bind that entity. If you do not agree, do not use the Services.
1. Contact; Venue; Incorporation by Reference
• Business Name: Applied AI – Healthcare (a business unit of Applied AI)
• Business Address: 4123 Highland Park Cir, Lutz, Florida, 33558, USA
• Email (legal/ToS/DMCA): [email protected]
• Primary Site: appliedaihealth.org
• Privacy Policy: By using the Services, you also agree to the Applied AI – Healthcare Privacy Policy, which forms part of these Terms and includes our HIPAA/PHI rules and cookie consent framework.
2. Scope; No Medical Advice; No High-Risk Use
The Services provide operational AI for healthcare businesses (e.g., answering/routing calls, scheduling, reminders, review workflows, social posting). We do not provide medical advice, diagnosis, or treatment. The Services must not be used for life-support, emergency, or other high-risk activities where errors could lead to death, personal injury, or severe harm. In an emergency call 911 or contact a qualified clinician.
3. Eligibility and Permitted Users
You affirm that you are 18 years or older. The Services are primarily for U.S. businesses; individuals may use them if 18+. You may not use the Services if you are barred under applicable laws, sanctions, or export rules.
4. Accounts and Access
You are responsible for maintaining the confidentiality of your credentials and for all activities under your account. Notify us promptly of any unauthorized use or security incident.
5. Service Description; Third-Party Platforms
We may use or integrate with third-party platforms and infrastructure, including Microsoft Azure (hosting), Cloudflare (security/CDN), Namecheap (domain/DNS), GoHighLevel (CRM/automation), Twilio and/or Vonage (telephony/SMS), Stripe (payments), and AI model providers such as OpenAI, Google Gemini, xAI Grok, and Perplexity (via API). Anthropic is not used under the current configuration. Certain features (e.g., transcription/ASR) may rely on additional vetted vendors. Each third party’s terms and policies apply to its services.
6. Prohibition on PHI Without a BAA (Healthcare Critical)
Do not submit Protected Health Information (“PHI”) as defined by HIPAA unless you and we have executed a separate Business Associate Agreement (BAA) and enabled PHI-capable configurations. Absent a signed BAA, any PHI disclosure is unauthorized and at your sole risk; you will indemnify us for any loss or claim arising from such disclosure.
7. Acceptable Use
You will:
• Use the Services lawfully and in accordance with these Terms;
• Not upload, generate, or facilitate content that is illegal, harmful, deceptive, infringing, harassing, or abusive;
• Not violate or infringe copyrights, trademarks, or other third-party intellectual property or rights of publicity/privacy;
• Not attempt to interfere with or disrupt the Services (including DDoS, reverse engineering, scraping beyond permitted APIs, or circumventing security/rate limits);
• Not deploy the Services for high-risk uses, medical advice, or final clinical decisions;
• Not submit PHI absent a signed BAA;
• Comply with platform policies for review workflows (including no review gating or manipulation).
We may suspend or terminate accounts for violations and may change or discontinue all or part of the Services at any time.
8. Telephony, SMS, and Recording Compliance (Customer Responsibility)
Customer is solely responsible for: (a) obtaining and maintaining valid consent under the Telephone Consumer Protection Act (TCPA) and similar laws for calls/texts; (b) providing call recording and monitoring notices where required; (c) honoring opt-out requests (e.g., STOP for SMS) and maintaining suppression lists; and (d) compliance with carrier policies, spam mitigation, 10DLC registration, and content standards. Customer will defend and indemnify us against any claims, fines, or penalties arising from Customer’s telephony/SMS practices.
9. Intellectual Property; Ownership; Licenses
9.1 Our IP (Platform and Know-How). We and our licensors retain all right, title, and interest in and to the Services, including workflows, prompts, playbooks, integrations, automations, models, code, documentation, and know-how (“Applied AI Materials”). No rights are granted except as expressly stated.
9.2 License to Customer (During Term). Subject to these Terms and timely payment, we grant Customer a limited, non-exclusive, non-transferable, revocable license to access and use the Services during the subscription term for Customer’s internal business purposes.
9.3 Customer Content and Inputs. Customer retains ownership of Customer Content (data and materials provided by Customer to use the Services). Customer grants us a limited license to host, process, transmit, and display Customer Content to provide, secure, and support the Services, and to improve the Services using de-identified or aggregated data.
9.4 AI Outputs and Lists. Subject to third-party model terms and rights, outputs generated for Customer (e.g., response text, suggested messages, non-PHI contact lists derived from campaigns) are licensed to Customer for use only during the active contract term. Applied AI – Healthcare retains ownership of the underlying workflows, integrations, and automation frameworks. Upon termination or expiration, Customer’s license to such outputs ceases unless otherwise agreed in writing. Customer remains the owner of its first-party data supplied to the Services.
9.5 Feedback. If Customer submits feedback or suggestions, we may use them without restriction and without obligation to Customer.
10. Payments, Subscriptions, Trials, and Taxes
Pricing model: primarily monthly subscriptions, with optional one-time fees for projects/implementations.
• Billing & Auto-Renewal: Subscriptions bill monthly in advance and auto-renew month-to-month until canceled.
• Free Trials: We may offer free trials with limited features/usage; at trial end, the subscription may convert to a paid plan unless canceled.
• No Refunds: All fees are non-refundable except where required by law.
• Cancellation: Customer may cancel at any time; cancellation is effective at the end of the then-current billing period. We may cancel at any time (e.g., for risk, compliance, or business reasons).
• Payment Methods: Stripe (credit/debit and, where applicable, ACH). We may pause/suspend for failed or late payments.
• Late Payments: May incur 1.5% per month (or the maximum allowed by law), plus collection costs and reasonable attorneys’ fees.
• Taxes: Customer is responsible for all applicable taxes, duties, and similar charges (excluding our taxes based on net income).
• Price Changes: We may change prices; changes take effect on the next billing cycle after notice.
We may offer custom or usage-based pricing by mutual written agreement.
11. Service Changes; Beta and Trials; Fair Use
We may add, modify, or discontinue features. Beta/experimental features are provided “AS IS” with no commitments and may be withdrawn. We may throttle or impose rate limits and fair-use limits to ensure stability and combat abuse.
12. Confidentiality
Each party may access confidential information of the other (“Confidential Information”). The receiving party will use Confidential Information only to perform under these Terms, protect it with reasonable care, and not disclose it except to personnel and subprocessors under similar obligations. Exclusions include information that is public, already known without duty, independently developed, or rightfully received from a third party. Compelled disclosures are permitted with notice where lawful.
13. Data Protection; Privacy; PHI
Our Privacy Policy explains how we process personal information and includes our HIPAA/PHI framework. We do not accept PHI without a signed BAA. If Customer connects systems that could expose PHI (e.g., EHR), Customer must not do so unless a BAA with us is in effect and PHI-capable configurations are enabled.
14. Warranties and Disclaimers
THE SERVICES, OUTPUTS, AND ANY BETA/TRIAL FEATURES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ACCURACY. AI SYSTEMS ARE PROBABILISTIC AND MAY PRODUCE INCORRECT OR INCOMPLETE CONTENT; CUSTOMER IS RESPONSIBLE FOR REVIEW AND HUMAN OVERSIGHT. THE SERVICES DO NOT PROVIDE MEDICAL ADVICE AND ARE NOT A SUBSTITUTE FOR PROFESSIONAL JUDGMENT.
15. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT WILL WE BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, GOODWILL, OR DATA, EVEN IF ADVISED OF THE POSSIBILITY. OUR AGGREGATE LIABILITY FOR ALL CLAIMS WILL NOT EXCEED THE FEES PAID BY CUSTOMER TO US IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. THESE LIMITS APPLY REGARDLESS OF THE THEORY OF LIABILITY AND EVEN IF A REMEDY FAILS OF ITS ESSENTIAL PURPOSE. Some jurisdictions do not allow certain limitations; the limitations apply to the fullest extent permitted.
16. Indemnification
16.1 Customer Indemnity. Customer will defend, indemnify, and hold harmless us and our affiliates, officers, directors, employees, and agents from any claim, loss, liability, cost, and expense (including reasonable attorneys’ fees) arising out of or related to: (a) Customer Content or use of the Services; (b) PHI disclosure without a signed BAA; (c) violations of law or third-party rights (including TCPA, call-recording, consumer protection, intellectual property); (d) review workflow or platform policy violations; and (e) use in high-risk contexts or reliance as medical advice.
16.2 Our Indemnity (Narrow IP). We will defend Customer against third-party claims alleging that our owned code (excluding models, third-party services, or Customer Content) infringes a U.S. patent, copyright, or trademark, and pay damages finally awarded or settled by us. Remedies: we may modify or replace the infringing component, or terminate the affected Services and refund unused prepaid fees. This Section does not apply to claims arising from combinations not provided by us, modifications by others, or use contrary to documentation.
17. Term; Suspension; Termination
These Terms start on the earlier of account creation or first use and continue month-to-month unless terminated. We may suspend the Services immediately for security, legal, or policy reasons, including suspected TCPA violations or abuse. Either party may terminate: (a) for convenience, by notice, effective at the end of the current billing period (or as otherwise agreed); or (b) for cause, upon material breach not cured within ten (10) days after written notice; immediately for nonpayment or unlawful use.
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18. Effect of Termination; Data Export
Upon termination, Customer will cease use of the Services and Applied AI Materials. Upon request within thirty (30) days after termination, we will make available a commercially reasonable export of Customer’s first-party data then stored in the Services; after that window, we may delete or de-identify data consistent with our Privacy Policy and retention schedules. Licenses to outputs (Section 9.4) end at termination unless otherwise agreed in writing.
19. Governing Law; Arbitration; Class-Action Waiver
These Terms are governed by the laws of the State of Florida, without regard to conflicts of laws. Any dispute arising out of or relating to these Terms or the Services will be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, before a single arbitrator, seated in Hillsborough County, Florida (remote proceedings permitted). Judgment on the award may be entered in any court of competent jurisdiction.
Class-Action Waiver: Disputes must be brought on an individual basis and not as a class, collective, or representative action. Jury trial is waived.
Carve-Out: Either party may seek injunctive or equitable relief in court for actual or threatened misuse of intellectual property or violation of confidentiality or the Acceptable Use Policy.
30-Day Opt-Out: You may opt out of arbitration by sending written notice to [email protected] within thirty (30) days of first acceptance of these Terms.
20. Export Control and Sanctions
You will not use the Services in violation of U.S. export control or sanctions laws and will not permit access from, or by, embargoed countries or denied parties.
21. Publicity; Reference Use
We may use Customer’s name and logo in a customer list on our site and basic, non-confidential references, unless Customer opts out by email. Any case study requires Customer’s prior written approval.
22. Subprocessors and Assignment
We may use subprocessors (vendors) to deliver the Services and remain responsible for their performance. We may assign these Terms in connection with a merger, acquisition, or sale of assets. Customer may not assign these Terms without our written consent, except to a successor in interest that is not a competitor and assumes all obligations.
23. Changes to the Services or Terms
We may update the Services and these Terms from time to time. Material changes to fees or core terms will generally be effective on the next billing cycle after notice. Continued use after changes means acceptance. The then-current Terms will be posted on the Site.
24. Service Levels and Support
Unless otherwise agreed in a separate order, the Services are provided without service-level commitments. We offer commercially reasonable support during business hours, excluding holidays.
25. Miscellaneous
• Severability: If any provision is unenforceable, the remainder remains in effect.
• Force Majeure: We are not liable for delays or failures due to events beyond our reasonable control.
• No Waiver: Failure to enforce a provision is not a waiver.
• Entire Agreement; Order of Precedence: These Terms (and any order/statement of work and Privacy Policy) are the entire agreement and supersede prior discussions. If there is a conflict, an executed order/SOW controls, then these Terms, then documentation.
• Notices: We may provide notices by email to your account email or by posting to the Site; you will send legal notices to [email protected].
• Independent Contractors: The parties are independent contractors; no partnership, agency, or joint venture is created.
• No Third-Party Beneficiaries: There are no third-party beneficiaries to these Terms.
• Headings: Headings are for convenience only and do not affect interpretation.
• Survival: Sections 6–16, 18–20, and 22–25 survive termination.
26. Contact
Applied AI – Healthcare
4123 Highland Park Cir, Lutz, Florida, 33558, USA
Email: [email protected]
Website: appliedaihealth.org
Summary (Not a substitute for the Policy)
We provide operational AI (calls, scheduling, reminders, reviews, social) for healthcare businesses. Don’t send PHI unless a BAA is signed. You must comply with TCPA and call/SMS consent rules. We own the platform, workflows, and automations; you can use generated outputs during your contract. Subscriptions are monthly, auto-renew, and non-refundable; you can cancel anytime (effective end of period). We may suspend or change the Service. We disclaim warranties and limit liability to 12 months of fees. Disputes go to AAA arbitration in Florida with a class-action waiver.