PracticeHQ Terms of Service

Instrument: ACCT-01 | Version: 2026-09-07.5 | Effective date: September 9, 2026

These Terms are an agreement between you and Vytivo, Inc., a Delaware corporation (Vytivo, we or us), the operator of PracticeHQ. They govern your individual account and use of our technology. They do not replace a treating practice's patient agreement, Notice of Privacy Practices or clinical responsibilities. Professional users also receive the separate Professional User Terms. A practice's business contract is not replaced by these individual Terms.

1. Eligibility and account security

The current service is for legally competent adults acting for themselves. You must meet the applicable legal adulthood and capacity requirements for the account and actions you take; reaching age 18 alone is not a representation that every state's requirements have been satisfied. This version does not offer minor, guardian-managed, proxy or delegated clinical accounts. A person who has a legal right to act for someone else can contact the practice or our privacy contact for the applicable nonportal process; the absence of a portal feature does not waive that right.

Provide accurate account and contact information and keep it current. Protect your password, authentication factors and devices, use security features made available for your role, and notify support@mypracticehq.com promptly of suspected unauthorized use. Do not share credentials or let someone act as you. You are responsible for your own authorized use and misconduct, not automatically for every unauthorized act by another person or for our security failures.

2. Practice workspaces and care

Clinical information and care functions belong within separately controlled workspaces for named practices. A practice's authorized workforce may use its workspace for lawful practice purposes. A common login does not merge records from different practices or independently authorize sharing between them. Connecting to a practice is a separate action, not a blanket medical-record release.

Outside those workspaces, your login may remain for identity, authentication, legal history, support, security and limited relationship routing. It is not an independent personal health record. It does not provide patient-only health uploads, ongoing external health-source synchronization, personal-health AI or a merged cross-practice clinical view.

The named practice and professionals are responsible for the care they provide, clinical decisions, prescriptions, orders and their records. Vytivo supplies technology and is responsible for its own services and conduct. Our operation of the platform does not itself make us your clinician, and this distinction does not erase any actual professional relationship you have with a practice.

PracticeHQ is not an emergency service. For an emergency, call 911 or the appropriate local emergency number or go to an emergency department. Do not rely on portal messages or AI output for immediate help. A practice's response hours and clinical contact arrangements are separate from platform technical support.

3. Separate choices, notices and permissions

The Platform Privacy Notice explains information handling, and AI notices explain relevant AI functions. Receipt of a notice is not a blanket consent. These Terms do not supply treatment or telehealth consent; consent to recording, transcription or AI Scribe; an external-source or third-party disclosure direction; a marketing consent; a payment mandate; or authority for specially protected records. Those functions use the applicable separate interaction.

Recording may be the practice's default workflow only after the required prior permissions are obtained. You may decline an individual recording and request that capture stop. Recorded groups have their own disclosed participation conditions, subject to mandatory protections. No agreement to these Terms overrides your separate refusal or withdrawal.

4. AI and permitted content processing

AI may help organize information and prepare drafts within authorized practice services. AI can omit facts, misinterpret information or produce plausible but incorrect statements. It does not independently replace a clinician. Responsible professionals must review material clinical output before using it for care or presenting it as reviewed clinical direction. A direct AI interaction, if separately offered, must identify itself and its limits; these Terms do not activate one.

You retain the rights you have in information you lawfully provide. You permit Vytivo to host, process, transmit, display, secure and support that information only as needed for the authorized service, applicable practice instructions and lawful obligations. This limited permission is subject to privacy law, our practice agreements and any required separate consent or authorization. It does not give another practice access or transfer ownership of a clinical record.

Vytivo will not use patient or practice content, including recordings, transcripts, prompts, outputs, edits and their de-identified derivatives, to train or fine-tune AI models. We will impose corresponding contractual restrictions on AI and processing providers receiving that content. Necessary service delivery, support, security, error investigation, narrowly controlled safety/quality review, lawful de-identified operational analytics and practice-controlled templates or configuration remain permitted within their lawful purposes. A contractual restriction is not a guarantee that a vendor is incapable of violating it.

5. Acceptable use and platform rights

You may use the functions made available to you for lawful, authorized purposes. You may not impersonate another person, access another person's information without authority, evade permissions, interfere with service, introduce malicious code, misuse credentials, harass or threaten others, or upload content that infringes another person's rights. You may not independently record other participants through PracticeHQ without the required authority. You may not scrape protected content at scale, resell access or reverse engineer the service except to the extent law protects that activity. Good-faith security reporting and legally protected investigation are not prohibited; arrange intrusive testing with us beforehand when legally required.

Vytivo and its licensors retain their rights in the platform, software, design and documentation, excluding your content and the applicable practice's materials. We grant you a limited, nonexclusive right to use the platform as provided during your authorized access. This does not restrict your rights in your own information, medical records or lawfully obtained copies.

You may provide suggestions. For voluntary, nonconfidential product suggestions that do not contain patient or practice content, confidential information or material you lack authority to license, you give Vytivo a nonexclusive, perpetual, worldwide, transferable, royalty-free right to use and adapt the suggestions to improve its products. Supplied protocols, knowledge bases, clinical exemplars, custom instructions and practice-specific content adaptations are not unrestricted feedback merely because they are submitted through an account, configuration tool or support ticket. This feedback license does not authorize their sale, licensing or reuse for another practice. The applicable rights holder's separate written permission is required for such reuse. The limited service-processing permission and no-training rule remain unchanged. We receive no right to use your name or likeness in publicity without separate permission.

6. Fees and outside services

An account fee owed directly to Vytivo applies only if its amount and material terms are disclosed and you accept the particular purchase or service arrangement. These Terms do not authorize us to begin charging a previously free patient account or charge a stored payment method. Practice care fees, laboratory charges, marketplace purchases and subscriptions are governed by the applicable identified provider's terms and transaction, not inferred from account use.

External services may have their own terms and privacy practices. We are responsible for our own integration, disclosure and contractual duties; the fact that another entity participates does not eliminate those duties. You should review an external service's presented terms before choosing it. No third-party link silently authorizes a new disclosure of your clinical information.

7. Availability, changes and account restrictions

PracticeHQ may evolve during alpha, beta and later service. We may maintain, improve or change features and may discontinue a function consistent with our agreements and law. We do not promise every proposed feature, uninterrupted availability, permanent availability of an optional convenience or a particular third-party product. This flexibility does not excuse required security, privacy, record access or other mandatory duties.

We use commercially reasonable efforts to respond to technical-support requests as soon as reasonably practicable, prioritizing material security issues, loss of essential record access and interruptions to essential platform services. We will provide available information and reasonable next steps concerning material issues. No fixed response or resolution time or continuous live-support coverage is promised unless expressly provided in a separate applicable service agreement. This standard does not limit our legal duties, applicable practice-agreement safeguards, required security or breach notifications, or deadlines for individual-rights requests. It is not a promise of a clinical response from your practice.

We may restrict an account or affected function for material misuse, a material breach of these Terms, a credible security or safety risk, or legal necessity. A restriction will be reasonably proportionate to the issue. Where practicable and lawful, we will explain the reason and a way to resolve it; urgent protective action may come first. We will preserve an appropriate route for legal-history retrieval, account security, privacy requests and required practice-record access rather than treating suspension as a waiver of those functions.

You may request closure through support@mypracticehq.com or an available account control. Closure or practice disconnection does not by itself erase practice records, terminate care, revoke a separate consent, cancel a separate payment obligation or retrieve copies already delivered. Each separate choice can be addressed through its own route. Retained information remains subject to the applicable notice, law, agreement, record schedule and hold.

8. Warranties and remedies

We will exercise reasonable care in providing our platform services and perform our express privacy and security commitments. Report a material platform problem to support@mypracticehq.com so we can investigate and take appropriate corrective action.

Except for those express undertakings and rights that cannot lawfully be excluded, the technology and informational outputs are provided as available, without additional warranties of merchantability, fitness for a particular purpose or noninfringement. We do not warrant that every output is correct, every defect will be prevented, or the platform is suitable for an emergency. This paragraph does not disclaim the practice's professional duties, our own express protected-data promises or a mandatory consumer remedy.

9. Allocation of platform liability

To the extent permitted by law, neither you nor Vytivo is liable to the other under these Terms for unforeseeable loss or indirect, consequential, special, exemplary or punitive damages arising from the platform relationship. This does not eliminate direct, reasonably incurred record-restoration, legally required notification or incident-response costs merely because an information incident is involved.

For claims within these Terms, Vytivo's aggregate monetary liability is limited to the greater of $1,000 or the direct platform fees you paid Vytivo in the 12 months before the event giving rise to the claim. For claims arising from Vytivo's breach of its confidentiality, privacy, security or no-training commitments, the aggregate limit instead is the greater of $10,000 or three times those fees. The higher limit replaces, rather than adds to, the ordinary limit for the affected claims. Fees paid to a practice or other provider are not direct platform fees.

Neither the damage exclusions nor the limits apply to fraud, willful misconduct, gross negligence, death or bodily injury caused by negligence, or liability or remedies that applicable law does not allow to be limited. They do not excuse required performance, diminish statutory patient rights, prevent regulatory relief or limit claims against a practice for its own care. We do not require you to indemnify us for our conduct or to pay a penalty for exercising a right. Each person remains responsible for their own unlawful conduct under applicable law. Where a limitation cannot lawfully apply, the otherwise available remedy remains.

10. Changes to these Terms

We will identify the version and effective date of changed Terms and give appropriate notice. A material change to fees, risk allocation, rights or permitted uses requires new affirmative agreement before it is applied to future optional use, unless a narrower prospective change is required by law or necessary to address an urgent security condition. Routine wording, contact or technical updates do not require repeated signatures. We will not treat continued use alone as consent to a new disclosure purpose or new charge that requires a separate agreement.

Changes do not rewrite the version applicable to an earlier event, erase historical evidence or retroactively waive an accrued claim. When you do not accept a material new account contract, we may end optional prospective platform use on reasonable notice, while preserving required rights, record-access routing and a lawful transition.

11. Electronic records and communications

By taking the acceptance action below, you intend to sign these Terms electronically. We will provide a retainable copy and a way to obtain your account agreement history. Where a law requires particular consumer information in writing and additional consent to electronic delivery is necessary, we will present the applicable delivery terms and paper/withdrawal choices separately. Agreeing to these Terms does not waive a paper NPP or other legally required paper option.

Account and legal notices may be delivered through the account or to your current contact address where legally sufficient. A known failed delivery will not be treated as successful delivery. Marketing and regulated calls or texts require their own applicable permission; these Terms are not that permission.

12. Disputes and general provisions

Delaware law governs these Terms except that mandatory consumer, privacy, medical-record and other protections applicable to you remain controlling. A dispute may be brought in a court with appropriate jurisdiction in your state of residence or in Delaware. You retain available small-claims, regulator-complaint and public-relief routes. These Terms contain no arbitration agreement, class-action waiver or jury-trial waiver. They do not shorten a statutory filing period. Either party may seek informal resolution, but contacting us first is not a condition of a mandatory remedy. Each party bears its own legal costs unless a statute or court rule provides otherwise.

These Terms and the expressly applicable individual Professional User Terms are the agreement with Vytivo about this account relationship. They do not bind a nonparty or amend a practice's care contract or Vytivo's customer agreement. A function-specific agreement controls its distinct legal function; notices describe practices but do not supply consent. A severable unenforceable provision does not invalidate the remainder, and delay in enforcing a provision is not a permanent waiver.

You may not transfer an account to another person. Vytivo may assign its platform agreement to an affiliate or successor that assumes its obligations, with notice of a material operator change and subject to applicable data-transfer law. Assignment does not authorize a new clinical disclosure or erase accrued obligations. Provisions concerning protected information, intellectual property, prior conduct, valid risk allocation and disputes survive closure to the extent relevant.

13. Contact and acceptance

Vytivo, Inc.

1007 N Orange St, Suite 3990, Wilmington, DE 19801

Legal: legal@mypracticehq.com | Privacy: privacy@mypracticehq.com | Technical support: support@mypracticehq.com

Acceptance action: “I agree to the PracticeHQ Terms of Service and intend this action to be my electronic signature.” Select Agree to Terms. This action does not signify consent to the separate features or authorizations described in section 3.