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. User Responsibilities
Account Security
You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.
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. You remain solely responsible for 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.
4. 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
5. 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 provides permanent access for a single one-time payment, including future core updates and maintenance with no recurring subscription fees.
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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.
11. 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.
12. 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.