Terms & Conditions

Acceptance of Terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("User," "Practitioner," "you") and SomaSyncAI ("Company," "we," "us," "our"). By creating an account, accessing, or using any part of our platform at somasyncai.com, you confirm you have read, understood, and agree to these Terms and our Privacy Policy.

We reserve the right to modify these Terms at any time. Material changes will be communicated with at least 30 days' notice. Continued use after changes take effect constitutes acceptance.

Description of Services

SomaSyncAI provides an AI-powered clinical documentation platform offering live in-ear guidance, automatic SOAP note generation, voice charting, and long-term treatment memory for licensed healthcare practitioners. Our services include:

• Real-time voice-to-documentation processing during clinical assessments
• Automatic SOAP note generation from spoken clinical observations
• Hands-free voice charting during treatment sessions
• Long-term patient session history and pattern tracking
• AI-generated clinical insights and documentation suggestions

Eligibility

SomaSyncAI is intended for use by licensed or otherwise qualified healthcare and wellness practitioners. To use the platform, you must:

• Be at least 18 years of age
• Be a licensed or qualified healthcare professional, wellness practitioner, or operate in a professional clinical capacity
• Have the legal capacity to enter into binding agreements
• Not be previously suspended or banned from our platform
• Comply with all applicable professional licensing and regulatory requirements in your jurisdiction

By registering, you represent and warrant that you meet all eligibility requirements.

Account Responsibilities

• Provide accurate, current, and complete information during registration and maintain it
• Keep your login credentials secure and confidential
• Not share account access with unauthorised individuals
• Notify us immediately at [email protected] if you suspect unauthorised account access
• Accept responsibility for all activities conducted under your account

Permitted Use

SomaSyncAI grants you a limited, non-exclusive, non-transferable, revocable licence to access and use the platform for professional clinical documentation purposes, subject to these Terms.

• Generate clinical documentation for patients under your professional care
• Use AI-assisted insights to support your own professional documentation workflow
• Access and review historical session records within your account
• Use the platform in accordance with your professional scope of practice

Prohibited Conduct

• Reverse engineering, decompiling, or attempting to extract source code or AI models
• Using automated scripts, bots, or scrapers to access the platform
• Entering patient data without obtaining appropriate patient consent
• Using the platform outside your licensed scope of professional practice
• Submitting AI-generated documentation to patient records without human review and verification
• Commercially reselling or redistributing AI outputs without written consent
• Sharing, publishing, or disclosing another user's data without authorisation
• Uploading malicious code or attempting to interfere with platform security
• Impersonating any person, entity, or professional credential

Practitioner Responsibilities Healthcare Compliance

As a licensed professional using SomaSyncAI, you assume full responsibility for:

• Patient Consent: Obtaining informed consent from patients before documenting any patient information using our platform
• Documentation Verification: Reviewing, verifying, and approving all AI-generated documentation before it is used in official patient records or submitted for billing
• Regulatory Compliance: Ensuring your use of SomaSyncAI complies with all applicable laws, including HIPAA, California confidentiality laws, and your professional licensing board's requirements
• Scope of Practice: Using the platform only within your licensed and permitted scope of professional practice
• Clinical Judgment: Applying your own independent professional judgment to all treatment decisions — AI outputs are suggestions only

No Clinical Reliance

SomaSyncAI does not guarantee:

• The diagnostic accuracy of any AI-generated content
• The clinical appropriateness of any suggested documentation
• Any specific treatment or patient outcomes
• That AI outputs meet the documentation standards of any particular regulatory body

All clinical decisions remain the sole professional responsibility of the licensed practitioner.

HIPAA Awareness Healthcare Compliance

SomaSyncAI is a software tool designed to assist licensed professionals with clinical documentation. We are committed to reasonable data security and privacy practices.

We recommend practitioners consult with a healthcare compliance attorney to determine their regulatory obligations when using third-party documentation tools.

Subscriptions & Payments

• Billing: Paid plans are billed on a recurring monthly or annual basis unless cancelled prior to renewal
• Cancellation: Cancel at any time via account settings; access continues through the end of the billing period
• Refunds: Fees are generally non-refundable except as required by applicable California law
• Price Changes: At least 30 days' notice will be provided before any subscription price changes
• Free Trials: Where offered, free trials automatically convert to paid plans unless cancelled before the trial period ends
• California Auto-Renewal: In compliance with California Business and Professions Code §17601, automatic renewal terms are disclosed clearly at the time of purchase. You will receive advance notice before any renewal charge.

AI Output Limitations AI Transparency

In accordance with evolving California AI transparency expectations, we disclose the following:

• AI-Generated Content: Documentation, notes, and suggestions produced by our platform are generated by artificial intelligence and may contain errors, omissions, or inaccuracies
• Hallucination Risk: AI systems can generate plausible but factually incorrect information. All AI outputs must be reviewed by a qualified professional before use
• No Autonomous Clinical Decisions: SomaSyncAI does not make autonomous clinical or medical decisions. All outputs require human review and verification
• Bias Disclosure: AI models may reflect biases present in training data. We continuously work to identify and mitigate these limitations
• Verification Requirement: Practitioners must review and verify all AI-generated documentation before including it in official patient records or submitting for billing or insurance purposes

Intellectual Property

All platform technology, AI models, software, content, branding, and intellectual property are owned by or licensed to SomaSyncAI and protected by applicable law.

Your Content: You retain ownership of clinical notes and data you create. By submitting content, you grant us a limited licence to process it to provide our services and improve the platform.

AI Outputs: Documentation generated using our AI is provided for your professional use. Commercial redistribution of AI outputs without written consent is prohibited.

Limitation of Liability

Our aggregate liability for claims arising under these Terms shall not exceed the total amount you paid to us in the 12 months preceding the claim.

We make no warranties — express or implied — regarding the accuracy, completeness, clinical appropriateness, or fitness for a particular professional purpose of AI-generated documentation. Practitioners assume full responsibility for reviewing and using AI outputs in their professional practice.

Nothing in these Terms limits liability that cannot be excluded under California law, including liability for fraud, gross negligence, or wilful misconduct.

Termination

• By You: Delete your account via account settings or contact support at any time
• By Us: We may suspend or terminate access immediately for material breach of these Terms, fraudulent activity, or as required by law — with notice where reasonably practicable

Upon termination, your right to use the platform ceases. Provisions that by nature should survive — including IP rights, limitation of liability, and dispute resolution — will continue in effect.

Governing Law — California California Law

These Terms are governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law principles. Except as provided in the arbitration section below, any permitted court proceeding arising from these Terms or your use of SomaSyncAI shall be brought in the state or federal courts located in Stanislaus County, California, and you consent to that jurisdiction and venue.

Nothing in these Terms waives any rights you may have under California consumer protection laws. If you are a California resident, you may contact the California Attorney General's Office or the California Department of Consumer Affairs regarding your rights.

If any provision of these Terms is found to be unenforceable under California law, the remaining provisions will continue in full force.

Dispute Resolution — Arbitration California Terms

Mutual agreement to arbitrate. Except for the exclusions below, you and SomaSyncAI agree that any dispute, claim, or controversy arising out of or relating to these Terms, the Services, your account, or the relationship between you and SomaSyncAI will be resolved by final and binding arbitration rather than in court.

Process and location. The arbitration will be administered by the American Arbitration Association under its applicable rules. The arbitration will ordinarily be conducted remotely or, if an in-person hearing is necessary, in Stanislaus County, California, unless you and SomaSyncAI agree otherwise. The arbitrator may award the same individual remedies that a court could award under applicable law.

Small claims and exclusions. Either party may bring an eligible individual claim in small claims court. Either party may also seek temporary or emergency injunctive relief from a court in Stanislaus County, California to protect confidential information, personal information, intellectual property, or system security while arbitration is pending. Claims that applicable law does not permit to be arbitrated are excluded from this section.

Individual proceedings. Arbitration will be conducted on an individual basis. Unless you and SomaSyncAI expressly agree otherwise, the arbitrator may not combine the claims of multiple people or conduct a class, representative, or collective proceeding. This paragraph applies only to the extent permitted by applicable law.

Opt-out. You may opt out of this arbitration agreement by sending written notice to [email protected] within 30 days after you first accept these Terms. Your notice must include your name, account email, and a clear statement that you are opting out of the arbitration provision. Opting out does not affect the other provisions of these Terms.

Practice and client relationships. This arbitration section governs disputes between SomaSyncAI and the person or organization that accepts these Terms. It does not automatically bind a practice's clients, patients, or other third parties. A practice remains responsible for using separate, legally reviewed client-facing consent and privacy documents where appropriate.

Agency and non-waivable rights. Nothing in this section prevents you from reporting concerns to a government or regulatory agency, cooperating with an investigation, or exercising rights that cannot legally be waived. If any portion of this section is found unenforceable, the remaining portions will remain effective to the fullest extent permitted by law.

Contact

For questions about these Terms, compliance enquiries, or BAA requests, please contact our legal team.