AccuRecord AI Terms of Service

Effective Date: March 7, 2025 | Last Updated: March 7, 2025 | Governing Law: California

PLEASE READ THESE TERMS OF SERVICE CAREFULLY. THESE TERMS CONSTITUTE A LEGALLY BINDING AGREEMENT BETWEEN YOU AND ACCURECORD AI, LLC (“ACCURECORD AI,” “WE,” “US,” OR “OUR”). BY CREATING AN ACCOUNT, CLICKING “I AGREE,” OR ACCESSING OR USING ANY ACCURECORD AI SERVICE OR WEBSITE, YOU AGREE TO BE BOUND BY THESE TERMS. IF YOU ARE USING THE SERVICES ON BEHALF OF AN ORGANIZATION, YOU REPRESENT THAT YOU HAVE AUTHORITY TO BIND THAT ORGANIZATION AND “YOU” INCLUDES BOTH YOU AND THAT ORGANIZATION. IF YOU DO NOT AGREE, DO NOT USE THE SERVICES.

1. Introduction and Scope

1.1 These Terms of Service (“Terms”) govern your access to and use of all websites, applications, APIs, and services operated by AccuRecord AI, LLC (collectively, the “Services”), including ICD-10 Coding Pro (available at icd10codingpro.com) and the Accurecord AI corporate platform (available at accurecord.io).

1.2 Two Service Lines. AccuRecord AI offers two distinct service lines governed by these Terms:

Self-Serve Coder Tools — Individual and small-team subscription products designed to assist medical coders and HCC specialists with ICD-10 code lookup, HCC risk adjustment reference, and AI coding guidance. This service line includes the ICD-10 Coding Pro web application, which is operated without Protected Health Information (“PHI”) support and must not be used with PHI, and the ICD-10 Coding API, whose Pro and Enterprise tiers are BAA-eligible and may process PHI once you have executed a Business Associate Agreement (“BAA”) with AccuRecord AI (the API Free tier is reference-only and does not support PHI).
Corporate Platform — Multi-seat, organization-level subscription products designed for coding teams and healthcare organizations, available on Corporate subscription plans. Corporate clients may upload organization-specific coding guidelines and, if they have executed a BAA with AccuRecord AI, may process PHI through the Services.

1.3 In the event of a conflict between these Terms and a separately executed agreement (including a BAA, Corporate Client Agreement, or Order Form), the following order of precedence applies: (1) an executed BAA (for PHI-related matters); (2) a signed Corporate Client Agreement or Order Form; (3) these Terms; (4) AccuRecord AI’s Privacy Policy and other policies.

2. Eligibility and Accounts

2.1 Eligibility. You must be at least 18 years of age (or the age of majority in your jurisdiction, whichever is greater) to use the Services. By registering an account, you represent and warrant that you meet this requirement and that you are legally capable of entering into binding contracts.

2.2 Account Registration. To access certain features of the Services, you must create an account by providing accurate, current, and complete information. You agree to keep your account information updated. AccuRecord AI reserves the right to reject any registration or terminate any account at its discretion.

2.3 Account Security. You are solely responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You agree to notify AccuRecord AI immediately at [email protected] upon discovering any unauthorized access to or use of your account. AccuRecord AI is not liable for any loss or damage arising from your failure to maintain account security.

2.4 Organizational Accounts. If you register on behalf of an organization, you represent that you have authority to bind that organization to these Terms. AccuRecord AI may require verification of such authority before granting organizational account access.

3. Subscriptions, Fees, and Payment

3.1 Subscription Plans and Free Trial. AccuRecord AI offers subscription plans with the features and pricing described on icd10codingpro.com and accurecord.io. A thirty (30)-day free trial is available for new individual accounts. During the free trial, you have full access to the features of the applicable subscription plan. No credit card is required to begin a free trial. At the end of the free trial period, your account will revert to a limited free tier unless you elect to subscribe to a paid plan.

3.2 Payment. Subscription fees are billed in advance on a monthly or annual basis, as selected at checkout. AccuRecord AI uses Stripe to process all payments. By providing a payment method, you authorize AccuRecord AI (via Stripe) to charge the applicable subscription fees on a recurring basis until you cancel. AccuRecord AI stores only your Stripe customer ID and subscription status; full payment card data is handled exclusively by Stripe and is not stored by AccuRecord AI. If a charge is declined or your payment method is invalid, AccuRecord AI may suspend your access to the Services until payment is resolved.

3.3 Pricing Changes. AccuRecord AI reserves the right to change subscription pricing upon thirty (30) days’ advance written notice to you by email or through the Services. If you do not agree to a pricing change, you may cancel your subscription before the new pricing takes effect. Continued use of the Services after the effective date of a pricing change constitutes your acceptance of the new pricing.

3.4 Refund Policy. All fees paid are non-refundable except where required by applicable law. No pro-rated refunds are issued for cancellations mid-billing-period. AccuRecord AI may, in its sole discretion, consider refund requests in cases of accidental duplicate charges or verified, material service failures, but such refunds are not guaranteed. This no-refund policy applies to all purchases unless explicitly stated otherwise in a signed Order Form or Corporate Client Agreement.

3.5 Taxes. You are responsible for all applicable taxes, levies, or duties imposed by taxing authorities in connection with your use of the Services. AccuRecord AI will collect applicable taxes where required by law.

4. Permitted Use and Acceptable Use Policy

4.1 License Grant. Subject to your compliance with these Terms and payment of applicable fees, AccuRecord AI grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Services solely for your internal business or personal purposes. All rights not expressly granted to you are reserved by AccuRecord AI.

4.2 Prohibited Conduct. You agree not to use the Services in any of the following ways:

In violation of any applicable law, regulation, or healthcare industry requirement, including HIPAA, the HITECH Act, CMS billing and coding rules, or FTC regulations.
To upload, transmit, or process any PHI unless (a) you are using a plan AccuRecord AI designates as BAA-eligible (the ICD-10 Coding API Pro or Enterprise tiers, or the Corporate Platform) and (b) you have an executed BAA in effect with AccuRecord AI, and then only to the extent permitted by that BAA.
To attempt to gain unauthorized access to any part of the Services, other user accounts, or AccuRecord AI’s infrastructure, including through hacking, password mining, or any other unauthorized means.
To probe, scan, or test the vulnerability of the Services or any connected systems without express written authorization from AccuRecord AI.
To transmit malware, viruses, ransomware, or any other malicious or destructive code.
To reverse engineer, decompile, disassemble, or attempt to extract source code, algorithms, or AI model weights from the Services, except to the extent expressly permitted by applicable law.
To use the Services to develop, train, benchmark, or improve any competing machine learning or AI model, or to feed AI-generated outputs from the Services into any competing product.
To use the Services for autonomous clinical decision-making, direct patient care, life-support, or any emergency medical purpose. The Services are medical coding reference tools, not clinical decision support systems.
To scrape, data mine, or otherwise extract data from the Services in bulk without express written consent.
To impersonate any person or entity, or misrepresent your affiliation with any person or entity.
To engage in any activity that disrupts, degrades, or impairs the performance, availability, or security of the Services.

4.3 PHI and Executed BAAs. The ICD-10 Coding Pro web application and all Free or reference-only tiers do not support PHI; you must not input, upload, or transmit any PHI through them under any circumstances. The ICD-10 Coding API Pro and Enterprise tiers are BAA-eligible: you may process PHI through them only after you have executed a BAA with AccuRecord AI and while that BAA remains in effect, and only to the extent it permits. If you submit PHI to any plan or tier without an executed BAA in effect, AccuRecord AI disclaims all HIPAA compliance obligations with respect to that data, may delete it without prior notice, and is not liable for any regulatory consequences arising from your unauthorized submission of PHI.

4.4 AI Outputs and User Responsibility. AccuRecord AI’s AI-powered features, including the AI Coding Guide, are designed to assist medical coders and HCC specialists and are not a substitute for professional coding judgment. You acknowledge that:

AI-generated coding suggestions, HCC mappings, and coding guidance may be incorrect, incomplete, or outdated.
You are solely responsible for reviewing, verifying, and validating all AI-generated outputs against current ICD-10-CM coding guidelines, official CMS publications, and the patient’s medical record before using any output in billing, claims submission, or patient care.
AccuRecord AI does not guarantee that use of the Services will ensure compliance with any billing, coding, or healthcare regulation. You remain solely responsible for your own compliance.
No AI output from AccuRecord AI constitutes professional medical, legal, or billing advice.

5. Customer Data and Intellectual Property

5.1 Customer Data Ownership. You retain all ownership rights in and to the data, content, and information you submit to the Services (“Customer Data”). By submitting Customer Data, you grant AccuRecord AI a non-exclusive, worldwide, royalty-free license to host, process, transmit, and display your Customer Data solely as necessary to provide the Services to you. AccuRecord AI will not use your Customer Data for any purpose beyond providing and maintaining the Services, as further described in AccuRecord AI’s Privacy Policy.

5.2 AI Data Usage. AI chat messages submitted through the AI Coding Guide are transmitted to HIPAA-eligible AI infrastructure (Microsoft Azure AI Foundry and/or OpenAI API accessed through HIPAA-eligible tiers) to generate a response. These messages are not collected, stored, or retained by AccuRecord AI beyond the duration of the active session required to generate a response. Your AI chat messages are not used to train, fine-tune, or improve any AI model operated by AccuRecord AI or any third-party AI provider.

5.3 De-Identified and Aggregate Data. AccuRecord AI may de-identify and aggregate usage data derived from your use of the Services in accordance with applicable law. Such de-identified, aggregated data does not constitute Customer Data and may be used by AccuRecord AI for product improvement, analytics, and other legitimate business purposes. AccuRecord AI will not attempt to re-identify any de-identified data.

5.4 AccuRecord AI Intellectual Property. All rights, title, and interest in and to the Services, including all software, AI models, algorithms, databases, interfaces, documentation, trademarks, and content created by AccuRecord AI, are and remain the exclusive property of AccuRecord AI and its licensors. Nothing in these Terms transfers any ownership interest in AccuRecord AI’s intellectual property to you. The license granted in Section 4.1 is the full extent of your rights in the Services.

5.5 Feedback. If you provide AccuRecord AI with any feedback, suggestions, or ideas regarding the Services (“Feedback”), you grant AccuRecord AI a perpetual, irrevocable, royalty-free, worldwide license to use, incorporate, and commercialize such Feedback without any obligation to you.

6. Privacy and Data Security

6.1 Privacy Policy. AccuRecord AI’s collection, use, and handling of personal information is governed by AccuRecord AI’s Privacy Policy, available at accurecord.io/privacy, which is incorporated into these Terms by reference. By using the Services, you agree to the practices described in the Privacy Policy.

6.2 Security Measures. AccuRecord AI implements commercially reasonable administrative, physical, and technical safeguards designed to protect the confidentiality, integrity, and availability of data processed through the Services. These measures include TLS 1.2+ encryption in transit, AES-256 encryption at rest, OAuth 2.0 and JWT-based access controls, application-level audit logging with PII redaction, and HIPAA-eligible cloud infrastructure through Microsoft Azure. However, no system is completely secure, and AccuRecord AI cannot guarantee absolute security.

6.3 HIPAA and BAA. AccuRecord AI is capable of serving as a HIPAA Business Associate. Any customer who needs to process PHI through the Services — on the ICD-10 Coding API Pro or Enterprise tiers or the Corporate Platform — must execute a Business Associate Agreement with AccuRecord AI before submitting any PHI. No user may process PHI through the Services without an executed BAA in effect, and the ICD-10 Coding Pro web application and Free tiers do not support PHI.

6.4 Data Collected. AccuRecord AI collects the following categories of information in connection with your account: name, email address, phone number (for anti-abuse verification only, not marketing), and payment information (handled exclusively by Stripe; AccuRecord AI stores only Stripe customer ID and subscription status). A GDPR data export of your personal data is available at accurecord.io/profile/export. To request deletion of your account and associated data, contact [email protected].

7. HIPAA Compliance Disclosure

7.1 AccuRecord AI’s AI infrastructure operates on HIPAA-eligible tiers of Microsoft Azure AI Foundry and the OpenAI API. AccuRecord AI has executed Business Associate Agreements with Microsoft Azure and OpenAI as required sub-processors, including zero-data-retention terms so that PHI processed through these services is not retained by, or used to train the models of, the sub-processors.

7.2 For users without an executed BAA: AccuRecord AI’s AI Coding Guide and the ICD-10 Coding Pro web application are designed to be used with de-identified or hypothetical coding scenarios only. No PHI may be submitted through any account that does not have an executed BAA in effect. The HIPAA-compliant infrastructure disclosure above is provided for transparency; it does not by itself constitute a BAA or waive the PHI prohibition for accounts without one.

7.3 For Corporate clients with an executed BAA: AccuRecord AI’s obligations with respect to PHI are governed exclusively by the applicable BAA and Corporate Client Agreement, which supersede this Section 7 with respect to PHI handling.

8. Third-Party Services

8.1 The Services integrate with or rely on certain third-party services, including Stripe (payment processing), Microsoft Azure (cloud infrastructure and AI), OpenAI API (AI inference), Twilio (SMS verification), and Google/Microsoft OAuth (authentication). Your use of these third-party services may be subject to their own terms and privacy policies, which are independent of these Terms.

8.2 AccuRecord AI is not responsible for the availability, accuracy, security, or conduct of any third-party service. AccuRecord AI’s liability cap in Section 10 applies equally to any claims arising from third-party service failures.

8.3 The Services may contain links to third-party websites. AccuRecord AI does not endorse and is not responsible for the content, privacy practices, or accuracy of any third-party website.

9. Disclaimers of Warranty

THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ACCURECORD AI AND ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND LICENSORS DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

ACCURECORD AI DOES NOT WARRANT THAT: (A) THE SERVICES WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE; (B) ANY DEFECTS OR ERRORS IN THE SERVICES WILL BE CORRECTED; (C) THE SERVICES OR ANY SERVER MAKING THEM AVAILABLE ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS; OR (D) THE ACCURACY, COMPLETENESS, CURRENCY, OR RELIABILITY OF ANY CONTENT OR AI-GENERATED OUTPUT PROVIDED THROUGH THE SERVICES.

YOU ACKNOWLEDGE THAT YOUR USE OF THE SERVICES, INCLUDING RELIANCE ON ANY AI-GENERATED CODING SUGGESTIONS, IS AT YOUR SOLE RISK. NO ORAL OR WRITTEN INFORMATION OR ADVICE PROVIDED BY ACCURECORD AI OR THROUGH THE SERVICES CREATES ANY WARRANTY NOT EXPRESSLY STATED IN THESE TERMS. SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF CERTAIN WARRANTIES; IN SUCH JURISDICTIONS THE ABOVE EXCLUSIONS APPLY TO THE FULLEST EXTENT PERMITTED BY LAW.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL ACCURECORD AI OR ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES, INCLUDING BUT NOT LIMITED TO DAMAGES FOR LOST PROFITS, LOST REVENUE, LOST DATA, LOSS OF GOODWILL, BUSINESS INTERRUPTION, COST OF SUBSTITUTE SERVICES, OR ANY OTHER INTANGIBLE LOSSES, EVEN IF ACCURECORD AI HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ACCURECORD AI’S TOTAL CUMULATIVE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICES, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER THEORY, SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL FEES PAID BY YOU TO ACCURECORD AI IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM; OR (B) ONE HUNDRED DOLLARS (USD $100.00).

SPECIFIC EXCLUSIONS. ACCURECORD AI IS NOT LIABLE FOR: (A) ERRORS IN AI-GENERATED CODING SUGGESTIONS OR HCC MAPPINGS; (B) OUTAGES OR FAILURES OF THIRD-PARTY SERVICES INCLUDING STRIPE, MICROSOFT AZURE, OPENAI, OR TWILIO; (C) ANY REGULATORY PENALTIES, CLAIM DENIALS, OR COMPLIANCE FAILURES RESULTING FROM YOUR RELIANCE ON AI OUTPUTS; OR (D) ANY UNAUTHORIZED SUBMISSION OF PHI BY YOU WITHOUT AN EXECUTED BAA.

THESE LIMITATIONS APPLY REGARDLESS OF THE FORM OF ACTION, THE BASIS OF LIABILITY, AND EVEN IF ACCURECORD AI HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME JURISDICTIONS DO NOT PERMIT EXCLUSION OR LIMITATION OF LIABILITY FOR CERTAIN TYPES OF DAMAGES; IN SUCH JURISDICTIONS THE LIMITATIONS ABOVE APPLY TO THE FULLEST EXTENT PERMITTED BY LAW.

11. Indemnification

You agree to indemnify, defend, and hold harmless AccuRecord AI, its affiliates, officers, directors, employees, agents, successors, and licensors from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to:

Your use of or access to the Services, including any AI-generated outputs you act upon.
Your violation of any provision of these Terms or any applicable law or regulation.
Your violation of any third-party rights, including intellectual property rights, privacy rights, or HIPAA rights.
Any Customer Data or other content you submit to the Services.
Your submission of PHI through a self-serve account without an executed BAA.
Any misrepresentation you make in connection with your use of the Services.

AccuRecord AI reserves the right, at your expense, to assume exclusive defense and control of any matter subject to indemnification by you. You agree to cooperate fully with AccuRecord AI’s defense of any such claims and not to settle any such claim without AccuRecord AI’s prior written consent.

12. Term and Termination

12.1 Term. These Terms are effective upon your first use of the Services or acceptance of these Terms and remain in effect until terminated.

12.2 Termination by You. You may terminate these Terms at any time by canceling your account and ceasing all use of the Services. Cancellation does not entitle you to a refund of any prepaid fees, except as expressly required by applicable law.

12.3 Termination by AccuRecord AI. AccuRecord AI may suspend or terminate your access to the Services at any time, with or without notice, for any reason, including but not limited to: (a) your breach of any provision of these Terms; (b) your submission of PHI without an executed BAA; (c) suspected or confirmed fraud or abuse; or (d) AccuRecord AI’s decision to discontinue the Services. AccuRecord AI will endeavor to provide reasonable advance notice of discontinuation where practicable.

12.4 Effect of Termination. Upon termination: (a) your license to use the Services immediately ends; (b) you must cease all use of the Services and delete any materials obtained from the Services; (c) AccuRecord AI may delete your account and associated data after a thirty (30)-day retention period, except as required by law or an applicable BAA; and (d) all provisions of these Terms that by their nature should survive termination shall survive, including Sections 5.4, 9, 10, 11, 13, and 14.

13. Dispute Resolution

13.1 Governing Law. These Terms are governed by the laws of the State of California, without regard to conflict of law principles.

13.2 Informal Resolution. Before initiating any formal proceeding, you agree to contact AccuRecord AI at [email protected] and attempt to resolve the dispute informally for at least thirty (30) days. AccuRecord AI will make a good-faith effort to resolve your concern within that period.

13.3 Binding Arbitration. If informal resolution fails, all disputes, claims, or controversies arising out of or relating to these Terms or the Services shall be finally resolved by binding individual arbitration administered by JAMS under its Streamlined Arbitration Rules and Procedures, conducted in California. The arbitrator’s decision shall be final and binding, and judgment may be entered in any court of competent jurisdiction.

13.4 CLASS ACTION WAIVER. YOU AND ACCURECORD AI AGREE THAT ANY DISPUTE MUST BE BROUGHT IN YOUR INDIVIDUAL CAPACITY AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, COLLECTIVE, CONSOLIDATED, OR REPRESENTATIVE ACTION OR ARBITRATION. THE ARBITRATOR MAY NOT CONSOLIDATE MORE THAN ONE PERSON’S CLAIMS AND MAY NOT PRESIDE OVER ANY CLASS PROCEEDING. YOU EXPRESSLY WAIVE ANY RIGHT TO PARTICIPATE IN CLASS ARBITRATION.

13.5 Exceptions. Nothing in this Section 13 prevents either party from seeking emergency injunctive or other equitable relief from a court of competent jurisdiction to prevent imminent irreparable harm, pending arbitration.

14. Modifications to Terms

AccuRecord AI reserves the right to modify these Terms at any time. If AccuRecord AI makes material changes, it will provide notice by: (a) posting the updated Terms on the applicable website with an updated “Last Updated” date; and (b) sending notice to your registered email address at least thirty (30) days before the changes take effect for material changes. Your continued use of the Services after the effective date of any modification constitutes your acceptance of the updated Terms. If you do not agree to modified Terms, you must stop using the Services and cancel your account before the effective date.

15. General Provisions

15.1 Entire Agreement. These Terms, together with the Privacy Policy, any applicable BAA, Corporate Client Agreement, or executed Order Form, constitute the entire agreement between you and AccuRecord AI regarding the Services and supersede all prior and contemporaneous agreements, understandings, and communications.

15.2 Severability. If any provision of these Terms is found to be invalid, illegal, or unenforceable, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

15.3 Waiver. AccuRecord AI’s failure to enforce any right or provision of these Terms shall not be deemed a waiver of that right or provision. Any waiver must be in writing and signed by an authorized representative of AccuRecord AI.

15.4 Assignment. You may not assign or transfer these Terms or any rights or obligations under them without AccuRecord AI’s prior written consent. AccuRecord AI may assign these Terms without restriction in connection with a merger, acquisition, or sale of assets.

15.5 Force Majeure. AccuRecord AI shall not be liable for any failure or delay in performance resulting from causes beyond its reasonable control, including acts of God, natural disasters, war, terrorism, civil unrest, government actions, internet or telecommunications failures, power outages, labor disputes, or cyberattacks.

15.6 Notices. AccuRecord AI may provide notices to you via email to your registered email address, by posting on the Services, or by other reasonable means. You may provide legal notices to AccuRecord AI at [email protected] or by certified mail to the address in Section 16. Email notice to AccuRecord AI constitutes valid notice for operational matters.

15.7 No Third-Party Beneficiaries. These Terms do not confer any rights or remedies on any third party.

15.8 Headings. Section headings are for convenience only and do not affect the interpretation of these Terms.

16. Contact Information

For questions about these Terms, your account, or the Services:

Company: AccuRecord AI, LLC
Support: [email protected]
Legal: [email protected]
Website: accurecord.io
Mailing Address: 309 Old County Rd Apt 246, Belmont, CA 94002, USA