Terms of Service

1. Acceptance of Terms

By creating an account or using the Service, you confirm that you are at least 18 years old and have the legal authority to enter into these Terms on behalf of yourself or the organization you represent. If you do not agree to these Terms, you must not use the Service.

These Terms apply to all users of the Service, including administrators, providers, and any personnel granted access by your organization.

2. Description of Service

CareIncite is a practice intelligence platform designed for behavioral health organizations. The Service provides:

• Revenue and billing analytics with provider-level performance tracking.
• Payer mix analysis, reimbursement monitoring, and billing accuracy reporting.
• Data import via CSV (including Notenetic exports) and integrations with platforms such as GoHighLevel.
• Operational dashboards, KPI tracking, and practice growth intelligence.
• Financial reporting via optional QuickBooks Online integration, including cash flow analysis, profit & loss statements, and balance sheet summaries (CashFlowIncite module).

The Service is provided on an "as is" and "as available" basis. We continuously improve the platform and may modify features with reasonable notice.

3. Account Registration & Responsibilities

• You must provide accurate, complete information when creating an account and keep it up to date.
• You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
• You must notify us immediately at support@careincite.com if you suspect unauthorized access to your account.
• Organization administrators are responsible for managing user access, roles, and permissions within their organization.

4. Subscription & Billing

CareIncite offers subscription-based pricing with the following terms:

• Free Trial: New accounts receive a 14-day free trial with full access to all features. No payment information is required to start the trial.
• Monthly Plans: Subscriptions are billed monthly. Plan details and pricing are available on our website and within the Service.
• Payment Processing: Payments are processed securely through Stripe. By subscribing, you authorize recurring charges to your selected payment method.
• Cancellation: You may cancel your subscription at any time. Access continues through the end of the current billing period. No refunds are issued for partial billing periods.
• Price Changes: We will provide at least 30 days' notice before any pricing changes take effect. Continued use after the effective date constitutes acceptance of the new pricing.

5. Acceptable Use

You agree not to:

• Use the Service for any purpose that is unlawful or prohibited by these Terms.
• Attempt to gain unauthorized access to any part of the Service, other accounts, or systems connected to the Service.
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service.
• Upload malicious code, viruses, or any content designed to disrupt the Service.
• Use the Service to store or transmit data in violation of HIPAA or any other applicable law or regulation.
• Share your account credentials or allow unauthorized individuals to access the Service through your account.
• Resell, sublicense, or distribute the Service without our written consent.

6. Third-Party Integrations & Connected Accounts

CareIncite offers optional integrations with third-party services, including Intuit QuickBooks Online and GoHighLevel. By connecting a third-party account, you agree to the following:

• Authorization: You authorize CareIncite to access your third-party account data via OAuth 2.0 on behalf of your organization. You represent that you have the authority to grant this access.
• Scope of Access: For QuickBooks Online, CareIncite requests read-only access to financial reports (Profit & Loss, Balance Sheet, Cash Flow Statement), chart of accounts, invoices, and bill payment data. CareIncite does not modify, create, or delete any records in your QuickBooks account.
• Token Storage: Authentication tokens are encrypted at rest using Supabase Vault (pgsodium) and are never exposed to client-side code or stored in plain text.
• Disconnect & Data Removal: You may disconnect any third-party integration at any time from your CareIncite settings. Upon disconnection, all stored authentication tokens are immediately and permanently deleted. Cached financial data synced from the third-party service is deleted within 30 days of disconnection.
• No Warranty: We do not guarantee the availability, accuracy, or completeness of data retrieved from third-party services. Third-party integrations are subject to the terms and availability of the respective providers.
• Your Responsibility: You are responsible for ensuring that connecting your third-party accounts complies with your organization's policies and any applicable laws or regulations.

7. Data Ownership

You retain full ownership of your data. All practice data, billing records, provider information, and other content you upload or generate through the Service remains your property.

You grant us a limited, non-exclusive license to process, store, and display your data solely for the purpose of providing the Service to you. This license terminates when you delete your data or close your account.

Upon account termination, you may request an export of your data. After the 90-day retention period described in our Privacy Policy, your data will be permanently deleted from our systems.

8. HIPAA & Compliance

CareIncite is designed with HIPAA-compliant architecture. We implement administrative, physical, and technical safeguards to protect Protected Health Information (PHI) in accordance with the HIPAA Security Rule.

If your organization is a Covered Entity or Business Associate under HIPAA and you will use the Service to process PHI, a Business Associate Agreement (BAA) must be executed before PHI is uploaded. Contact support@careincite.com to request a BAA.

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

9. Intellectual Property

The Service, including its design, code, features, documentation, and the CareIncite and GrowthIncite names and logos, are the intellectual property of Triple Threat Mathematics LLC and are protected by copyright, trademark, and other intellectual property laws.

Nothing in these Terms grants you any right, title, or interest in our intellectual property except for the limited right to use the Service as described herein.

10. Limitation of Liability

To the maximum extent permitted by applicable law:

• The Service is provided "as is" without warranties of any kind, whether express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.
• We are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service.
• Our total liability for any claims arising under these Terms shall not exceed the amount you paid for the Service during the twelve (12) months preceding the claim.
• We are not responsible for decisions made based on data or reports generated by the Service. You are solely responsible for verifying the accuracy of outputs and making independent business decisions.

11. Termination

Either party may terminate this agreement at any time:

• By You: Cancel your subscription through the Service or by contacting us. Access continues through the end of the current billing period.
• By Us: We may suspend or terminate your access if you violate these Terms, fail to pay subscription fees, or if continued service poses a security risk. We will provide reasonable notice except in cases of egregious violations.

Upon termination, your right to use the Service ceases immediately. Sections relating to data ownership, limitation of liability, intellectual property, and governing law survive termination.

12. Governing Law

These Terms are governed by and construed in accordance with the laws of the State of Maryland, without regard to its conflict of law provisions. Any disputes arising from these Terms or the Service shall be resolved in the state or federal courts located in Maryland, and you consent to the personal jurisdiction of such courts.

13. Changes to Terms

We reserve the right to modify these Terms at any time. When we make material changes, we will notify you via email or through a prominent notice within the Service at least 30 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the revised Terms. If you do not agree to the updated Terms, you must stop using the Service and cancel your subscription.

14. Contact Information

If you have questions about these Terms, contact us at: