Terms of Service

By accessing or using the Medical Supplai platform (the “Service”), clicking “I agree,” signing an order form, or otherwise indicating acceptance, you (“Customer,” “you,” or “your”) agree to be bound by these Terms and our Privacy Policy. If you are entering into these Terms on behalf of an organization, you represent that you have authority to bind that organization, and references to “you” mean that organization.

If you do not agree to these Terms, do not access or use the Service.

Medical Supplai provides an AI-powered patient communication and front-desk automation platform for healthcare practices, including AI voice agents, SMS handling, scheduling automation, insurance verification, intake processing, and integrations with electronic health record (EHR) and practice management systems.

We may update, improve, modify, or discontinue features of the Service from time to time. We will provide reasonable advance notice of material adverse changes.

To use the Service, you must create an account and provide accurate, current, and complete information. You are responsible for safeguarding your account credentials and for all activity that occurs under your account.

The Service is intended for licensed healthcare practices and their authorized personnel. You represent that you are at least 18 years old and have the legal authority to enter into these Terms on behalf of your practice.

You agree to notify us promptly of any unauthorized use of your account or any other breach of security.

The Service is provided on a subscription basis. Unless otherwise agreed in writing, the base subscription is $500 per location per month, which includes platform access and a monthly pool of credits applicable to AI voice minutes, SMS messages, and insurance verifications. Additional locations are billed at $197 per location per month.

Usage beyond your monthly credit allotment is billed at the then-current posted rates (currently $0.20–$0.40 per AI voice minute, $0.02 per SMS message, and from $3.00 per real-time insurance verification, subject to volume discounts). Rates may be updated with at least 30 days' advance notice.

One-time onboarding fees may apply based on the complexity of your buildout, including EHR integrations, custom routing, and historical data migration. Onboarding fees are scoped and quoted before the Service goes live.

Fees are billed in advance and are non-refundable except as expressly stated in these Terms or required by applicable law. Overdue amounts may accrue interest at the lesser of 1.5% per month or the maximum rate permitted by law. We may suspend the Service for non-payment after providing reasonable notice.

All fees are exclusive of taxes, which you are responsible for paying, except for taxes based on our net income.

You retain all rights, title, and interest in and to your Customer Data. “Customer Data” means all data, content, and information (including protected health information, where applicable) that you or your authorized users submit to, generate within, or transmit through the Service.

You grant Medical Supplai a worldwide, non-exclusive, royalty-free license to host, store, process, transmit, and display Customer Data solely as necessary to provide and improve the Service, comply with law, and enforce these Terms.

You are responsible for the accuracy, quality, and legality of Customer Data and for obtaining all necessary consents, authorizations, and notices required to share Customer Data with us under HIPAA and other applicable laws.

Upon termination, you may export your Customer Data within 30 days, after which we may delete it in accordance with our retention policies, except as required to comply with law or our Business Associate Agreement obligations.

Medical Supplai operates as a Business Associate to covered entities and other business associates as those terms are defined under the Health Insurance Portability and Accountability Act of 1996, as amended (“HIPAA”).

A Business Associate Agreement (“BAA”) is required prior to the transmission of protected health information through the Service. The terms of our BAA are incorporated by reference into these Terms, and in the event of any conflict between the BAA and these Terms with respect to PHI, the BAA controls.

You are responsible for ensuring that your use of the Service complies with HIPAA, state privacy laws, and other regulations applicable to your practice.

The Service is a tool to support administrative and communication workflows. It is not a medical device and does not provide medical advice, diagnosis, or treatment. Clinical judgment remains the responsibility of licensed healthcare professionals.

You agree not to, and not to permit any user to:

• Use the Service in violation of any applicable law or regulation, including HIPAA, TCPA, CAN-SPAM, and state telemarketing laws;
• Send SMS or place calls to recipients who have not provided the required consent for the communication type;
• Reverse engineer, decompile, or attempt to derive the source code of the Service, except to the extent permitted by law;
• Use the Service to transmit malware, conduct denial-of-service attacks, or otherwise interfere with the integrity of the Service or any third party;
• Resell, sublicense, or make the Service available to anyone outside your organization without our prior written consent;
• Use the Service to harass, defraud, or harm patients or third parties; or
• Circumvent any usage limits, security measures, or access controls.

We may suspend or terminate access for violations of this section, with notice where practicable.

The Service integrates with third-party EHR, practice management, communication, and payment systems. Your use of those third-party services is subject to the third party's own terms and privacy practices. We are not responsible for third-party services or any disruption they cause to the Service.

You authorize Medical Supplai to access and exchange data with the third-party services you connect, solely as necessary to provide the Service.

The Service, including all software, models, algorithms, designs, content, and documentation, is and remains the exclusive property of Medical Supplai and its licensors. Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service during your subscription term.

Feedback, suggestions, or ideas you provide about the Service may be used by Medical Supplai without restriction or compensation to you.

Aggregated and de-identified data derived from your use of the Service (with all personal and PHI elements removed in accordance with HIPAA) may be used by us for analytics, benchmarking, product improvement, and similar purposes.

Each party agrees to protect the other party's Confidential Information using at least the same degree of care it uses to protect its own confidential information of like kind (but not less than reasonable care), and to use such Confidential Information only as necessary to perform under these Terms.

Confidential Information does not include information that is publicly known, independently developed without use of the other party's Confidential Information, or rightfully obtained from a third party without confidentiality obligations.

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, MEDICAL SUPPLAI DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.

We do not warrant that the Service will be uninterrupted, error-free, or free of harmful components, or that any data will be secure or not lost or altered. AI-generated outputs may contain errors and should be reviewed by qualified personnel before being relied upon.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

EACH PARTY'S TOTAL CUMULATIVE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS WILL NOT EXCEED THE AMOUNTS YOU PAID TO MEDICAL SUPPLAI FOR THE SERVICE IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE LIABILITY.

The limitations in this section do not apply to: (a) either party's breach of its confidentiality obligations; (b) your payment obligations; (c) your violation of our Acceptable Use Policy; or (d) liability that cannot be limited under applicable law.

You agree to defend, indemnify, and hold harmless Medical Supplai and its affiliates, officers, employees, and agents from and against any claims, damages, liabilities, and expenses (including reasonable attorneys' fees) arising out of or related to: (i) your Customer Data; (ii) your violation of these Terms or applicable law; or (iii) your violation of any third-party rights.

Medical Supplai will defend you against any third-party claim that the Service, when used as authorized, infringes such third party's intellectual property rights, and pay damages finally awarded by a court of competent jurisdiction, subject to the limitations in Section 12.

These Terms remain in effect during your subscription term and any renewal period. Either party may terminate for material breach if the breach is not cured within 30 days of written notice. You may cancel your subscription at any time, effective at the end of the then-current billing period.

Upon termination: (a) your right to access the Service ends; (b) you remain responsible for any outstanding fees; and (c) sections that by their nature should survive (including Sections 5, 9, 10, 11, 12, 13, and 16) will survive.

We may update these Terms from time to time. If we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect. Continued use of the Service after the effective date of the updated Terms constitutes acceptance of the changes.

These Terms are governed by the laws of the State of California, without regard to its conflict-of-law principles. The parties consent to the exclusive jurisdiction and venue of the state and federal courts located in San Francisco County, California for any dispute arising out of or related to these Terms, except that either party may seek injunctive relief in any court of competent jurisdiction.

You and Medical Supplai agree that any dispute will be resolved on an individual basis. You waive any right to participate in a class action or class-wide arbitration.

Questions about these Terms? Get in touch.

These Terms are provided as a general framework and do not constitute legal advice. Medical Supplai recommends that practices consult their own counsel regarding healthcare compliance obligations.