Terms & Conditions

Agreement to terms

These Terms & Conditions ("Terms") constitute a legally binding agreement made between you, whether personally or on behalf of an entity ("you", "Customer"), and PsychSuite Technologies, LLC ("PsychSuite", "we", "us", or "our"), concerning your access to and use of our software platforms. By accessing or using our services, you agree that you have read, understood, and agreed to be bound by all of these Terms.

Description of services

PsychSuite Technologies provides two primary B2B SaaS (Software as a Service) platforms: PsychSuite (a clinical operating system for interventional psychiatry) and PsychLocal (a local presence platform for patient discovery). We grant you a limited, non-exclusive, non-transferable subscription license to access and use our software during your subscription term. We sell software subscriptions delivered electronically; we do not sell or ship physical products.

Accounts and eligibility

Our services are strictly for business and professional use. By creating an account, you represent and warrant that you are at least 18 years of age, and that you are an authorized representative of the mental health or interventional psychiatry practice you are registering on behalf of, with the authority to bind that entity to these Terms.

Subscription plans, fees and billing

We offer monthly and annual subscription plans. All fees are billed in advance on a recurring basis. By providing a payment method, you authorize us to charge the applicable subscription fees automatically at the start of each renewal period. Payment processing is securely handled by Stripe.

You are responsible for all applicable taxes associated with your purchase. In the event of a failed payment, we will notify you and may suspend your access to the services if the balance is not settled within the communicated grace period. We reserve the right to change our pricing; any price changes will be communicated to you with at least 30 days' advance notice before taking effect on your next billing cycle.

Cancellation policy

You may cancel your subscription at any time by utilizing the self-serve cancellation option in your account settings or by emailing our support team. Cancellations take effect at the end of your current paid billing period. You will retain access to the services until the end of that period, and no partial-period charges will be incurred after cancellation. Following termination, we provide a 30-day window during which you can export your data. Please see our Refund & Dispute Policy for additional details.

Refunds

Refunds are issued under specific conditions, including a 14-day money-back window for new monthly subscriptions and a pro-rata window for annual plans. For full details on refund eligibility, please review our comprehensive Refund & Dispute Policy.

Acceptable use and prohibited conduct

You agree to use our platforms only for their intended business purposes. You may not: reverse engineer, decompile, or disassemble our software; rent, lease, or sub-license your access; use the services to transmit malicious code, malware, or illegal content; attempt to bypass our security measures; or use the services in a way that places an unreasonable burden on our infrastructure.

Customer data, HIPAA and Business Associate Agreements

We understand the critical nature of patient data. When providing services that involve Protected Health Information (PHI), PsychSuite Technologies acts as a Business Associate to your practice (the Covered Entity). We execute a formal Business Associate Agreement (BAA) with covered entities prior to the processing of PHI. You remain the data controller and are responsible for ensuring that you have the necessary consents from your patients to enter their data into our platforms.

Intellectual property and license grant

All intellectual property rights in the services, including code, design, logos, and trademarks, are owned by PsychSuite Technologies, LLC. We grant you a revocable, limited license to use the platforms as intended by your subscription tier. You retain all ownership rights to the data and content you input into our platforms.

Third-party services and integrations

Our platforms may integrate with third-party software (e.g., EHRs, billing clearinghouses). We are not responsible for the availability, security, or performance of these third-party services. Your use of any integrated third-party service is governed by that service's own terms and conditions.

Service availability, support and 99.9% uptime target

We strive to maintain a 99.9% uptime target for our core services. However, we do not guarantee uninterrupted access and may occasionally need to perform scheduled maintenance. We provide standard technical support during normal business hours.

Warranties disclaimer

The services are provided on an "as is" and "as available" basis. To the maximum extent permitted by law, PsychSuite Technologies disclaims all warranties, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

Limitation of liability

In no event shall PsychSuite Technologies, LLC be liable for any indirect, consequential, incidental, special, or punitive damages, including lost profits or lost data, arising out of your use of the services. Our total aggregate liability for any claims under these Terms shall not exceed the amount you paid us during the twelve (12) months preceding the claim.

Indemnification

You agree to defend, indemnify, and hold harmless PsychSuite Technologies, its affiliates, and employees from any claims, damages, or expenses arising from your violation of these Terms, your misuse of the services, or any medical malpractice claims brought by your patients.

Legal and export restrictions

Our services are offered exclusively to customers located in the United States. You may not access or use the services from, or export them to, countries subject to US embargoes or individuals/entities on OFAC-sanctioned lists. You agree to comply with all US export control and sanctions laws. Furthermore, our services are software tools only; they do not provide medical advice and do not practice medicine. Providers using our tools retain full clinical responsibility for their patient care.

Terms and conditions of promotions

Any promotional discount, free trial, pilot, or referral credit offered by us is valid only for the stated period and eligible new accounts. Promotions cannot be combined with other offers, have no cash value, and are non-transferable. Unless cancelled before the end of the trial or promo period, your account will automatically convert to the standard subscription rate upon renewal. We reserve the right to modify or end a promotion at any time, subject to the terms disclosed at the point of offer.

Modifications to the terms

We may update these Terms periodically to reflect operational, legal, or regulatory changes. We will notify active customers of material changes via email or an in-app notification. Your continued use of the services after the effective date of an update constitutes acceptance of the new Terms.

Governing law and dispute resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Tennessee, without regard to its conflict of law principles. Any legal action or proceeding arising out of these Terms shall be brought exclusively in the state or federal courts located in Nashville, Tennessee.