Terms of Service
Welcome to EasyMindCare. These Terms govern your access to our website, platform, and associated EHR services.
HIPAA + BAA Required
A signed Business Associate Agreement is required before uploading PHI
Data Ownership
You retain complete ownership of all client and practice data
Service Availability
99.9% uptime target for core services, excluding scheduled maintenance
Refund & Billing
30-day money-back guarantee and transparent payment terms
Complete Terms of Service
By accessing or using EasyMindCare, you ("User," "Provider," or "You") agree to be bound by these Terms, our Privacy Policy, and our Business Associate Agreement (BAA). If you do not agree with any of these terms, you are prohibited from using or accessing this Service.
1. Description of Service
EasyMindCare provides a cloud-based electronic health record (EHR) platform specifically designed for mental and behavioral health professionals. Our Service includes client management, clinical documentation (session notes), scheduling, billing, telehealth, and reporting features.
We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time. We will provide reasonable advance notice of any material changes that substantially affect your use of the Service.
2. HIPAA Compliance & Business Associate Agreement (BAA)
As a healthcare provider, you are a Covered Entity under HIPAA. In providing the Service, EasyMindCare acts as your Business Associate.
Before uploading any Protected Health Information (PHI), you must execute our Business Associate Agreement (BAA), which governs our respective obligations regarding privacy and security. If these Terms conflict with the BAA regarding PHI, the BAA controls.
3. Eligibility and Permitted Use
The Service is offered only to individuals who are at least eighteen (18) years of age, or the legal age of majority in your jurisdiction if it is older, and who reside in the United States or its territories. By using the Service you represent that you have the legal authority to enter into this Agreement.
If you create an account on behalf of a practice, organization, or other entity, you represent and warrant that you are duly authorized to bind that entity to these Terms.
4. User Responsibilities
Account Security
You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. Each account may be used by only one person, you must keep your registration information accurate and current, and you must not share your login credentials with anyone else. Your activity within your account is recorded in audit logs for security and compliance purposes.
Professional Compliance
You represent and warrant that you hold all required licenses, certifications, and qualifications to practice in your jurisdiction. You must ensure your use complies with all professional standards, ethical guidelines, and healthcare regulations.
Data Accuracy & Clinical Judgment
You are entirely responsible for the accuracy, completeness, and legality of all data entered. We provide administrative and documentation tools, not medical advice. Any automated suggestions or generated content provided by the Service are for informational purposes only and do not supersede sound clinical judgment; you remain solely responsible for reviewing all documentation before it becomes part of a client record, and for all clinical decisions, diagnoses, and client care.
Prohibited Conduct
You agree not to reverse engineer the Service, transmit malicious code or illegal content, attempt unauthorized access, or use the Service to compete directly with EasyMindCare. You may not use robots, scrapers, or other automated means to access, copy, or index any portion of the Service, and you may not harvest contact information from the Service to send unsolicited communications.
5. Data Ownership and Portability
EasyMindCare acts strictly as the custodian of your data.
- Complete Ownership: You retain complete and exclusive ownership of all client data and practice information
- Easy Export: You can export data at any time in standard industry-readable formats
- No Vendor Lock-in: No export fees or restrictions
- Post-Cancellation Access: 30-day grace period to access and export data before secure destruction under HIPAA guidelines
By providing client and practice data through the Service, you grant EasyMindCare a non-exclusive, worldwide, royalty-free license to use, reproduce, store, and display that data solely as necessary to provide, operate, secure, and support the Service (including backups). We will not sell your client data or use it for third-party advertising except as described in our Privacy Policy.
6. Payment Terms
Monthly Subscription
Monthly subscriptions are billed in advance and automatically renew unless canceled. You may cancel at any time with no termination penalties.
Lifetime Plan
The lifetime plan grants access to the Service for a single one-time payment, including future core updates and maintenance with no recurring subscription fees. "Lifetime" means the lifetime of this product as offered by EasyMindCare — not an indefinite or perpetual right. If we discontinue the Service (or any part of it), your access ends at discontinuation, subject to reasonable advance notice and your data export rights under Section 5.
Refund Policy (30-Day Guarantee)
We offer a 30-day money-back guarantee on all plans. If you are not completely satisfied, contact us within the first 30 days of your initial purchase for a full refund.
Payment Processing
Payment services are provided by third-party processors. By providing payment information, you authorize EasyMindCare to charge your selected payment method for applicable fees. Prices shown do not include applicable sales or use taxes, which are your responsibility. You are responsible for keeping your payment method current and valid; if a payment fails, we may suspend access to paid features after notice in accordance with our policies until the balance is resolved, and you remain liable for all unpaid fees.
7. Service Availability & Uptime
We guarantee 99.9% uptime for core Service features, excluding scheduled maintenance. We provide transparent status reporting and advance notice for planned maintenance, typically during off-peak hours.
While we use enterprise-grade infrastructure and redundancies, uninterrupted access cannot be guaranteed due to factors outside our control. In extended fault-based outages that fail to meet our uptime guarantee, prorated service credits are available upon request. Except for the service credits described above, we will have no liability for any interruption of the Service or loss of data, whether intentional or not.
8. Telehealth Services
If you use telehealth features, you are solely responsible for verifying patient identity and location, obtaining proper telehealth consent, and ensuring you are legally licensed to treat patients in their physical location. EasyMindCare is not liable for client-side connectivity issues or failures of your local hardware. The Service is not intended for emergencies; you should direct clients in crisis to appropriate emergency services (such as 911).
9. SMS Text Messaging
Opt-In and Consent
If you voluntarily provide your phone number and check the SMS opt-in box on our contact form, you agree to receive recurring automated text messages from EasyMindCare, such as support follow-ups and account notifications. Message frequency varies. Msg & data rates may apply. The phone number field is optional and is not required to use our website or contact us.
Keywords
- START: Reply START to re-subscribe after opting out
- STOP: Reply STOP to any message to unsubscribe and stop receiving text messages
- HELP: Reply HELP to any message for support and contact information
Carrier and Data Charges
You are solely responsible for message and data charges imposed by your mobile carrier. Message frequency varies. We do not use SMS campaigns for affiliate marketing, and we will not share your SMS opt-in or consent status with third parties except as described in our Privacy Policy. Consult our Privacy Policy for details on how SMS opt-in data is handled.
10. Third-Party Services and Links
The Service may include links to, or integrations with, third-party websites and services that we do not own or control, including payment processing, SMS delivery, and telehealth infrastructure providers. We are not responsible for the content, availability, security, or practices of any third party. Your use of such services is subject to their terms and at your own risk.
11. Intellectual Property
EasyMindCare retains all rights, title, and interest in the platform, including software, design, interfaces, algorithms, and documentation. You receive a limited, non-exclusive, non-transferable, revocable license to use the Service for internal business purposes. If you send us feedback, ideas, or suggestions about the Service, we may use them without obligation or compensation to you.
12. No Warranties
The Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we disclaim all warranties, express or implied, including any implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, secure, or free from harmful components, or that any data will be preserved. Some jurisdictions do not allow certain disclaimers; to the extent applicable, these disclaimers may not apply to you.
13. Limitation of Liability
To the maximum extent permitted by law, EasyMindCare and its affiliates are not liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or business interruption arising from your use of the Service.
EasyMindCare is not a medical provider and bears no liability for medical malpractice or clinical outcomes. Total cumulative liability for claims under these Terms does not exceed the total fees paid by you in the six (6) months immediately preceding the event giving rise to the claim.
14. Indemnification
You agree to indemnify, defend, and hold harmless EasyMindCare and its affiliates from claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising from your use of the Service, violation of these Terms or the BAA, clinical claims brought by your clients, or violation of applicable laws and regulations, including HIPAA.
15. Termination
By You
You may cancel your account at any time as described in Section 6. Upon termination, all licenses granted to you under these Terms end immediately. Before destroying data after account closure, you are responsible for exporting your data within the grace period described in Section 5.
By Us
We may suspend or terminate your access for material breach of these Terms, violation of applicable law, or to protect the rights, property, or safety of us or others. Where practicable and legally permitted, we will provide notice before suspension or termination. You remain responsible for any fees owed up to the date of termination.
16. Force Majeure
Neither party will be liable for delays or failures in performance caused by events beyond its reasonable control, including natural disasters, outages of networks or third-party providers, acts of government, or pandemics. If such an event prevents us from providing the Service for more than thirty (30) consecutive days, you may cancel your account and receive a pro-rata refund of any prepaid fees for the unused portion of your subscription.
17. Changes to Terms
We may update these terms from time to time. We will notify you of material changes by email and/or a prominent in-app notice, providing at least thirty (30) days' notice before changes take effect. Continued use after the effective date constitutes acceptance. We may deliver notices through the Service, by email to the address associated with your account, or by other reasonable means.
18. General Provisions
Entire Agreement: These Terms, together with our Privacy Policy and BAA, constitute the entire agreement between you and EasyMindCare regarding the Service and supersede any prior agreements on these subjects.
Assignment: You may not assign or transfer these Terms without our prior written consent. We may assign these Terms to an affiliate or in connection with a merger, acquisition, or sale of substantially all of our assets, with reasonable notice to you.
No Relationship: Nothing in these Terms creates an agency, partnership, joint venture, or employment relationship between you and EasyMindCare, and these Terms do not confer rights on any third party.
Severability: If any provision of these Terms is held unlawful or unenforceable, that provision will be deemed severable and the remaining provisions will continue in full force. Our failure to enforce any provision does not constitute a waiver of that provision or any other.
International Use: The Service is based in the United States. We make no representation that the Service is appropriate or available for use outside the United States; if you access the Service from another location, you are responsible for complying with applicable local laws.
19. Governing Law
These Terms are governed by and construed in accordance with the laws of the state in which EasyMindCare is headquartered, without regard to conflict of law principles.