1. Introduction

Welcome to AfiaSync, a cloud-based clinical documentation platform designed for healthcare providers in the United States. These Terms of Service ("Terms") govern your use of the AfiaSync platform, including all software, services, and applications provided by AfiaSync LLC ("Company," "we," "us," or "our").

By accessing or using AfiaSync, you ("User," "you," or "your") agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use our services.

2. Service Description

AfiaSync is a cloud-based clinical documentation Software-as-a-Service (SaaS) platform that enables healthcare providers to:

• AI Clinical Scribe: Record patient encounters, transcribe audio via AI-powered speech recognition, and automatically generate SOAP notes
• Patient Management: Create, manage, and maintain patient demographic and clinical records
• Team & Role Management: Manage clinical staff with role-based access controls (Practitioner, Admin, Staff, Reception)
• Clinical Documentation: Document encounters, track vitals, medications, allergies, and medical history
• Compliance: Maintain audit trails and access controls to support HIPAA compliance

The platform is built on Microsoft Azure infrastructure, with data stored in US regions to ensure data residency compliance with applicable United States federal and state laws.

3. Eligibility and Registration

3.1 Eligible Users

AfiaSync is intended for use by:

• Licensed healthcare providers in the United States
• Healthcare facilities, clinics, and practices
• Healthcare administrators and authorized staff
• Authorized personnel acting on behalf of healthcare organizations

3.2 Account Registration

To use AfiaSync, you must:

• Provide accurate and complete registration information
• Maintain the security of your account credentials
• Promptly update any changes to your information
• Ensure all users from your organization comply with these Terms

4. License and Usage Rights

4.1 License Grant

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use AfiaSync solely for your legitimate healthcare operations.

4.2 Permitted Uses

You may use AfiaSync to:

• Record patient encounters and generate clinical documentation
• Store, manage, and access patient health information
• Use AI-powered transcription and SOAP note generation
• Generate reports for clinical and administrative purposes
• Manage clinical team members and their access permissions
• Comply with healthcare regulations and standards

4.3 Prohibited Uses

You may not:

• Use the platform for any illegal or unauthorized purpose
• Attempt to gain unauthorized access to other users' data
• Reverse engineer, decompile, or disassemble the software
• Share your account credentials with unauthorized persons
• Use the platform to store non-healthcare related data
• Use AI-generated notes without clinical review and approval
• Violate any applicable healthcare regulations or professional standards

5. Data Ownership and Responsibilities

5.1 Data Ownership

• Patient Data: You retain ownership of all patient data entered into AfiaSync
• Platform Data: We retain ownership of the AfiaSync software, technology, and infrastructure
• AI-Generated Content: SOAP notes and other AI-generated clinical content are tools to assist your documentation — you are responsible for reviewing, editing, and approving all AI-generated content before it becomes part of the medical record
• Aggregated Data: We may use de-identified, aggregated data for platform improvement and analytics, in compliance with HIPAA de-identification standards

5.2 Your Responsibilities

You are responsible for:

• Ensuring the accuracy and completeness of data entered
• Reviewing and approving all AI-generated clinical documentation
• Obtaining necessary patient consents for data processing
• Complying with HIPAA and other applicable healthcare regulations
• Implementing appropriate organizational safeguards
• Promptly reporting any suspected security incidents

5.3 Our Responsibilities

We are responsible for:

• Maintaining the security and availability of the platform
• Implementing technical safeguards to protect your data
• Providing backup and disaster recovery services
• Ensuring compliance with applicable data protection laws, including HIPAA

6. Security and Compliance

6.1 Security Measures

We implement industry-standard security measures including:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
• Authentication via Microsoft Entra ID (Azure Active Directory)
• Role-based access controls (RBAC)
• Comprehensive audit logging of all data access and modifications
• Multi-tenant data isolation with tenant-level partitioning
• Regular security assessments and vulnerability testing

6.2 Compliance Standards

AfiaSync is designed to comply with:

• HIPAA (Health Insurance Portability and Accountability Act) — including the Privacy Rule, Security Rule, and Breach Notification Rule
• Aligned with ISO 27001 information security principles
• Other applicable United States federal and state healthcare and data protection regulations

7. HIPAA Business Associate Agreement

AfiaSync acts as a Business Associate under HIPAA when processing Protected Health Information (PHI) on behalf of Covered Entities.

• Customers who are Covered Entities or Business Associates under HIPAA must execute a Business Associate Agreement (BAA) with AfiaSync prior to transmitting PHI through the platform.
• Our standard BAA is available for review at our BAA page.
• To execute a BAA, contact us at support@afiasync.com.

Use of AfiaSync to process PHI without a signed BAA in place is a violation of these Terms and may result in account suspension.

8. Service Availability and Support

8.1 Service Level

We strive to maintain 99.9% uptime for the AfiaSync platform. Planned maintenance will be communicated in advance whenever possible.

8.2 Support Services

We provide:

• Technical support during business hours, US Eastern Time (ET)
• Online documentation and training resources
• Regular platform updates and feature enhancements

8.3 Service Limitations

We are not liable for service interruptions due to:

• Force majeure events
• Third-party service provider outages (including Microsoft Azure)
• Scheduled maintenance
• Actions by you or your users that violate these Terms

9. Fees and Payment

9.1 Subscription Fees

Use of AfiaSync requires payment of subscription fees as outlined in your service agreement. All fees are quoted and payable in United States Dollars (USD). Fees are billed in advance and are non-refundable except as required by law.

9.2 Payment Terms

• Payments are due according to your selected billing cycle
• Late payments may result in service suspension
• Price changes will be communicated 30 days in advance

10. Limitation of Liability

10.1 Disclaimer

10.2 Limitation

10.3 Exclusions

11. Termination

11.1 Termination by You

You may terminate your subscription at any time by providing 30 days' written notice.

11.2 Termination by Us

We may terminate your access immediately if you:

• Violate these Terms
• Fail to pay fees when due
• Use the platform to process PHI without an executed BAA
• Engage in conduct that could harm the platform or other users

11.3 Effect of Termination

Upon termination:

• Your access to AfiaSync will cease
• You may export your data for 30 days after termination
• We will return or destroy PHI in accordance with our BAA and HIPAA requirements
• We will delete your data according to our data retention policy

12. Governing Law and Jurisdiction

These Terms are governed by the laws of the State of Delaware, United States, without regard to its conflict-of-law principles. Any disputes arising from these Terms or your use of AfiaSync shall be subject to the exclusive jurisdiction of the state and federal courts located in Delaware.

13. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated via email or platform notification at least 30 days before the effective date. Continued use of AfiaSync after changes become effective constitutes acceptance of the new Terms.

14. Contact Information

For questions about these Terms, please contact us: