TERMS OF SERVICE

Effective Date: May 6, 2025

Welcome to Akashic Health Records. By accessing or using our platform, services, or software (the “Service”), including the Akashic Health Records WordPress plugin, you agree to be bound by the following Terms of Service (“Terms”).

Please read these Terms carefully. If you do not agree with them, you may not access or use the Service.

1. Overview

Akashic Health Records is a healthcare management platform built on the FHIR R4 standard and delivered through a WordPress plugin. The Service allows healthcare providers to manage patient records, appointments, messaging, and clinical data in a HIPAA-aligned environment. All data is stored on our secured infrastructure—not at the client site.

2. Eligibility and Access

To access the Service, you must:

  • Be authorized to act on behalf of a licensed healthcare entity or organization
  • Access the plugin via the WordPress backend using a valid administrator account
  • Use strong passwords and maintain secure login practices, including enabling multi-factor authentication (MFA) for plugin access

You are solely responsible for maintaining the confidentiality of your login credentials and must notify us immediately of any unauthorized access.

3. User Responsibilities

By using the Service, you agree to:

  • Use strong, unique passwords for WordPress and plugin access
  • Only access data for lawful, healthcare-related purposes
  • Ensure compliance with HIPAA or equivalent data protection laws
  • Promptly remove access for users who leave your organization

4. Protected Health Information (PHI)

Akashic Health Records stores electronic Protected Health Information (ePHI) in compliance with HIPAA standards. However, you remain the Covered Entity or Business Associate responsible for authorized use and disclosure of PHI. We provide secure infrastructure and tools but do not assume liability for user misuse of data. A Business Associate Agreement (BAA) is available upon request.

5. Data Security

We implement administrative, technical, and physical safeguards to protect your data, including:

  • Encrypted storage and transmission
  • Multi-factor authentication
  • Access controls and activity auditing

We may update our security measures in response to regulatory changes or threat intelligence.

6. Service Availability and Support

While we strive for high availability, we do not guarantee uninterrupted service. Outages may occur during maintenance or unforeseen events. Technical support is available during business hours or via our support portal.

7. Restrictions on Use

You agree not to:

  • Reverse-engineer, copy, or resell the plugin or platform
  • Use the Service for any illegal or unauthorized purpose
  • Transmit malware or unauthorized scripts
  • Allow unapproved access to PHI or accounts

8. Intellectual Property

All content, software, branding, and documentation are the property of Akashic Health Records and its licensors. You receive no ownership rights except the license to use the Service under these Terms.

9. Disclaimer of Warranties

The Service is provided “as is” and “as available.” We disclaim all warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee clinical outcomes or regulatory compliance on your behalf.

10. Limitation of Liability

We are not liable for any indirect, incidental, or consequential damages arising from your use of the Service. Our total liability is limited to the amount you paid in the 12 months prior to the claim.

11. Termination

We may suspend or terminate your access for violating these Terms or for system integrity reasons. Upon termination, access will be removed, but data may be retained in accordance with our retention policy and legal obligations.

12. Governing Law

These Terms are governed by the laws of the State of [Insert State], without regard to its conflict of law rules.

13. Changes to Terms

We may update these Terms periodically. You will be notified of material changes via email or the plugin interface. Continued use of the Service constitutes acceptance of any updated Terms.

14. Contact

If you have questions or require support:

Akashic Health Records

Code Monkeys, LLC
2069 117th Ave.
Baldwin, WI 54002

contact@codemonkeysllc.com