Terms of Service

Effective date: April 23, 2026  ·  Last updated: April 23, 2026

Please read these Terms of Service ("Terms") carefully before using NoteCoach. By creating an account or using the service, you agree to be bound by these Terms.

1. Acceptance

By accessing NoteCoach, you confirm that you are at least 18 years old, are a credentialed behavior-health professional (RBT, BCBA, BCaBA, or equivalent) or work under the supervision of one, and have read and accepted these Terms and our Privacy Policy.

2. The Service

NoteCoach is a subscription-based software platform that assists credentialed clinicians in drafting clinical session notes using artificial intelligence (AI). NoteCoach does not provide medical, diagnostic, or behavior-analytic services. It is a documentation tool.

3. Eligibility

You must:

• Hold or work under a valid, unexpired credential authorizing you to deliver behavior-analytic services.
• Comply with the ethical and legal standards of your licensing body (e.g., BACB, state board).
• Have authorization from your clinic or employer (if applicable) to use third-party tools for clinical documentation.

4. Accounts

You are responsible for:

• Maintaining the confidentiality of your login credentials.
• All activity under your account.
• Notifying us immediately of any unauthorized access (admin@workhublogistic.com).

We reserve the right to suspend or terminate accounts that violate these Terms, submit false credentials, or are used for abusive behavior.

5. Subscription and Billing

• Plans are billed monthly, automatically via Stripe until cancelled.
• Prices: RBT $50/mo, BCBA $70/mo. Subject to change with 30 days' notice.
• Daily note limits: 5 notes/day for RBT, 10 notes/day for BCBA, enforced per session date.
• You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing cycle. No partial refunds.
• Failed payments may result in account suspension after a grace period.

6. Extra Notes

• Flat price: $1.50 per extra note, sold in bundles of 5, 10, or 25.
• Extra notes never expire and do not reset monthly.
• Extra notes are non-refundable and non-transferable between accounts.
• Purchases are final once processed by Stripe.

7. Acceptable Use

You agree NOT to:

• Use NoteCoach to generate fraudulent or falsified documentation.
• Submit PHI for individuals you are not authorized to treat or document.
• Reverse-engineer, scrape, or clone the service.
• Resell or sublicense access to your account.
• Use the service to harass, threaten, or harm others.
• Circumvent subscription limits or security measures.
• Upload malicious files (malware, exploits).
• Use the service in jurisdictions where it is prohibited by law.

Violations may result in immediate account termination without refund and may be reported to regulatory bodies.

8. User Content and Clinical Responsibility

You retain ownership of all content you enter into NoteCoach, including client records and generated notes. You are solely responsible for:

• The accuracy of every note before submission to a payer, EHR, or auditor.
• The clinical appropriateness of the AI-drafted content.
• Compliance with HIPAA, state licensing laws, Medicaid rules, and payer requirements in your jurisdiction.
• Obtaining appropriate consent from clients and caregivers.

9. Intellectual Property

• The NoteCoach platform, its software, design, and branding are owned by us or our licensors.
• You receive a limited, non-exclusive, non-transferable license to use the service during your active subscription.
• The AI-generated text becomes your content once produced. You may use it freely for your clinical documentation.

10. AI-Generated Content Disclaimer

NoteCoach uses large language models to draft clinical text. These models can:

• Produce content that appears accurate but contains errors.
• Misinterpret input data.
• Generate phrasings that are inconsistent with your clinic's style.

You must review every note for accuracy before use. NoteCoach disclaims all liability for content submitted without review. Use of AI-generated content is at your sole professional discretion.

11. HIPAA and Protected Health Information (PHI)

• You remain the Covered Entity under HIPAA.
• NoteCoach acts as a Business Associate when PHI is processed.
• A Business Associate Agreement (BAA) is available upon request at admin@workhublogistic.com.
• If a signed BAA is not in place between us and our AI sub-processor (Anthropic), you agree to avoid entering identifiable PHI until that agreement is confirmed.

12. Limitation of Liability

To the maximum extent permitted by law:

• NoteCoach is provided "as is", without warranties of any kind.
• We are not liable for indirect, incidental, special, consequential, or punitive damages.
• Our total liability for any claim arising out of or related to the service shall not exceed the fees you paid in the 12 months preceding the claim.
• We are not responsible for denied Medicaid/insurance claims, failed audits, or regulatory actions arising from content you submitted to third parties.

Some jurisdictions do not allow these limitations — in those cases, the liability is limited to the maximum extent permitted.

13. Indemnification

You agree to defend, indemnify, and hold harmless NoteCoach and its affiliates from any claim, damage, or liability arising from:

• Your use of the service.
• Your violation of these Terms.
• Your violation of any law or third-party right.
• The content you submit or generate through the service.

14. Termination

• You may cancel at any time via the dashboard or by emailing admin@workhublogistic.com.
• We may suspend or terminate your account without notice for violations of these Terms or failure to pay.
• Upon termination, your access stops immediately. Your data is retained per the Privacy Policy retention schedule.

15. Changes to These Terms

We may update these Terms. Material changes will be notified by email at least 30 days before taking effect. Continued use after the effective date constitutes acceptance.

16. Governing Law and Disputes

• These Terms are governed by the laws of the State of Florida, USA.
• Disputes shall be resolved in the state or federal courts located in Miami-Dade County, Florida.
• You waive any objection to venue in those courts.

17. Severability

If any provision of these Terms is held invalid, the remaining provisions remain in full force.