Terms & Conditions

These Terms & Conditions ("Terms") govern your access to and use of ClearChart (the "Service"). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. The Service

ClearChart lets health practitioners turn rough session notes or a voice recording into a structured SOAP note, a client-friendly follow-up message, home exercise suggestions, and — on request — a referral letter, along with tools to track clients, sessions, and pain scores over time.

2. Not medical advice or a substitute for clinical judgment

ClearChart does not practice medicine and does not provide medical or clinical advice.SOAP notes, follow-up messages, home exercises, clinical alerts, and referral letters are generated by an AI system to help you document sessions faster — they are not a substitute for your own clinical judgment. You are solely responsible for reviewing, correcting, and approving any AI-generated content before it becomes part of a client's record or is sent to a client.

3. Accuracy of AI output

AI-generated notes, clinical alerts, and referral letters can be incomplete or incorrect, and may omit clinically relevant information or misinterpret your notes. We do not guarantee that generated content is accurate, complete, or exhaustive, and we are not liable for clinical decisions or communications made in reliance on it.

4. Accounts

You must provide accurate information when creating an account and are responsible for maintaining the confidentiality of your login credentials and for all activity under your account. Notify us immediately of any unauthorized use.

5. Access approval and account status

ClearChart is currently onboarded by hand. Creating an account does not by itself grant access to the Service — you may need to request access, and an admin will review and approve or reject that request. An approved account may also be deactivated at any time at our discretion, which suspends your access to the Service without deleting your account or data. You will not be able to use the Service while your account is pending, rejected, or deactivated.

6. Your content and your clients' data

You retain ownership of the client records, session notes, and recordings you enter or upload ("Your Content"). By submitting Your Content, you grant us a limited license to process, store, and analyze it solely to provide the Service to you. You represent that you have the right to submit Your Content, including any information about your clients, and that you have obtained any consent required from your clients before recording or storing their information in the Service.

7. Communications sent on your behalf

The Service can send follow-up messages to your clients by email at your direction. You are responsible for reviewing the content of any message before it is sent and for ensuring you are authorized to contact the recipient.

8. Acceptable use

You agree not to:

• Use the Service for any unlawful purpose or to violate any third party's rights.
• Submit content you do not have the right to enter or share.
• Attempt to reverse-engineer, disrupt, or gain unauthorized access to the Service or its underlying systems.
• Use automated means to scrape or bulk-extract data from the Service beyond normal use.

9. Fees

Access to the Service is currently provided free of charge or by manual arrangement. If we introduce paid plans in the future, we will provide notice of applicable pricing and billing terms before they apply to you.

10. Termination

You may stop using the Service and close your account at any time. We may suspend or terminate your access if you violate these Terms or misuse the Service. Upon termination, your right to use the Service ends, though certain provisions of these Terms (including Sections 2, 3, 11, and 12) survive.

11. Disclaimer of warranties

The Service is provided "as is" and "as available," without warranties of any kind, express or implied, including fitness for a particular purpose, merchantability, or non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that generated notes, alerts, or letters will be accurate or complete.

12. Limitation of liability

To the maximum extent permitted by law, ClearChart and its operators will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenue, arising from your use of the Service or reliance on any AI-generated note, alert, or letter — including clinical or administrative decisions made based on that output.

13. Changes to these Terms

We may update these Terms from time to time. If we make material changes, we will update the "Last updated" date above and, where appropriate, notify you directly. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

14. Contact us

If you have questions about these Terms, contact us at support.clearchartai@proxels.com.