Terms & Conditions
1. Agreement to Terms
By accessing apexadmin.ai and using Apex Clinic Admin services, you agree to these Terms & Conditions. If you do not agree, please discontinue use immediately.
Apex Clinic Admin provides AI-powered healthcare administration technology, including CRM systems, voice agents, and communication tools exclusively for healthcare providers.
2. Services Provided
We provide HIPAA-compliant technology services including:
AI voice agents for patient communications
CRM and patient management systems
SMS, email, and voice communication platforms
Treatment tracking and administrative automation
We provide technology tools only. We do not provide medical advice, diagnosis, or treatment.
3. HIPAA & Business Associate Agreement
Apex Clinic Admin operates as a HIPAA Business Associate. All clients must execute a Business Associate Agreement (BAA) before using services that involve Protected Health Information (PHI).
You are responsible for:
Obtaining patient consent for all communications
Complying with HIPAA regulations
Ensuring proper use of patient data
4. Eligibility & Account Security
Our services are for licensed healthcare providers only. You must:
Be at least 18 years of age
Have authority to bind your organization
Maintain confidential account credentials
Notify us immediately of unauthorized access
5. Communications & Messaging
When using SMS and voice services:
You must obtain explicit patient opt-in consent
Patients can opt-out anytime by replying STOP
You must comply with TCPA and A2P regulations
Message and data rates may apply to recipients
Prohibited Uses:
Unsolicited marketing or spam
Messages without patient consent
Illegal or fraudulent content
6. Subscription & Payment
Paid subscription required for service access
Billing occurs monthly or annually as selected
All fees are non-refundable except as required by law
Late payments may result in service suspension
We do not offer free trials; demos available upon request
7. Data Storage & Security
Data stored on secure AWS infrastructure
All data encrypted in transit and at rest
Sub-processors: Twilio, OpenAI, Vapi, N8N
Data retained during active subscription
30 days to retrieve data after termination
You retain ownership of all your data
8. Intellectual Property
The platform, software, and all content (excluding your data) are owned by Apex Clinic Admin. You receive a limited license to use services for your internal business purposes only.
You may not:
Copy, modify, or reverse engineer our software
Resell or sublicense access to services
Use services to develop competing products
9. Warranties & Disclaimers
LIMITED WARRANTY: Services will perform substantially as documented under normal use.
DISCLAIMER: Services provided "AS IS" without warranties of merchantability, fitness for purpose, or non-infringement. We do not warrant uninterrupted, error-free, or secure services.
NO MEDICAL ADVICE: We provide administrative tools only. You are solely responsible for all medical decisions and patient care.
10. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW:
We are not liable for indirect, incidental, or consequential damages
Our total liability shall not exceed amounts paid in the prior 12 months
We are not liable for loss of profits, data, or business interruption
11. Indemnification
You agree to indemnify and hold harmless Apex Clinic Admin from claims arising from:
Your use of services
Your violation of these terms
Your violation of patient privacy or other laws
Medical decisions or patient care you provide
12. Term & Termination
You may terminate anytime; effective at end of billing period
We may terminate immediately for breach or non-payment
Upon termination, access ceases and fees remain due
