Accurecord AI Terms of Service

Accurecord AI Terms of Service Last Updated: December 22, 2025 1. Introduction and Scope Welcome to Accurecord AI, a healthcare SaaS platform provided by Accurecord AI (“Company,” “we,” “us”). These Terms of Service (“Terms”) govern your access to and use of Accurecord AI’s services and website. By using our services, you agree to be bound by these Terms. If you are using Accurecord AI on behalf of an organization, you represent that you have the authority to bind that organization, and “you” includes both you as an individual and that organization. If you do not agree with these Terms, do not use the services. Two Product Lines: Accurecord AI offers two types of products under these Terms: (a) Self-Serve Coder Tools (including ICD-10 Coding Pro and HCC Coding Pro) designed for individual coders or small teams, and (b) an Enterprise Coding Platform for multi-tenant AI-assisted chart coding workflows for organizations. The self-serve tools are provided on a self-service basis without any Protected Health Information support, whereas the enterprise platform is built to handle Protected Health Information (“PHI”) for corporate customers who have executed a Business Associate Agreement (“BAA”) with us. PHI Restriction: Unless you have a signed BAA with Accurecord AI, you must not upload or transmit any PHI into the services. Our services are not designed to process PHI under HIPAA without a separate BAA in place, and any PHI submitted without a BAA may be deleted or returned, and affected features may be suspended. Only enterprise clients with an executed BAA are permitted to use PHI on the platform, and even then solely as allowed by that BAA. 2. Accounts and Eligibility You must be at least 18 years of age (or the age of majority in your jurisdiction) to use Accurecord AI’s services. By registering an account, you agree to provide accurate information and keep it updated. If you are using the services on behalf of a company or other entity, you affirm that you are authorized to do so. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. 3. Fees, Payment, and Refund Policy Subscription Fees: Some Accurecord AI services may require payment of subscription or usage fees. You agree to pay all applicable fees as described at the time of purchase or subscription. Fees, pricing, and billing terms for each product will be specified on our website or order form. We may charge your provided payment method for recurring subscriptions until you cancel. If a charge is declined or past due, we may suspend or terminate your access to the services until payment is made. Changes to Pricing: Accurecord AI reserves the right to change its pricing or fee structure with advance notice to you. We will provide reasonable prior notice (e.g., by email or through the service) before new prices or billing terms take effect. If you do not agree to a pricing change, you may cancel your subscription before the new prices apply; continued use of the services after the effective date of a price change constitutes acceptance of the new prices. Refund Policy: All fees paid are generally non-refundable. Except where a refund is required by applicable law, Accurecord AI has no obligation to provide refunds or credits for any unused services or subscription periods. We may consider refund requests in our sole discretion (for example, in cases of accidental charges or severe service issues), but any such refunds are not guaranteed. Once a subscription period is paid for (e.g., a month or year), you are committed for that period and no pro-rated refunds will be issued if you cancel or stop using the service early. This no-refund policy applies to all purchases unless explicitly stated otherwise or required by law. 4. Permitted Uses and Acceptable Use Policy License to Use Services: Subject to your compliance with these Terms and payment of any applicable fees, Accurecord AI grants you a limited, non-exclusive, non-transferable license to access and use the services for your internal business or personal use. All rights not expressly granted to you are reserved by Accurecord AI. Acceptable Use: You agree to use the services only for lawful purposes and in compliance with these Terms. Prohibited activities include, but are not limited to: (a) using the services in any manner that violates any applicable law or regulation, including privacy laws and healthcare regulations; (b) uploading or transmitting any content that is unlawful, harmful, obscene, defamatory, or infringes anyone’s intellectual property or privacy rights; (c) attempting to gain unauthorized access to the services or other accounts, or attempting to probe, scan, or test the vulnerability of the services (no hacking or security circumvention); (d) using the services to transmit malware, viruses, or any other malicious code; (e) engaging in any activity that disrupts or interferes with the performance or proper working of the services; (f) attempting to reverse engineer, decompile, or extract source code or algorithms from the services or any AI models, except to the extent allowed by law; and (g) using the services to develop or train competing machine learning or AI models. No PHI in Self-Serve Accounts: As noted, users of individual/self-serve plans are strictly prohibited from inputting any PHI into the services. You agree not to upload, enter, or process any information that falls under HIPAA’s definition of PHI unless you are doing so as an authorized enterprise customer with a BAA in effect. If you inadvertently submit PHI without a BAA, we disclaim any HIPAA obligations for that data and may delete it without notice. For enterprise users with a BAA, you are responsible for ensuring that any PHI you upload is limited to the minimum necessary and that you have obtained any required patient consents or authorizations for using the PHI with our service. Healthcare Use and Other Restrictions: Accurecord AI’s self-serve tools are meant to assist with medical coding and are not intended for direct patient care or real-time clinical decision-making. You must not use the services for autonomous clinical decisions, life-support, or any emergency medical purposes. You also agree not to rely on AI-generated outputs from the service as professional medical advice or to use them without appropriate human review. No AI output from Accurecord AI should be treated as definitive medical or billing guidance without validation. If you are a healthcare provider or coder, you must independently verify the accuracy of any codes, suggestions, or content produced by the AI against official coding guidelines and the patient’s medical record before using it in patient care or billing. AI Outputs and User Responsibility: You acknowledge that the AI-driven features in our services may sometimes produce incorrect, incomplete, or outdated information. All AI-generated content is provided to assist you, but you are responsible for reviewing and verifying the accuracy and appropriateness of all outputs. In particular, any clinical coding suggestions or documentation summaries are tools to streamline your workflow and are not a substitute for your professional judgment. You agree to double-check AI-generated codes or recommendations against current ICD-10 and HCC coding standards and the specific patient context before finalizing any coding decisions. Do not solely rely on the service for compliance-critical tasks. Accurecord AI does not guarantee that use of the service will ensure compliance with any billing, coding, or healthcare regulations, and you remain responsible for your own compliance. 5. User Content and Data Ownership User Content: In using Accurecord AI, you may input or upload data, text, files, or other content (“Customer Data”) such as medical chart information (for coding) or other health-related text. You retain ownership of all Customer Data that you provide to us. By submitting Customer Data to the services, you grant Accurecord AI a non-exclusive, worldwide, royalty-free license to host, reproduce, process, transmit, and display your Customer Data solely as necessary to provide and improve the services to you. We will not use your content for any other purposes except as permitted in these Terms, our Privacy Policy, or your BAA (if applicable). We do not claim any ownership over the content you provide; subject to this license, you retain all rights that you have in your Customer Data. De-Identified and Aggregate Data: Accurecord AI may de-identify and aggregate data derived from your use of the services for its own legitimate business purposes. We will never attempt to re-identify any de-identified data. 6. Intellectual Property Rights Accurecord AI Property: All rights, title, and interest in and to the Accurecord AI services and all associated intellectual property are and will remain the exclusive property of Accurecord AI and its licensors. 7. AI Tools Disclaimers Accurecord AI’s platform incorporates AI features. Outputs are for informational purposes only and require appropriate human review. Accurecord AI does not guarantee compliance or outcomes. 8. Security and Privacy We implement commercially reasonable safeguards. Our Privacy Policy describes our data handling, including PHI only under a BAA for enterprise customers. 9. Disclaimers of Warranties 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 DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT ANY DEFECTS WILL BE CORRECTED. WE DO NOT WARRANT THE ACCURACY, COMPLETENESS, OR RELIABILITY OF ANY CONTENT OR INFORMATION PROVIDED THROUGH THE SERVICES, INCLUDING AI-GENERATED OUTPUTS. YOU ACKNOWLEDGE THAT YOUR USE OF THE SERVICES IS AT YOUR SOLE RISK. No advice or information, whether oral or written, obtained from 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, so some of the above exclusions may not apply to you; in such cases, the exclusions will apply to the fullest extent permitted by applicable law. 10. Limitation of Liability TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL ACCURECORD AI, ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, SUPPLIERS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES, INCLUDING BUT NOT LIMITED TO DAMAGES FOR LOSS OF PROFITS, GOODWILL, USE, DATA, OR OTHER INTANGIBLE LOSSES, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, OUR 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 LEGAL THEORY, SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU HAVE PAID TO ACCURECORD AI IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100). THE LIMITATIONS IN THIS SECTION APPLY REGARDLESS OF THE FORM OF ACTION, WHETHER THE ASSERTED LIABILITY IS BASED ON CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY, OR ANY OTHER BASIS, AND EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME JURISDICTIONS DO NOT ALLOW THE LIMITATION OR EXCLUSION OF LIABILITY FOR CERTAIN DAMAGES, SO SOME OF THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU. 11. Indemnification You agree to indemnify, defend, and hold harmless Accurecord AI, its affiliates, officers, directors, employees, agents, suppliers, and licensors from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the services; (b) your violation of these Terms or any applicable law; (c) your violation of any third-party rights, including intellectual property or privacy rights; (d) any content or data you submit to the services; or (e) any PHI you submit without an executed BAA. We reserve the right, at your expense, to assume the exclusive defense and control of any matter subject to indemnification by you, and you agree to cooperate with our defense of such claims. 12. Termination Either party may terminate these Terms at any time by providing notice to the other party. We may suspend or terminate your access to the services immediately, without prior notice or liability, for any reason, including if you breach these Terms or submit PHI without an executed BAA. Upon termination: (a) your right to use the services will immediately cease; (b) you must stop all use of the services and delete any copies of materials obtained from the services; (c) any provisions that by their nature should survive termination will survive, including ownership provisions, warranty disclaimers, indemnification, and limitations of liability; and (d) we may delete your account and all associated data, except as required by law or an applicable BAA. 13. Governing Law and Dispute Resolution These Terms and any disputes arising out of or related to these Terms or the services shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of laws principles. Exclusive Jurisdiction: Any legal action or proceeding arising out of or related to these Terms or the services shall be brought exclusively in the state or federal courts located in San Mateo County, California, and you consent to the personal jurisdiction of such courts. No Class Actions: TO THE FULLEST EXTENT PERMITTED BY LAW, YOU AND ACCURECORD AI AGREE THAT ANY CLAIMS OR DISPUTES MUST BE BROUGHT IN YOUR INDIVIDUAL CAPACITY AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, COLLECTIVE, OR REPRESENTATIVE ACTION. You expressly waive any right to participate in a class action or class-wide arbitration. Informal Resolution: Before filing any claim, you agree to attempt to resolve the dispute informally by contacting us at support@accurecord.io. We will try to resolve the dispute within thirty (30) days. If the dispute is not resolved within that time, either party may proceed with formal legal action. 14. Changes to Terms We reserve the right to modify these Terms at any time. If we make material changes, we will provide notice by posting the updated Terms on our website and updating the "Last Updated" date at the top. We may also notify you by email or through the services. Your continued use of the services after the effective date of any changes constitutes your acceptance of the updated Terms. If you do not agree to the changes, you must stop using the services and terminate your account. 15. Miscellaneous Entire Agreement: These Terms, together with the Privacy Policy, Acceptable Use Policy, Cookie Policy, and any applicable BAA or order form, constitute the entire agreement between you and Accurecord AI regarding the services and supersede all prior agreements, understandings, and communications, whether written or oral. In the event of a conflict, the order of precedence shall be: (1) an executed BAA (for PHI matters), (2) a signed order form or enterprise agreement, (3) these Terms, (4) other policies. Severability: If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect. Waiver: Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. Any waiver must be in writing and signed by Accurecord AI. Assignment: You may not assign or transfer these Terms or your rights under them without our prior written consent. We may assign our rights and obligations under these Terms without restriction. Force Majeure: Accurecord AI shall not be liable for any failure or delay in performance due to causes beyond our reasonable control, including acts of God, natural disasters, war, terrorism, labor disputes, government actions, internet or telecommunications failures, or cyberattacks. Notices: We may provide notices to you via email, posting on the services, or other reasonable means. You may provide notices to us at support@accurecord.io or by mail to our address listed below. 16. Contact Information Accurecord AI 309 Old County Rd Apt 246 Belmont, CA 94002, USA Email: support@accurecord.io