ClinivaAI legal
Cliniva AI Web Application Terms of Service
Application policy for website access, authenticated portals, dashboards, hosted workflow tools, and customer-accessible application features.
Document details
Attorney review recommended. These policies are business/legal drafting aids tailored to the current Cliniva AI web application and should be reviewed by licensed counsel before publication, especially for healthcare, HIPAA, privacy, consumer protection, payment, and regulated-service issues.
1. Acceptance of Terms
These Terms of Service (the “Terms”) govern access to and use of Cliniva AI LLC’s websites, web application, portals, dashboards, hosted workflow systems, AI-enabled automation tools, administrative interfaces, clinical-workflow screens, support channels, documentation, and related online services (collectively, the “Application”). By accessing or using the Application, creating an account, accepting an invitation, or using any feature made available through the Application, you agree to these Terms.
If you use the Application on behalf of a clinic, medical practice, business, account, or other organization, you represent that you have authority to bind that organization. That organization is responsible for all activity by its authorized users.
2. Relationship to Signed Agreements
These Terms apply to general Application access. If Cliniva AI LLC and a customer have signed a Master Services Agreement, Statement of Work, Business Associate Agreement, Data Processing Addendum, service addendum, order form, or other written agreement, that written agreement controls over these Terms for the specific services and data covered by it. If there is a conflict, the signed written agreement controls to the extent of the conflict.
3. Application Purpose
Cliniva AI provides staff-controlled AI workflow automation, hosted workflow systems, operational dashboards, user and role management, account and clinic administration, document-routing support, intake and follow-up workflow support, and related implementation and managed-service features. Some Application areas may support healthcare operations, clinical workflow coordination, patient record views, task tracking, appointments, medications, vitals, documents, orders, coverage, encounters, audit events, and similar clinic operational information.
The Application is designed to support authorized staff workflows. It is not a substitute for professional judgment, licensed clinical review, emergency care, or a regulated medical device unless expressly stated in a signed agreement and validated for that use.
4. Eligibility and Account Access
You may use the Application only if you are at least 18 years old and legally able to enter into these Terms, or if you are an authorized user of an organization that has permitted your access. You must provide accurate account information and keep it current.
Access may be invitation-only. Cliniva AI may assign or recognize different scopes, roles, and permissions, including platform, account, clinic, clinician, clerical, customer, billing, administrative, or other role-based access. You may access only the accounts, clinics, customers, records, workflows, and features for which you are authorized.
5. Credentials, Sessions, and Security Responsibilities
You are responsible for maintaining the confidentiality of your credentials, one-time codes, sessions, devices, and access links. You must promptly notify Cliniva AI of suspected unauthorized access, credential compromise, improper role assignment, or security incident involving the Application.
You may not share accounts, bypass authentication, defeat session controls, access another user’s account, interfere with audit logging, or use another person’s credentials. Cliniva AI may suspend access where it reasonably believes an account presents a security, compliance, nonpayment, legal, or operational risk.
6. Authorized Use and Restrictions
You may use the Application only for lawful business, operational, and healthcare-workflow purposes authorized by your organization and applicable agreements. You may not:
- attempt unauthorized access to systems, accounts, clinics, patients, users, databases, logs, or administrative functions;
- upload malware, exploit code, scraping tools, credential-stuffing tools, or destructive content;
- reverse engineer, decompile, or attempt to extract source code except where law expressly prohibits this restriction;
- interfere with security, rate limits, monitoring, infrastructure, or availability;
- submit data you do not have the right to submit;
- use the Application for unlawful discrimination, harassment, surveillance, spam, fraud, or deceptive practices;
- use AI outputs as the sole basis for clinical, legal, financial, employment, insurance, or other regulated decisions;
- represent that Cliniva AI has approved clinical decisions, diagnoses, treatments, communications, or billing actions unless expressly confirmed in writing; or
- use the Application in a way that violates HIPAA, privacy law, professional rules, patient-consent obligations, or your organization’s policies.
7. Healthcare, PHI, and HIPAA-Specific Terms
Where the Application is used for protected health information (“PHI”) or healthcare operations, PHI may be created, received, maintained, or transmitted only under a signed Business Associate Agreement (“BAA”) and related written authorization. Do not submit PHI through public website forms, demos, marketing pages, or non-secure channels unless Cliniva AI has specifically instructed you to do so under an applicable agreement.
Customers and authorized users remain responsible for determining whether they are covered entities, business associates, subcontractors, healthcare providers, or otherwise regulated parties; obtaining required patient permissions; configuring roles appropriately; reviewing AI-assisted or automated outputs; and making final clinical, operational, billing, and patient-communication decisions.
The Application is not for emergencies. Do not use it for emergency medical triage, urgent patient communication, life-safety decisions, or real-time clinical monitoring unless a signed agreement expressly authorizes that use and the applicable workflow has been validated for that purpose.
8. AI and Automation Outputs
The Application may include AI-assisted suggestions, classifications, routing, summaries, workflow drafts, operational recommendations, or generated content. AI outputs may be inaccurate, incomplete, biased, delayed, non-deterministic, or inappropriate for a particular context. Authorized users must review outputs before relying on them or sending them to patients, customers, staff, payers, regulators, or third parties.
Cliniva AI does not guarantee that AI outputs will be error-free, clinically appropriate, legally compliant, or suitable for any regulated decision. You are responsible for human review, approval, documentation, and downstream use.
9. Customer Data and User Content
“Customer Data” means information, records, files, messages, prompts, workflow materials, patient or clinic data, operational data, business data, user data, and other content submitted to or processed through the Application by or on behalf of a customer or authorized user.
As between the parties, customers retain ownership of Customer Data. You grant Cliniva AI a limited right to host, process, transmit, display, secure, troubleshoot, back up, and otherwise use Customer Data as necessary to provide, improve, secure, support, and operate the Application and related services, subject to applicable written agreements.
You represent that you have all rights, permissions, consents, notices, and lawful bases required to submit Customer Data to the Application and permit Cliniva AI to process it.
10. Third-Party Services and Integrations
The Application may use or integrate with third-party hosting, cloud infrastructure, email, payment, analytics, security, database, AI model/API, document, messaging, calendar, CRM, EHR/EMR, or other service providers. Third-party services may be governed by their own terms and privacy practices. Cliniva AI is not responsible for third-party systems outside its control, but will use commercially reasonable efforts to manage contracted providers consistent with applicable agreements.
11. Payments, Billing, and Subscriptions
Paid services, subscriptions, implementation fees, usage charges, hosting fees, support fees, and billing terms may be described in a signed agreement, order form, invoice, or checkout flow. Unless a written agreement states otherwise, fees are due when invoiced or charged, are non-refundable except as required by law, and may be automatically billed to the payment method on file.
Cliniva AI may suspend or limit access for overdue amounts, failed payments, suspected fraud, chargebacks, or billing disputes that are not promptly resolved.
12. Intellectual Property
Cliniva AI and its licensors own the Application, software, interfaces, designs, workflows, dashboards, templates, documentation, know-how, AI configurations, prompts, libraries, reusable methods, trademarks, logos, and other materials provided by Cliniva AI, excluding Customer Data. No rights are granted except the limited right to use the Application as permitted by these Terms and applicable written agreements.
Feedback, suggestions, or improvement ideas may be used by Cliniva AI without restriction or compensation, provided Cliniva AI does not disclose Customer Data in violation of applicable agreements.
13. Confidentiality
Non-public product, technical, pricing, security, customer, workflow, and business information exchanged through the Application may be confidential. You may not disclose Cliniva AI confidential information except as authorized. Cliniva AI will handle customer confidential information consistent with applicable agreements and law.
14. Availability, Changes, and Support
Cliniva AI may modify, improve, suspend, or discontinue Application features. Support, uptime, maintenance, response times, data export, backups, and transition assistance are governed by applicable written agreements or posted support policies. The Application may be unavailable because of maintenance, outages, third-party failures, security events, force majeure events, or other causes.
15. Termination
You may stop using the Application at any time. Cliniva AI may suspend or terminate access if you violate these Terms, if access is no longer authorized by the customer organization, if a contract ends, if fees are not paid, if required for security or legal reasons, or if continued access may create risk. Sections that by their nature should survive termination will survive, including intellectual property, confidentiality, payment, disclaimers, limitations of liability, indemnity, dispute resolution, and data-handling provisions.
16. Disclaimers
THE APPLICATION IS PROVIDED “AS IS” AND “AS AVAILABLE” EXCEPT AS EXPRESSLY STATED IN A SIGNED WRITTEN AGREEMENT. TO THE MAXIMUM EXTENT PERMITTED BY LAW, CLINIVA AI DISCLAIMS WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, ACCURACY, AVAILABILITY, SECURITY, ERROR-FREE OPERATION, AND THAT AI OR AUTOMATION OUTPUTS WILL BE CORRECT OR SUITABLE FOR ANY SPECIFIC USE.
Cliniva AI does not provide medical, clinical, legal, accounting, tax, insurance, billing, coding, or other professional advice through the Application unless expressly stated in a signed agreement.
17. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, CLINIVA AI WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, PUNITIVE, LOST-PROFIT, LOST-REVENUE, LOST-DATA, BUSINESS-INTERRUPTION, REPUTATIONAL, OR SUBSTITUTE-SERVICE DAMAGES. EXCEPT FOR AMOUNTS THAT CANNOT BE LIMITED BY LAW OR AS EXPRESSLY STATED IN A SIGNED AGREEMENT, CLINIVA AI’S TOTAL LIABILITY ARISING FROM OR RELATED TO THE APPLICATION WILL NOT EXCEED THE AMOUNTS PAID TO CLINIVA AI FOR THE APPLICATION OR SERVICE GIVING RISE TO THE CLAIM DURING THE TWELVE MONTHS BEFORE THE CLAIM.
18. Indemnity
To the extent permitted by law and applicable written agreements, you and the organization you represent will defend, indemnify, and hold Cliniva AI harmless from claims, damages, liabilities, penalties, costs, and expenses arising from unauthorized use of the Application, Customer Data submitted without required rights or consents, violation of law, misuse of AI outputs, breach of these Terms, or use of the Application in regulated workflows without required review and authorization.
19. Governing Law and Disputes
Georgia law governs these Terms, without regard to conflict-of-law rules, unless applicable law requires otherwise. Venue for disputes will be in state or federal courts located in Georgia, unless a signed agreement states otherwise or applicable consumer law requires a different forum.
20. Changes to These Terms
Cliniva AI may update these Terms from time to time. The updated version will be posted with a new effective date. Material changes may also be communicated through the Application, email, or other reasonable notice. Continued use after the effective date means you accept the updated Terms.
21. Contact
Questions about these Terms may be sent to legal@clinivaai.com.