Terms of Service

Effective date: 11/7/2025

Acceptance of terms

By using OVScribe, you agree to these terms. If you do not agree, do not use the service. You must be at least 18 years old or have authorization from someone who is to use this service for healthcare purposes.

HIPAA compliance acknowledgment

OVScribe is designed to be HIPAA-compliant when used appropriately. We maintain administrative, physical, and technical safeguards to protect PHI. However, you are responsible for ensuring your use complies with HIPAA and other applicable regulations.

Use of the service

• Use the app in compliance with applicable laws and privacy obligations.
• Do not upload content that violates rights or contains unlawful material.
• Use a device passcode and keep your account credentials secure.
• Do not attempt to reverse engineer or circumvent security controls.

Your HIPAA obligations

If you are a covered entity or business associate under HIPAA:

• You must ensure appropriate safeguards for PHI on your devices
• You are responsible for training your staff on proper use
• You must report any suspected breaches immediately
• You must maintain your own HIPAA compliance program
• You acknowledge that you are responsible for any PHI you enter into the service

Clinical and coding disclaimer

OVScribe is a documentation assistance tool that generates transcripts, clinical notes, and suggested medical codes using artificial intelligence. It is not a medical device and is not intended to diagnose, treat, cure, or prevent any disease. OVScribe is a human-in-the-loop system that requires active provider review, verification, and approval of all AI-generated content. OVScribe does not replace clinical judgment, training, or expertise.

You are solely responsible for:

• Reviewing, editing, and validating all AI-generated content before use in patient care or billing
• Ensuring clinical accuracy of all documentation including SOAP notes and medical decision-making (MDM) components
• Verifying that all ICD-10 diagnosis codes and CPT procedure codes are accurate, supported by documentation, and compliant with coding guidelines
• Ensuring all billing codes reflect services actually performed and are medically necessary
• Compliance with all applicable billing regulations, including Medicare and insurance payer requirements
• Exercising independent clinical judgment - OVScribe does not replace clinical training or expertise

AI-generated suggestions may contain errors, omissions, or inappropriate codes. Using AI-suggested codes without independent verification may result in improper billing, claim denials, audits, or regulatory action. We are not responsible for any claims, denials, audits, or legal consequences arising from use of AI-generated documentation or codes.

Privacy

Our privacy practices are described in the Privacy Policy. By using the service, you consent to those practices.

Intellectual property

OVScribe and associated materials are protected by intellectual property laws.

Security and encryption

We implement technical and organizational measures appropriate to the risk, including transport security (TLS), on‑device encryption of records using AES‑256‑GCM with keys protected by iOS Secure Enclave, and optional encrypted cloud backup. Cloud backups are encrypted server-side. OVScribe is not represented as end‑to‑end encrypted. You are responsible for using a device passcode and keeping your account credentials secure.

Pilot program and pricing

OVScribe is currently offered as a pilot program. Pricing, features, and availability may change. When paid subscriptions become available, payment terms will be provided at the time of purchase.

BAA and compliance

If you use OVScribe in a covered entity or business associate context, you are responsible for ensuring a Business Associate Agreement is in place. We provide a click‑through BAA acceptance flow. Our cloud processors (including Google Cloud covered services such as Speech‑to‑Text and Vertex AI) are used under a Google Cloud BAA for covered services. You remain responsible for your own organizational compliance obligations.

Third-party EHR integration

OVScribe may integrate with third-party EHR systems. By authorizing such integrations:

• You authorize OVScribe to access and sync data with your third-party EHR account
• You are responsible for maintaining your third-party EHR account credentials and access
• You acknowledge that the third-party EHR provider has their own terms of service and privacy practices
• We are not responsible for the availability, functionality, or data handling practices of third-party EHR systems
• We do not guarantee uninterrupted integration or compatibility with third-party systems
• You may revoke integration access at any time, which will stop future data syncing
• You remain solely responsible for ensuring compliance with all applicable laws when using third-party integrations

Service availability

While we strive to provide reliable service, we do not guarantee uninterrupted access. The service may be unavailable due to maintenance, updates, technical issues, or circumstances beyond our control. We are not liable for any loss, damage, or inconvenience caused by service interruptions or unavailability.

Data export and portability

You may export your data at any time using the backup features in the app. Exported data is provided in encrypted format. Upon written request to reid@twintipsolutions.com, we will provide your data in a reasonably accessible format within 30 days, subject to technical and legal limitations.

Termination and data retention

Your right to terminate: You may stop using the service at any time by deleting your account through the app or contacting us.

Our right to terminate: We may suspend or terminate your access for violations of these terms, to protect the service and its users, or if the pilot program ends.

Effect of termination: Upon termination:

• Your access to the service will cease immediately
• Data stored on your device remains under your control
• Cloud backups will be deleted within 30 days unless you export them first
• We may retain audit logs and minimal metadata as required by HIPAA for 6 years
• All provisions that by their nature should survive termination will survive, including disclaimers, limitations of liability, and indemnification

Data retention: We retain PHI only as long as necessary to provide services or as required by law. On-device data is retained until you delete it. Cloud backups are retained for 30 days or until you delete them. Audit logs may be retained for up to 6 years as required by HIPAA.

Disclaimers

The service is provided as is and as available without warranties of any kind, to the maximum extent permitted by law.

Limitation of liability

To the maximum extent permitted by law, liability for any indirect, incidental, or consequential damages is disclaimed. In all cases, our total liability will not exceed the amounts you paid, if any, for the service in the twelve months before the claim.

Indemnification

You agree to indemnify and hold harmless OVScribe and its operators from any claims arising from your use of the service, your violation of these terms, or your violation of any rights of another party.

Dispute resolution and arbitration

Informal resolution: Before filing a claim, you agree to contact us at reid@twintipsolutions.com to attempt to resolve the dispute informally. We will attempt to resolve disputes in good faith for at least 30 days.

Binding arbitration: If informal resolution fails, any dispute arising out of or relating to these terms or the service shall be resolved through binding arbitration in accordance with the American Arbitration Association's (AAA) Commercial Arbitration Rules. The arbitration will be conducted in California, and judgment on the arbitration award may be entered in any court having jurisdiction.

Exceptions to arbitration: Either party may seek injunctive or other equitable relief in court to protect intellectual property rights or confidential information.

Class action waiver: You agree to bring claims only in your individual capacity and not as part of any class, collective, or representative action. There will be no right or authority for any dispute to be brought, heard, or arbitrated as a class action or in a representative capacity.

Governing law: These terms are governed by the laws of the State of California, without regard to conflict of law principles.

Changes to terms

We may update these terms from time to time. When we make material changes, we will:

• Update the effective date at the top of this page
• Send notification to your registered email address at least 30 days before the changes take effect
• Provide a summary of material changes in the notification

Your continued use of the service after the effective date constitutes acceptance of the updated terms. If you do not agree to the updated terms, you must stop using the service and may terminate your account. For non-material changes (such as clarifications or formatting), we may update these terms without prior notice.

Contact

For questions about these terms, contact: reid@twintipsolutions.com