Please read these Terms carefully. By creating an account or using PsychAssistAI, you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree, do not use the platform.
These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "Clinician," "Practice," or "you") and PsychAssistAI, LLC ("PsychAssistAI," "we," "us," or "our") governing your use of the PsychAssistAI platform and all related services ("Services").
By accessing or using our Services, creating an account, or clicking "I Agree" during onboarding, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy, incorporated herein by reference.
These Terms apply to all users including individual clinicians, group practices, and institutional accounts.
To use PsychAssistAI you must:
You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately at (571) 214-6228 if you suspect unauthorized access to your account.
PsychAssistAI provides the following core services:
We reserve the right to modify, suspend, or discontinue any feature of the Services with reasonable notice. We will not make changes that materially diminish the core clinical documentation functionality without providing at least 30 days' notice.
PsychAssistAI operates as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). Use of our clinical features requires execution of our Business Associate Agreement prior to processing any Protected Health Information through the platform.
No clinical features will be accessible until your BAA is signed. The BAA is presented during onboarding and must be completed before your first session note is generated.
As the covered entity, you are responsible for:
Use of PsychAssistAI requires a Zoom Business plan or higher. The following Zoom settings are mandatory for HIPAA compliance:
Local Zoom recording creates HIPAA liability. If session recordings are saved to a local device, that constitutes PHI on an uncontrolled device. PsychAssistAI is not responsible for HIPAA violations resulting from improper Zoom configuration. You are responsible for ensuring your Zoom account meets all requirements before connecting it to our platform.
AI-generated notes are drafts only. PsychAssistAI does not diagnose, treat, or provide clinical recommendations. Every AI-generated note must be reviewed, edited as appropriate, and approved by a licensed clinician before use. The clinician is legally and professionally responsible for every note in their patient's record — regardless of how that note was generated.
By using PsychAssistAI you acknowledge and agree that:
Free Trial: We offer a 30-day free trial with no credit card required. During the trial you have full access to all features of your selected plan. At the end of the trial you must enter payment information to continue using the platform.
Subscription Plans:
Billing: Subscriptions are billed monthly or annually as selected. Annual subscriptions are billed upfront and are non-refundable except as described below. Monthly subscriptions renew automatically unless cancelled.
Cancellation: You may cancel your subscription at any time. Cancellation takes effect at the end of your current billing period. You will retain access to the platform through the end of your paid period. We do not provide partial-month refunds for monthly subscriptions.
Price Changes: We will provide at least 30 days' written notice before changing subscription prices. Continued use after a price change takes effect constitutes acceptance of the new pricing.
You agree not to use PsychAssistAI to:
Violation of these acceptable use requirements may result in immediate account suspension or termination without refund.
PsychAssistAI's IP: The PsychAssistAI platform, including its software, design, algorithms, and all non-PHI content, is owned by PsychAssistAI, LLC and is protected by copyright, trademark, and other intellectual property laws. These Terms do not grant you any rights to our intellectual property other than the limited license to use the Services as described herein.
Your Content: You retain all ownership rights to your clinical notes, patient records, and other content you create or import into the platform. By using our Services, you grant us a limited license to process your content solely for the purpose of providing the Services to you.
AI-Generated Notes: Clinical notes generated by AI on your behalf, after your review and approval, become part of your clinical records. We do not claim ownership of approved clinical notes.
Feedback: If you provide feedback, suggestions, or ideas about our Services, you grant us a perpetual, royalty-free license to use that feedback to improve our platform. We will never use PHI as feedback data.
Each party agrees to maintain the confidentiality of the other party's confidential information and to use such information only for the purposes of performing obligations under these Terms.
PsychAssistAI treats all PHI and patient data as strictly confidential, subject to the terms of the BAA. Our staff with access to PHI are trained on HIPAA requirements and subject to confidentiality obligations.
You agree to maintain the confidentiality of any non-public information about our platform, pricing, or technical architecture that is disclosed to you in the course of our relationship.
THE PSYCHASSISTAI PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. WE DISCLAIM ALL WARRANTIES INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT AI-GENERATED CONTENT WILL BE ACCURATE OR COMPLETE. YOUR USE OF THE PLATFORM IS AT YOUR OWN RISK.
Specifically, we do not warrant that AI-generated clinical notes are clinically accurate, complete, or appropriate for any particular patient. All AI-generated content must be reviewed and approved by a licensed clinician before use in patient care.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, PSYCHASSISTAI, LLC SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING FROM YOUR USE OF THE PLATFORM, INCLUDING BUT NOT LIMITED TO LOST PROFITS, DATA LOSS, HARM TO PATIENTS, REGULATORY FINES, OR PROFESSIONAL DISCIPLINARY ACTION. OUR TOTAL LIABILITY FOR ANY CLAIM ARISING FROM THESE TERMS OR YOUR USE OF THE SERVICES SHALL NOT EXCEED THE AMOUNT YOU PAID TO US IN THE TWELVE MONTHS PRECEDING THE CLAIM.
These limitations apply regardless of the form of the claim, whether based in contract, tort, negligence, strict liability, or otherwise, and even if we have been advised of the possibility of such damages. Some jurisdictions do not allow the limitation of certain damages, so some of the above may not apply to you.
You agree to indemnify, defend, and hold harmless PsychAssistAI, LLC and its officers, directors, employees, and agents from and against any claims, liabilities, damages, judgments, awards, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to:
These Terms begin on the date you create an account and continue until terminated by either party.
Termination by you: You may terminate your account at any time by cancelling your subscription and requesting account deletion.
Termination by us: We may suspend or terminate your account immediately if you violate these Terms, fail to pay amounts owed, or engage in conduct that we reasonably believe poses a risk to the platform, other users, or patient safety. We will provide notice where feasible.
Effect of termination: Upon termination you must cease using the platform. We will provide you with a data export upon request within 30 days of termination. After the applicable retention period, we will delete or de-identify your data in accordance with our BAA and Privacy Policy.
Sections covering Intellectual Property, Confidentiality, Disclaimers, Limitation of Liability, Indemnification, and Governing Law survive termination.
These Terms are governed by the laws of the Commonwealth of Virginia, without regard to conflict of law principles. You consent to the exclusive jurisdiction of the courts located in Prince William County, Virginia for any dispute arising from these Terms.
Informal resolution: Before filing any formal legal claim, you agree to contact us at (571) 214-6228 or support@psychassistai.com and attempt to resolve the dispute informally for at least 30 days.
Class action waiver: You agree that any disputes will be resolved on an individual basis and not as part of a class or collective action. You waive the right to participate in any class action lawsuit or class-wide arbitration against PsychAssistAI.
We may update these Terms from time to time. When we make material changes, we will notify you by email at the address associated with your account at least 30 days before the changes take effect.
Your continued use of PsychAssistAI after the effective date of any updated Terms constitutes your acceptance of the changes. If you do not agree to the updated Terms, you must stop using the platform before the effective date and contact us to terminate your account.
For questions about these Terms, account issues, or legal notices:
PsychAssistAI, LLC
Legal & Compliance
📞 (571) 214-6228
📧 support@psychassistai.com
🌐 psychassistai.com
For urgent security or HIPAA breach matters, please call our direct line immediately.