Terms & Conditions

1. Acceptance of Terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("User," "Customer," or "you") and Supanote Inc. ("Company," "we," "our," or "us") regarding your use of our RCM Billing Automation platform and related services (the "Service"). By accessing or using our Service, you acknowledge that you have read, understood, and agree to be bound by these Terms.

If you are entering into this agreement on behalf of a healthcare organization, you represent that you have the authority to bind such organization to these Terms.

2. Description of Service

Supanote Inc. provides an AI-powered Revenue Cycle Management (RCM) billing automation platform specifically designed for behavioral health providers. Our Service includes but is not limited to:

• Automated benefits verification and eligibility checking
• Prior authorization management
• Claims processing and submission
• Denials management and appeals processing
• Payment posting and reconciliation
• AI-powered clinical documentation assistance
• Revenue cycle analytics and reporting
• Integration with Electronic Health Records (EHR) systems

3. Eligibility and Account Registration

3.1 Eligibility Requirements

To use our Service, you must:

• Be a licensed healthcare provider or authorized representative
• Be at least 18 years of age
• Have the legal authority to enter into this agreement
• Comply with all applicable healthcare laws and regulations
• Maintain current professional licenses and certifications

3.2 Account Registration

When creating an account, you agree to:

• Provide accurate, current, and complete information
• Maintain and update your account information
• Keep your login credentials secure and confidential
• Accept responsibility for all activities under your account
• Notify us immediately of any unauthorized use

4. HIPAA and Healthcare Compliance

4.1 Business Associate Relationship

When processing Protected Health Information (PHI) on your behalf, we act as your Business Associate under HIPAA. A separate Business Associate Agreement (BAA) will be executed that:

• Defines permitted uses and disclosures of PHI
• Establishes safeguards for PHI protection
• Outlines breach notification requirements
• Specifies data return or destruction procedures

4.2 Customer Responsibilities

As a covered entity, you are responsible for:

• Ensuring you have proper authorization to disclose PHI to us
• Maintaining HIPAA compliance in your organization
• Providing necessary patient authorizations when required
• Implementing appropriate administrative, physical, and technical safeguards
• Training your staff on HIPAA requirements

4.3 42 CFR Part 2 Compliance

For substance abuse treatment providers, we comply with 42 CFR Part 2 requirements, including:

• Enhanced confidentiality protections for substance abuse records
• Specific consent requirements for disclosures
• Limited redisclosure provisions
• Minimum necessary standards

5. Acceptable Use Policy

5.1 Permitted Uses

You may use our Service only for:

• Legitimate healthcare billing and revenue cycle management purposes
• Processing claims for services you have provided
• Managing your practice's financial operations
• Compliance and reporting activities

5.2 Prohibited Activities

You agree not to:

• Submit false, fraudulent, or duplicate claims
• Violate any healthcare laws or regulations
• Access or attempt to access unauthorized areas of the platform
• Interfere with or disrupt the Service or servers
• Use the Service for any illegal or unauthorized purpose
• Reverse engineer, decompile, or disassemble any part of the Service
• Share your account credentials with unauthorized persons
• Upload malicious code, viruses, or harmful software

6. Service Level Agreement

6.1 Availability

We strive to maintain 99.9% uptime for our Service, excluding scheduled maintenance windows. Planned maintenance will be communicated at least 24 hours in advance when possible.

6.2 Performance Standards

We commit to:

• Processing eligibility checks within 30 seconds
• Submitting claims within 24 hours of approval
• Providing customer support during business hours
• Maintaining response times under 2 seconds for standard operations

6.3 Support Services

We provide:

• Technical support via email, phone, and chat
• Training resources and documentation
• Regular system updates and enhancements
• Emergency support for critical issues

7. Fees and Payment Terms

7.1 Service Fees

Service fees are based on your selected subscription plan and usage levels. All fees are:

• Billed monthly or annually as specified in your plan
• Due and payable in advance
• Non-refundable except as expressly stated
• Subject to applicable taxes

7.2 Payment Processing

By providing payment information, you:

• Authorize us to charge your payment method
• Agree to keep payment information current
• Accept responsibility for all charges incurred
• Acknowledge that failed payments may result in service suspension

7.3 Late Payments and Suspension

If payment is not received when due:

• We may charge late fees as specified in your agreement
• Service may be suspended after 30 days
• Data access may be limited during suspension
• Account may be terminated after 60 days of non-payment

8. Data Ownership and Security

8.1 Customer Data

You retain ownership of all data you upload to our platform. We claim no ownership rights to your data and will not use it except as necessary to provide the Service.

8.2 Data Security

We implement industry-standard security measures including:

• End-to-end encryption for data transmission and storage
• Multi-factor authentication for user access
• Regular security audits and penetration testing
• SOC 2 Type II compliance
• HITRUST certification for healthcare data protection

8.3 Data Backup and Recovery

We maintain:

• Daily automated backups of all customer data
• Geographically distributed backup storage
• Disaster recovery procedures with RTO of 4 hours
• Regular backup restoration testing

9. Intellectual Property Rights

9.1 Company Intellectual Property

The Service, including all software, algorithms, user interfaces, and documentation, is owned by Supanote Inc. and protected by intellectual property laws. You receive a limited, non-exclusive license to use the Service according to these Terms.

9.2 Customer Content

You grant us a limited license to use your data solely to provide the Service, including:

• Processing and analyzing data for billing purposes
• Generating reports and analytics
• Providing customer support
• Improving our algorithms and services (using aggregated, de-identified data only)

9.3 Feedback

Any feedback, suggestions, or ideas you provide about our Service become our property and may be used to improve our offerings without compensation to you.

10. Limitation of Liability

10.1 Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

10.2 Limitation of Damages

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL SUPANOTE INC. BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITIES.

10.3 Cap on Liability

Our total liability for any claims arising from or related to the Service shall not exceed the amount paid by you to us in the twelve (12) months preceding the claim.

10.4 Healthcare-Specific Limitations

You acknowledge that:

• Our Service is a tool to assist with billing and administration
• You remain responsible for all clinical decisions and patient care
• You must verify the accuracy of all automated processes
• We do not provide medical advice or make treatment recommendations

11. Indemnification

You agree to indemnify, defend, and hold harmless Supanote Inc., its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorney fees) arising out of or in any way connected with:

• Your use of the Service
• Your violation of these Terms
• Your violation of any healthcare laws or regulations
• Any claim that your use of the Service infringes third-party rights
• Any negligent or wrongful conduct by you or your employees

12. Term and Termination

12.1 Term

These Terms remain in effect until terminated by either party in accordance with the termination provisions.

12.2 Termination by Customer

You may terminate your account at any time by:

• Providing 30 days written notice
• Completing all pending transactions
• Ensuring data export if desired

12.3 Termination by Company

We may terminate your account immediately if you:

• Breach these Terms and fail to cure within 30 days
• Engage in fraudulent or illegal activities
• Fail to pay fees when due (after 60 days)
• Pose a security risk to our systems or other customers

12.4 Effects of Termination

Upon termination:

• Your access to the Service will cease
• We will provide data export for 90 days
• Data will be securely deleted after the retention period
• All payment obligations remain due

13. Dispute Resolution

13.1 Informal Resolution

Before initiating formal proceedings, parties agree to attempt good faith resolution of disputes through direct negotiation for at least 30 days.

13.2 Binding Arbitration

Any disputes not resolved informally shall be resolved through binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules.

13.3 Governing Law

These Terms are governed by the laws of [State], without regard to conflict of law principles.

13.4 Emergency Relief

Nothing in this section prevents either party from seeking emergency injunctive relief to protect intellectual property or confidential information.

14. Changes to Terms

We may modify these Terms from time to time. When we make material changes, we will:

• Provide at least 30 days advance notice via email
• Post updated Terms on our website
• Allow you to terminate if you disagree with changes
• Obtain your consent for changes affecting PHI handling

Continued use of the Service after the effective date constitutes acceptance of the modified Terms.

15. General Provisions

15.1 Entire Agreement

These Terms, along with our Privacy Policy and any executed Business Associate Agreement, constitute the entire agreement between the parties.

15.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect.

15.3 No Waiver

Failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.

15.4 Assignment

You may not assign these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

15.5 Force Majeure

Neither party shall be liable for any failure to perform due to circumstances beyond their reasonable control, including natural disasters, acts of government, or network outages.

16. Contact Information

For questions about these Terms, please contact us: