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Terms of Service

Last updated: July 8, 2026

Please read these terms of service (“Terms of Service”) carefully before using the https://hipaalink.net or https://hipaavideo.net websites, the HIPAA LINK web application, and the HIPAA LINK mobile applications (collectively, the “Service”), operated by HIPAALINK.net, Inc. (sometimes herein as “us”, “we”, or “our”).

Your access to and use of the Service is conditioned upon your acceptance of and compliance with these Terms of Service. These Terms of Service apply to all visitors, users, and others who wish to access or use the Service, including Health Care Providers (“Providers”) and their invited clients or guests (“Clients”).

By accessing or using the Service you agree to be bound by these Terms of Service. IF YOU DO NOT AGREE TO THE TERMS OF SERVICE, YOU DO NOT HAVE OUR PERMISSION TO ACCESS THE SERVICE.

BY ACCESSING THE SERVICE, YOU AGREE THAT YOU HAVE READ, UNDERSTAND AND AGREE TO BE BOUND BY THE TERMS OF SERVICE. THE MOST CURRENT VERSION OF THE TERMS OF SERVICE, WHICH SUPERSEDES ALL PREVIOUS VERSIONS, CAN BE REVIEWED BY GOING TO https://hipaalink.net/terms-of-service/. WE RESERVE THE RIGHT TO CHANGE THE TERMS OF SERVICE AT ANY TIME WITH EFFECTIVE NOTICE TO YOU.

Nature of the Service; Not Medical Advice; No Emergency Use

The Service is a technology platform that enables Providers and their Clients to communicate by secure video, audio, messaging, and related features. We are not a health care provider, and we do not provide medical, mental health, or other professional advice, diagnosis, or treatment. No physician-patient, therapist-patient, or other care relationship is formed between you and us by your use of the Service.

All clinical decisions, diagnoses, treatment, and advice are the sole responsibility of the Provider. We do not control and are not responsible for the interactions between a Provider and a Client, the professional services rendered, or the content of any session.

THE SERVICE IS NOT FOR MEDICAL EMERGENCIES. If you are experiencing a medical emergency, call 911 (or your local emergency number) or go to the nearest emergency room immediately. Do not use the Service to request emergency care.

Provider Responsibilities; HIPAA and Business Associate Agreement

If you use the Service as a Provider, you represent and warrant that you hold, and will maintain, all licenses, registrations, and credentials required to provide your services, and that your use of the Service complies with all applicable laws, rules, and regulations, including those governing telehealth and the privacy and security of health information.

Where you are a “covered entity” or “business associate” under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), we act as your Business Associate with respect to Protected Health Information (“PHI”) processed through the Service, and our handling of PHI is governed by a Business Associate Agreement (“BAA”) between us. The BAA controls over these Terms of Service in the event of any conflict as to PHI. You are responsible for obtaining any consents or authorizations required from your Clients, including consent to record audio where you enable the AI Progress Notes feature.

No Warranties; Disclaimer

THE USE OF THE SERVICE IS AT YOUR SOLE RISK. THE SERVICE IS PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS. HIPAALINK.NET, INC. EXPRESSLY DISCLAIMS ALL WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. HIPAALINK.NET, INC. MAKES NO WARRANTY THAT (1) THE SERVICE WILL MEET YOUR REQUIREMENTS, (2) THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE, (3) THE RESULTS OF USING THE SERVICE WILL BE ACCURATE OR RELIABLE, (4) THE QUALITY OF THE SERVICE WILL MEET YOUR EXPECTATIONS, OR (5) THAT ANY ERRORS IN THE SOFTWARE UTILIZED BY THE SERVICE WILL BE CORRECTED.

Acceptable Use

You agree that you will not, and will not permit any third party to:

  • Use the Service in violation of any applicable law, regulation, or the rights of any person, including privacy, publicity, or intellectual property rights;
  • Use the Service for any purpose other than lawful communication between a Provider and their Clients (the Service is not a general social or dating platform);
  • Record, capture, or retain any session, audio, video, or communication without the informed consent of all participants and in compliance with applicable law;
  • Upload or transmit any material that is unlawful, harmful, infringing, or that contains malware;
  • Attempt to gain unauthorized access to the Service, other accounts, or our systems; probe, scan, or test the vulnerability of the Service; or interfere with or disrupt the Service;
  • Reverse engineer, decompile, or attempt to derive the source code of any part of the Service, except to the extent permitted by law;
  • Resell, sublicense, or use the Service to build a competing product.

We may investigate and take appropriate action, including suspension or termination, against anyone who, in our sole discretion, violates this section.

Communications

By creating an account on the Service, you agree that we may send you newsletters, marketing or promotional materials, and other information. You may opt out of receiving any or all of these communications by following the unsubscribe link or instructions in any email we send. We may still send you transactional or service-related messages necessary to operate your account.

Text Messaging (SMS)

If you provide a mobile phone number, you consent to receive text messages (SMS) from the Service, such as session invitations and Waiting Room notifications. Message and data rates may apply. Message frequency varies. You may opt out of non-essential messages at any time by replying STOP, or as otherwise instructed. You represent that you are the account holder for, or have authorization to use, any mobile number you provide, and that you have obtained any consent required before directing invitations to a Client's number.

Purchases

If you wish to purchase any product or service made available through the Service (“Purchase”), you may be asked to supply certain information relevant to your Purchase, including, without limitation, your name, billing address, and payment method information.

You represent and warrant that: (i) you have the legal right to use any payment method(s) used in connection with any Purchase; and (ii) the information you supply to us is true, correct, and complete.

The Service may employ third-party services to facilitate payment and complete Purchases. By submitting your information, you grant us the right to provide the information to these third parties subject to our Privacy Policy. We reserve the right to refuse or cancel your order at any time for reasons including but not limited to service availability, errors in description or price, or errors in your order. We reserve the right to refuse or cancel your order if fraud or an unauthorized or illegal transaction is suspected.

Plans and Service Limits

The Service is offered under different plans, which may include free, audio-only, trial, and paid plans. Features and limits vary by plan and may change over time. Some plans are subject to usage limits, such as session-duration caps, participant limits, or feature restrictions. We may modify plans, features, and limits at any time as described in “Changes.”

Subscriptions

Some parts of the Service are billed on a subscription basis (“Subscription(s)”). You will be billed in advance on a recurring and periodic basis (“Billing Cycle”). Billing Cycles are set on a monthly or annual basis, depending on the plan you select.

At the end of each Billing Cycle, your Subscription will automatically renew under the same conditions unless you cancel it or we cancel it. You may cancel your Subscription renewal through your online account management page or by contacting customer support.

A valid payment method is required to process payment for your Subscription. You shall provide us with accurate and complete billing information. By submitting such payment information, you authorize us to charge all Subscription fees incurred through your account to the payment method provided.

Should automatic billing fail for any reason, we will issue an electronic invoice indicating that you must proceed manually, within the deadline indicated, with the full payment corresponding to the billing period.

Free Trial

We may, at our sole discretion, offer a Subscription with a free trial for a limited time (“Free Trial”). You may be required to enter billing information to sign up for the Free Trial. If you do, you will not be charged until the Free Trial expires; on the last day of the Free Trial period, unless you cancel, you will be automatically charged the applicable fees for the plan you selected. At any time and without notice, we reserve the right to (i) modify the terms of the Free Trial or (ii) cancel the Free Trial offer.

Referral and Promotional Programs

We may offer referral programs, promotional codes, and other promotions (“Promotions”), which may be governed by additional rules. Promotional benefits (such as extended trials) are subject to eligibility requirements, may not be combined unless stated, have no cash value, and may be modified or discontinued at any time. We reserve the right to withhold or revoke benefits obtained through fraud, abuse, or violation of the applicable rules or these Terms of Service. If Promotion rules conflict with these Terms of Service, the Promotion rules apply to that Promotion.

Fee Changes

We may, in our sole discretion and at any time, modify the Subscription fees. Any fee change will become effective at the end of the then-current Billing Cycle. We will provide reasonable prior notice of any change in fees to give you an opportunity to terminate your Subscription before the change takes effect. Your continued use of the Service after the change takes effect constitutes your agreement to pay the modified amount.

Refunds

Except when required by law, paid Subscription fees are non-refundable.

Content

The Service allows Providers and Clients to share information, text, files, graphics, images, whiteboard drawings, and other material (“Content”) with each other in the course of a session. You are responsible for the Content you share, including its legality and appropriateness, and for having the right to share it.

You retain all rights to your Content. We do not claim ownership of your Content, and we do not use, sell, or disclose your Content or PHI except as necessary to provide the Service to you, as described in our Privacy Policy, and as permitted by the applicable BAA. We do not make your Content available to other users except the participants you communicate with in a session, and we do not use your Content for advertising. You grant us only the limited license necessary to host, transmit, and display your Content to the intended session participants and to operate, secure, and support the Service.

You are solely responsible for your interactions with other users. Opinions, advice, or statements made by users of the Service are those of the user and are not endorsed by us, and should not be relied upon as professional advice from us.

Data Storage and Session Information

We do not record or store the contents of video or audio sessions, including audio, video, chat, whiteboard, or clinical information shared during a session, except as expressly described in “AI Progress Notes and Optional Features” and in our Privacy Policy (for example, faxes sent or received through the Service). Chat messages exist only in local device memory during a session and are deleted when the session ends.

We may retain limited operational and technical metadata related to sessions, such as timestamps, duration, and connection diagnostics, used solely for service functionality, troubleshooting, and performance monitoring, and not including PHI. Such metadata is maintained in accordance with standard system operations and is not configurable on a per-customer basis.

AI Progress Notes and Optional Features

Certain features, including AI Progress Notes, are optional and are activated only when a user chooses to enable them. When AI Progress Notes is enabled for a session:

  • Consent to record. The Provider is responsible for obtaining consent to record audio from every participant in the session before enabling the feature.
  • Processing. Session audio is temporarily captured and processed — including by third-party transcription and artificial-intelligence providers that act as our subprocessors under a BAA — solely to produce a transcript and a generated note for the Provider. The feature does not produce a video recording of the session and does not provide the Provider with a playback of the session.
  • Accuracy. AI-generated transcripts and notes may contain errors and are provided as a drafting aid only. The Provider is responsible for reviewing, verifying, and correcting any note before relying on it, and the note is the Provider's record. AI Progress Notes are not a substitute for professional clinical judgment.
  • Retention. Recordings, transcripts, and generated notes are retained for up to 30 days and are then automatically deleted. The Provider may delete them at any time.
  • No model training. Your content is not used to train third-party AI models, and our subprocessors are contractually restricted from doing so.

Fax

If enabled for your account, the Service allows Providers to send and receive faxes, which may contain PHI, through a third-party fax-delivery provider acting as our subprocessor under a BAA. You are solely responsible for the content of faxes you send and for compliance with all applicable laws, including the Telephone Consumer Protection Act and other laws governing fax transmissions and consent. Fax plans are subject to page limits and any applicable overage terms. Received faxes are stored within your clinic account, isolated to that clinic, and are automatically deleted after approximately 90 days.

Mobile Applications

We offer mobile applications for the Service through the Apple App Store and Google Play (each, an “App Store”). Your use of a mobile application is also subject to the applicable App Store's terms. You acknowledge that these Terms of Service are between you and us only, and not with any App Store, and that the App Store is not responsible for the Service or its content. To the extent required by Apple, Apple and its subsidiaries are third-party beneficiaries of these Terms of Service and may enforce them against you, and you represent that you are not located in a country subject to a U.S. Government embargo and are not on any U.S. Government restricted-parties list. You agree to comply with all applicable third-party terms when using a mobile application.

Third-Party Services

The Service relies on and interoperates with third-party services (such as communications, hosting, payment, and messaging providers). Your use of the Service may be subject to those third parties' terms, and we are not responsible for the acts, omissions, or availability of third-party services. Any third-party service that processes PHI does so under a BAA.

Availability, Errors and Inaccuracies

We are constantly updating the Service and our offerings. We may experience delays in updating information, and information found on the Service may contain errors or inaccuracies and may not be complete or current. We reserve the right to change or update information and to correct errors, inaccuracies, or omissions at any time without prior notice.

Accounts

When you create an account, you must provide accurate and complete information. You are responsible for maintaining the security and confidentiality of your account and password, including restricting access to your devices and account, and you accept responsibility for all activities that occur under your account. You must notify us immediately upon becoming aware of any breach of security or unauthorized use of your account.

Copyright Policy; DMCA

We respect the intellectual property rights of others. By posting Content to the Service, you represent that you possess all legal rights to that Content. We will respond to notices of alleged copyright infringement that comply with applicable law. If you believe your work has been used in a way that constitutes copyright infringement, please contact us at contact@hipaalink.net with the information required under the Digital Millennium Copyright Act.

Intellectual Property

The Service and its original content (excluding Content provided by users), features, and functionality are and will remain the exclusive property of HIPAALINK.net, Inc. and its licensors. You may not distribute, modify, transmit, reuse, download, repost, copy, or use any content created by us, in whole or in part, for commercial purposes or personal gain, without our express advance written permission.

Termination

We may terminate or suspend your account and bar access to the Service immediately, without prior notice or liability, in our sole discretion, for any reason whatsoever, including a breach of these Terms of Service. Upon termination, your right to use the Service will immediately cease. Provisions that by their nature should survive termination shall survive, including ownership, warranty disclaimers, indemnity, and limitations of liability. Handling of PHI upon termination is governed by the applicable BAA.

Indemnification

YOU AGREE TO INDEMNIFY AND HOLD HIPAALINK.NET, INC., ITS SUBSIDIARIES, AFFILIATES, LICENSORS, SERVICE PROVIDERS, EMPLOYEES, AGENTS, OFFICERS, DIRECTORS, AND CONTRACTORS HARMLESS FROM ANY CLAIM OR DEMAND, INCLUDING REASONABLE ATTORNEYS' FEES, ARISING OUT OF YOUR USE OF THE SERVICE, YOUR CONTENT, YOUR VIOLATION OF THESE TERMS OF SERVICE, OR YOUR VIOLATION OF ANY LAW OR THE RIGHTS OF A THIRD PARTY.

Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, HIPAALINK.NET, INC. SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING WITHOUT LIMITATION LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE. OUR TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATED TO THE SERVICE SHALL NOT EXCEED THE AMOUNTS YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

Governing Law

These Terms of Service shall be governed and construed in accordance with the laws of the State of Arizona, United States, without regard to its conflict-of-law provisions. ANY CLAIM OR CAUSE OF ACTION ARISING OUT OF OR RELATED TO USE OF THE SERVICE MUST BE FILED WITHIN ONE (1) YEAR AFTER SUCH CLAIM OR CAUSE OF ACTION AROSE OR BE FOREVER BARRED.

Changes

We reserve the right, at our sole discretion, to modify or replace these Terms of Service at any time. If a revision is material, we will provide at least 30 days' notice before the new terms take effect. What constitutes a material change will be determined at our sole discretion. Your continued use of the Service after revisions become effective constitutes your agreement to be bound by the revised terms.

Contact Us

If you have any questions about these Terms of Service, please contact us at contact@hipaalink.net.