Terms of service

HIPAA Chat is a business service operated by HIPAA CHAT SERVICE LLC. Your organization subscribes to HIPAA Chat under an agreement with us, and your access exists because your organization authorized it. Where your organization's agreement with us (including any Business Associate Agreement) says something different from these terms, that agreement wins. Your organization can manage or end your access at any time.

The person who creates a workspace or accepts the Business Associate Agreement represents that they are authorized to bind their organization. People added to a workspace are workforce members of that organization and are covered by the organization's Business Associate Agreement — they do not sign individually.

For customers that are covered entities under HIPAA, our Business Associate Agreement (version 2026-08-27) is incorporated into and forms part of these terms. Agreeing to these terms on behalf of your organization constitutes acceptance of the Business Associate Agreement by your organization.

The person who creates a workspace or accepts these terms for an organization represents that they have authority to bind that organization. Everyone they add to the workspace is a workforce member of that organization, covered by the organization's agreement — individual users do not sign separately.

We grant you a limited, non-exclusive, non-transferable right to use HIPAA Chat for your organization's internal business purposes while your organization's subscription is active. Your account is yours alone: keep your credentials private, don't share your login, and tell your administrator promptly if you believe your account has been compromised.

Paid plans are billed through our payment processor. Subscription fees are charged in advance for each billing period, and any prepaid usage credits are purchased up front and drawn down as you use the service. Except where the law requires otherwise, fees and prepaid credits are non-refundable, including for partial periods and unused credits.

Prices are exclusive of taxes. You are responsible for any sales, use, or similar taxes on your purchases, which we may calculate, collect, and remit where required.

If you believe a charge is wrong, contact us first through our support form and we will work with you to resolve it promptly. You agree not to initiate a chargeback, payment dispute, or reversal with your card issuer or bank for any charge under these terms. Filing a chargeback instead of contacting us is a breach of these terms: we may suspend or terminate access and recover the disputed amount along with any related fees and costs.

Customer Data. Content your organization submits to the service — messages, uploaded documents, recordings, and workspace records, including any protected health information — belongs to your organization. We process it to provide the service, under these terms and, where applicable, the Business Associate Agreement.

De-identified and aggregated data. We may de-identify Customer Data in accordance with the HIPAA de-identification standard (45 CFR § 164.514(b), whether by Safe Harbor or Expert Determination), and we may aggregate data so that it does not identify your organization or any individual. Information that has been de-identified or aggregated in this way is not Customer Data and is not protected health information.

We may use, retain, and commercialize de-identified and aggregated data for any lawful purpose — including operating, maintaining, and improving the service, analytics, benchmarking, research, and evaluation — without restriction and without further obligation to your organization.

When using HIPAA Chat, you agree not to:

• use the service for any unlawful purpose or in violation of your organization's policies;
• attempt to access another user's or another organization's data;
• probe, scan, or test the security of the service, or circumvent its access controls;
• copy, resell, or make the service available to anyone outside your organization;
• use automated means to extract data from the service beyond its intended features.

HIPAA Chat's answers and documents are generated by AI. They can be incomplete, out of date, or wrong — including in ways that look convincing. Verify AI output before you rely on it or act on it. HIPAA Chat does not provide medical, legal, or other professional advice; its output is not a substitute for the judgment of qualified professionals, and decisions about resident care must always be made by clinical staff.

We work to keep HIPAA Chat available and fast, but the service is provided “as is” and “as available.” Maintenance, upgrades, and events beyond our control can interrupt it. We do not promise the service will be uninterrupted or error-free.

To the fullest extent the law allows, HIPAA Chat is not liable for indirect, incidental, or consequential damages arising from use of the service — for example, lost profits or lost data — and our total liability for any claim is limited to the amounts your organization paid for the service in the twelve months before the claim arose. Some jurisdictions do not allow certain limitations, so parts of this section may not apply to you.

These terms are governed by the laws of the United States and the state named in your organization's agreement with us, without regard to conflict-of-law rules.

We may update these terms as the service evolves; the effective date above always reflects the current version, and material changes will be communicated to your organization. Continued use after a change means you accept the updated terms. Questions go through our support form. See also our privacy policy.