1. Acceptance of Terms
By accessing or using SOAPBox AI ("Service"), operated by Simplicity Group Advisors, LLC ("Company," "we," "us"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree, you may not use the Service. These Terms apply to all users, including healthcare professionals and authorized staff members. Use of the Service also constitutes acceptance of our Privacy Policy.
2. Description of Service
SOAPBox AI provides AI-powered transcription and clinical documentation tools designed for Speech-Language Pathologists and other healthcare professionals. The Service includes:
- Audio recording and AI-generated transcription of therapy sessions
- Automated SOAP note generation and clinical documentation
- Plan of Care and progress report generation
- Team collaboration and practice management features
- EMR integration via browser extension
- Data export and report generation
3. Account Registration and Security
To use the Service, you must create an account with accurate information. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. You must immediately notify us of any unauthorized use.
You must be at least 18 years old and have legal authority to enter into these Terms. If using the Service on behalf of an organization, you represent that you have authority to bind that organization.
4. Healthcare Professional Responsibilities
As a healthcare professional using the Service, you acknowledge and agree that:
- You are solely responsible for obtaining appropriate informed consent from clients before recording therapy sessions
- You must review and verify all AI-generated content before use in clinical documentation or patient records
- The Service is a documentation tool and does not provide medical advice, clinical recommendations, or diagnostic guidance
- You retain full clinical responsibility for all documentation accuracy and treatment decisions
- You must comply with all applicable laws and regulations, including HIPAA, state licensure requirements, and professional ethics standards
5. Acceptable Use
You agree not to:
- Violate any applicable laws, regulations, or professional standards
- Upload or process content that infringes on third-party rights, including intellectual property and privacy rights
- Transmit malicious code, viruses, or harmful content
- Attempt unauthorized access to our systems or other users' accounts
- Use the Service for any purpose other than legitimate healthcare documentation
- Share account credentials with unauthorized individuals
- Resell, sublicense, or redistribute the Service without written authorization
- Interfere with or disrupt the integrity or performance of the Service
- Use automated tools to scrape, harvest, or extract data from the Service
6. Subscription Plans and Payment
SOAPBox AI offers free and paid subscription plans with varying session limits and features.
- Free Plan: A no-charge basic account with the monthly AI credits and included features shown on the current pricing page
- Paid Plans: Monthly or annual billing with additional capacity and features. Fees are billed in advance and automatically renew unless canceled before the renewal date
- Clinic Plans: Multi-user plans with practice management features
- Cancellation: You may cancel at any time through your account settings or by contacting support. Cancellation takes effect at the end of the current billing period. No prorated refunds for partial periods
- Refunds: Subscription fees are non-refundable except as required by applicable law
We reserve the right to modify pricing with 30 days' notice. Continued use after price changes constitutes acceptance of the new pricing. Payment processing is handled securely by Stripe, Inc.
7. Intellectual Property
The Service, including its software, design, features, and documentation, is owned by the Company and protected by copyright, trademark, and other intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to use the Service for its intended purpose during your subscription period.
Your content: You retain ownership of all content you create, upload, or generate through the Service, including recordings, transcripts, SOAP notes, and clinical documentation. You grant us a limited license to process your content solely for the purpose of providing the Service.
8. AI-Generated Content
The Service uses artificial intelligence to generate transcriptions, SOAP notes, and other clinical documentation. You acknowledge that:
- AI-generated content may contain errors and requires professional review
- You are responsible for verifying accuracy before use in clinical records or patient care
- AI output does not constitute medical advice or replace professional clinical judgment
- We continuously work to improve accuracy but do not guarantee error-free output
9. HIPAA Compliance and Business Associate Agreement
SOAPBox AI is designed to support HIPAA compliance for covered entities. We implement administrative, physical, and technical safeguards to protect Protected Health Information (PHI). The Company will enter into a Business Associate Agreement (BAA) with covered entities as required by HIPAA. Contact alec@slpsoapbox.com to request a BAA. A request or onboarding acknowledgment does not execute a BAA; do not enter PHI until any required agreement has been signed by both parties.
10. Data Handling and Privacy
Your use of the Service is governed by our Privacy Policy, which describes how we collect, use, store, and protect your information, including Protected Health Information. By using the Service, you consent to the data practices described therein.
11. Service Availability
We strive for high availability but do not guarantee uninterrupted access. The Service may be temporarily unavailable for maintenance, updates, or circumstances beyond our control. We will make reasonable efforts to provide advance notice of planned maintenance.
12. 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 WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.
13. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE COMPANY SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL, ARISING FROM YOUR USE OF THE SERVICE.
OUR TOTAL AGGREGATE LIABILITY FOR ANY CLAIMS ARISING FROM THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.
14. Indemnification
You agree to indemnify, defend, and hold harmless the Company, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from your use of the Service, violation of these Terms, or infringement of any third-party rights.
15. Termination
You may terminate your account at any time through account settings or by contacting support. We may suspend or terminate your access for violation of these Terms or for any reason at our discretion, with or without notice.
Upon termination, your right to use the Service ceases immediately. We will retain your data in accordance with our Privacy Policy, applicable legal and contractual requirements, legal holds, and the responsible organization's retention decisions.
16. Changes to Terms
We may modify these Terms at any time. Material changes will be communicated via email or in-app notification at least 30 days before they take effect when these Terms or applicable law requires advance notice. Continued use after changes become effective constitutes acceptance of the revised Terms.
17. Governing Law and Disputes
These Terms are governed by the laws of the State of Georgia, United States, without regard to conflict of law provisions. Any disputes shall be resolved through binding arbitration in accordance with the American Arbitration Association rules, except that either party may seek injunctive relief in courts of competent jurisdiction.
18. Contact Us
For questions about these Terms:
SOAPBox AI
Simplicity Group Advisors, LLC
Email: alec@slpsoapbox.com