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Terms and Conditions

Effective Date: April 26, 2025 (or later date shown in-app)
Last Updated: February 22, 2026

This Website and any related mobile application (collectively, the “Services”) are operated by NOTE 360 (“Note360,” “we,” “our,” or “us”), headquartered in Plano, Texas 75074.

These Terms and Conditions (“Terms”) govern your access to and use of the Services. By accessing or using the Services, or purchasing/subscribing to any plan, you agree to be bound by these Terms in their entirety. If you do not agree, you must stop using the Services.

Any person or entity that interacts with the Services through crawlers, robots, browsers, data mining/extraction tools, or other automated functionality is deemed to be using the Services and is bound by these Terms.

1) Our Services

Note360 is a HIPAA-compliant, AI-powered Software-as-a-Service (SaaS) platform designed to support licensed healthcare providers and authorized healthcare teams with clinical documentation intelligence.

Core capabilities may include (depending on plan and availability):

  • Real-time clinical documentation and transcription using AI.
  • Automatic summarization and structured note generation (e.g., SOAP).
  • Pre-signature clinical intelligence (live guidance) including medical necessity, documentation completeness, and medicolegal documentation checks.
  • Post-signature retro clinical review (analysis of finalized notes) for billing/coding validation, note health, compliance readiness, and value-based care (VBC) gap insights.
  • AI-assisted search engine (“Ask AI 360”) to support documentation workflows.
  • Integration capabilities with eClinicalWorks (eCW) and other systems as offered.
  • Optional telemedicine tools (typically offered in enterprise plans).

Important: Note360 is a documentation support platform. It does not provide medical advice, diagnosis, or treatment and is not a substitute for professional clinical judgment.

2) Plans, Packaging, and Feature Availability

2.1 Clinician Plans

Note360 may offer clinician-facing subscriptions such as:

  • Basic (monthly subscription)
  • Essential (monthly subscription)

Plan pricing and included limits (including any included retro review volumes) are shown during signup, within the application, or otherwise communicated to you.

2.2 Enterprise Plans

Enterprise plans are available for teams, clinics, organizations, and platform partners and may include:

  • Group/volume discounts
  • Advanced integrations
  • Administrative and compliance workflows
  • Telemedicine module (where offered)
  • White labeling and workflow customization

Enterprise pricing is provided through direct consultation.

2.3 Retro Review Volumes and Overages

Some plans may include a limited number of retrospective clinical reviews per month. Additional retro reviews may be available for purchase at a per-note rate communicated in-app, on your invoice, or in a signed order form.

2.4 “Unlimited” / Fair Use

Where a plan is described as “unlimited,” it is subject to fair use and intended for legitimate clinical documentation workflows. We may implement reasonable usage safeguards (e.g., rate limits, duration caps, session limits, or re-run limits) to protect service quality, security, and cost stability.

3) Payment Terms and Billing

3.1 Payment Processor

Note360 uses Stripe as a third-party payment processor. By purchasing a subscription, you agree to Stripe’s terms and policies that govern payment processing.

3.2 Billing and Auto-Renewal

Subscriptions automatically renew unless canceled. You authorize Note360 (via Stripe) to charge your payment method regularly according to the billing cycle you selected.

3.3 Failed Payments

If a payment fails or is declined, we may suspend or terminate access until payment is received. You are responsible for maintaining accurate billing information.

3.4 Taxes

Fees are exclusive of applicable taxes, which may be added where required. You are responsible for applicable taxes.

3.5 Price Changes

We may change fees from time to time and will communicate changes in accordance with applicable law and/or in-app notice. Pricing displayed in-app at the time of purchase governs for that purchase.

3.6 No Refunds

Unless required by law or expressly stated in a written order form, payments are non-refundable. You may cancel at any time; cancellation takes effect at the end of the current paid term.

4) Free Trial

We may offer a 30-day free trial to eligible new users (as stated on our website or in-app). No credit card required to begin the trial.

At the end of the trial period, access may be suspended unless you select a paid plan. You may cancel during the trial without charges.

Trial eligibility, duration, and included features may change and are governed by the offer shown at signup.

5) User Registration and Account Security

You may be required to register to use the Services. You agree to:

  • Keep your credentials confidential.
  • Be responsible for all activity on your account.
  • Provide accurate, current information and keep it updated.

We may remove, reclaim, or change a username that is inappropriate, obscene, or otherwise objectionable.

6) Eligibility and Representations

By using the Services, you represent that:

  • You are a licensed healthcare provider or an authorized user affiliated with a healthcare organization.
  • If you use the Services on behalf of an organization, you have the authority to bind that organization.
  • You will comply with all applicable laws and regulations, including HIPAA.
  • You are at least 13 years old (or the legal age in your jurisdiction).

7) Acceptable Use and Prohibited Activities

You agree to use Note360 only for lawful purposes and in accordance with these Terms.

You must not:

  • Input false, fraudulent, or unlawfully obtained patient information.
  • Use AI tools to fabricate, misrepresent, or manipulate clinical documentation.
  • Use the Services to provide unlicensed care or illegal medical advice.
  • Reverse engineer, resell, scrape, or exploit the Services.
  • Use automated tools to extract content or data without written permission.
  • Interfere with platform operations or security.
  • Attempt to circumvent authentication, authorization, or security controls.

We may (but are not obligated to) monitor usage and may suspend or terminate access for violations.

8) Electronic Communications

Using the Services, sending emails, and completing online forms constitute electronic communications. You consent to receive communications electronically and agree that electronic records satisfy any legal writing requirements.

9) Intellectual Property

Note360 owns all intellectual property rights to the Services (including software, models, algorithms, interfaces, and branding). Except as expressly permitted, no rights are granted to you.

The Note360 platform, including its underlying software, models, workflows, and documentation, constitutes proprietary and confidential technology of Note360.

You agree to use reasonable efforts to protect Note360’s intellectual property and to promptly report suspected infringement.

10) Ownership of User Content; De-Identified Data; Feedback

10.1 User Content

You retain ownership of content you upload or input into the Services, including clinical notes and patient data (“User Content”). You grant Note360 a limited license to use User Content solely to:

  • Operate and maintain the Services
  • Provide support and troubleshooting
  • Perform backups and disaster recovery
  • Comply with legal/regulatory requirements

10.2 De-Identified Data

Note360 may use aggregated and de-identified data derived from User Content for analytics, model improvement, research, benchmarking, and product development. De-identification will follow HIPAA standards (45 CFR §164.514).

10.3 Feedback

If you provide suggestions or feedback, you grant Note360 a worldwide, perpetual, irrevocable, royalty-free license to use and incorporate that feedback without compensation. We will not publicly attribute feedback to you without consent.

11) DMCA Policy

If you believe copyrighted material is infringed, notify our DMCA Agent:

  • Email: fmohamed@note360.ai
  • Mail: Plano, Texas 75074
  • Subject: “DMCA Takedown Request.”

Your notice must include: description of the work, location (URL), contact info, good-faith statement, accuracy statement under penalty of perjury, and signature.

12) HIPAA and Data Privacy Compliance

Note360 is committed to safeguarding Protected Health Information (PHI) under HIPAA and applicable privacy laws.

  • PHI is stored and transmitted using encryption and secure access controls.
  • Access is limited to authorized users; you are responsible for your organization’s access configuration and credential management.
  • Where required, Note360 uses vendors under appropriate contractual protections (including BAAs when applicable).

Your responsibilities: You are responsible for ensuring you have legal authority and required consents to input PHI into the Services.

13) Corrections

We may correct typographical errors, inaccuracies, or omissions (including pricing and availability) and update information without prior notice.

14) Disclaimers

THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE FULLEST EXTENT PERMITTED BY LAW, NOTE360 DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

15) AI-Generated Content; Clinical Responsibility; Telemedicine

15.1 No Medical Advice

AI outputs are documentation support only and do not constitute medical advice. You remain solely responsible for clinical judgment, documentation accuracy, coding decisions, and regulatory compliance.

15.2 Potential AI Limitations

AI outputs may include inaccuracies, omissions, or “hallucinations.” You must review and validate all AI-generated content before use.

15.3 Third-Party Providers

Note360 may integrate with third-party providers for AI, transcription, infrastructure, or communications (e.g., cloud services, language model providers, speech-to-text providers). Where required, we maintain contractual safeguards consistent with applicable privacy obligations.

15.4 Telemedicine

If telemedicine tools are provided, Note360 provides a secure communication channel and documentation assistance. Note360 is not a telehealth provider and does not deliver clinical care.

16) Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, NOTE360 AND ITS AFFILIATES, OFFICERS, EMPLOYEES, AND CONTRACTORS SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING MEDICAL ERRORS, LOST PROFITS, LOSS OF DATA, REGULATORY ACTIONS, OR MALPRACTICE CLAIMS ARISING FROM OR RELATED TO YOUR USE OF THE SERVICES OR RELIANCE ON AI OUTPUTS.

17) Indemnification

You agree to indemnify and hold harmless Note360 from claims, liabilities, damages, losses, and expenses (including attorneys’ fees) arising from:

  • Your use or misuse of the Services
  • Your violation of these Terms or applicable laws
  • Your failure to validate AI-generated content
  • Your handling of PHI and regulatory compliance

18) Confidentiality

Each party may receive confidential information. You agree to protect Note360’s confidential information (including technology, documentation, and non-public product details) and not disclose it except as required by law.

PHI is governed separately under HIPAA and applicable privacy laws.

19) Termination

We may suspend or terminate access if you violate these Terms, compromise security, misuse PHI, or violate HIPAA.

You may cancel at any time. Upon termination, access to features may cease; we may retain data as required by law and legitimate operational needs (e.g., security, backup, compliance).

20) California Consumer Rights Notice

Under California Civil Code §1789.3, California residents may contact the Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs at 1625 North Market Blvd., Suite N-112, Sacramento, CA 95834 or (800) 952-5210.

21) Governing Law

These Terms are governed by the laws of the State of Texas, excluding conflict-of-law principles.

22) Dispute Resolution

Informal Negotiations

Parties agree to attempt good-faith informal negotiation for at least 30 days before arbitration.

Binding Arbitration

Disputes will be resolved by binding arbitration under the AAA Commercial Arbitration Rules and, where applicable, the AAA Consumer Rules. The arbitration venue will be in Texas (Collin County), unless required otherwise by applicable law.

Time limit: No dispute may be commenced more than one (1) year after the cause of action arose, to the extent permitted by law.

23) Assignment

Neither party may assign these Terms without prior written consent, except in connection with a merger, acquisition, or sale of substantially all relevant assets.

24) Severability

If any provision is held invalid or unenforceable, the remaining provisions remain in effect.

25) Waiver

Failure to enforce a provision is not a waiver of future enforcement.

26) Force Majeure

Neither party is liable for delays or failures due to events beyond reasonable control (excluding payment obligations).

27) Changes to Terms

We may revise these Terms from time to time. Material changes will be communicated via email or in-app notice. Continued use after the effective date constitutes acceptance.

28) Contact Us

Questions about these Terms?

  • Email: fmohamed@note360.ai
  • Address: Plano, Texas 75074