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Terms of Service

Effective: June 11, 2026

HIPAA Compliant
BAA Included
No PHI Stored

1. Acceptance of Terms

By creating a ChartGuard account or using this service, you agree to these Terms of Service. If you are using ChartGuard on behalf of an EMS agency, you represent that you have authority to bind that agency to these terms.

2. Service Description

ChartGuard analyzes EMS patient care report (PCR) narratives using AI to produce Billing Readiness Scores, QA/QI Scores, and deficiency flags. ChartGuard does not generate clinical documentation, does not suggest care that was not provided, and does not replace clinical judgment. All AI flags are advisory — the treating provider remains responsible for the accuracy and completeness of their documentation.

3. HIPAA Business Associate Agreement

Business Associate Agreement

ChartGuard is operated on HIPAA-eligible AWS infrastructure. For customers on paid plans (Professional and Enterprise), a Business Associate Agreement (BAA) is included as part of your subscription.

The BAA covers the analysis of Protected Health Information (PHI) submitted through the service. It establishes the respective duties of ChartGuard (as Business Associate) and the covered entity (you, as the EMS agency) regarding PHI handling, security, and breach notification.

Important architectural note: ChartGuard's core design does not store PHI. Only SHA-256 hashes of narratives are stored. This means the practical PHI exposure from ChartGuard's infrastructure is minimal — but the BAA covers the full transmission path to AWS Bedrock.

By subscribing to a Professional or Enterprise plan, you accept the terms of the BAA which is presented during account setup and available at any time at /baa.

Starter plan users are not covered by the BAA; use of the Starter plan does not constitute a business associate relationship.

4. User Responsibilities

You agree to:

5. Intellectual Property

ChartGuard's scoring algorithms, rules engine, and UI are proprietary. You retain ownership of your PCR narratives and the resulting documentation. We claim no ownership over any content you submit.

6. Data Handling and Privacy

ChartGuard does not store the content of your PCR narratives. SHA-256 hashes are retained for audit purposes. Your narratives are processed in memory only and are not persisted. See our Privacy Policy for full details.

We do not use your narratives to train or improve AI models.

7. Billing and Subscription

Paid plans are billed monthly via Stripe. You authorize recurring charges to your payment method. Plans may be cancelled at any time; cancellations take effect at the end of the current billing period. No refunds for partial months. Annual plans receive prorated refunds on early cancellation.

8. Service Availability

We target 99.9% uptime but do not guarantee uninterrupted service. We are not liable for lost revenue from denied claims if the service is unavailable. Critical production workflows should maintain alternative documentation processes.

9. Limitation of Liability

ChartGuard's analysis is advisory. It does not constitute legal, billing, or clinical advice. We are not liable for claim denials, compliance violations, or patient outcomes resulting from reliance on ChartGuard's output. Use of this service is at your own risk.

10. Termination

We may suspend or terminate accounts that violate these terms. You may delete your account at any time. Upon termination, your data is deleted within 30 days per our privacy policy.

11. Changes to Terms

We may update these terms with 30 days notice. Material changes to the BAA terms will require separate acceptance. Continued use after notice constitutes acceptance.

12. Contact

Legal and contract questions: legal@polsia.app
Privacy and BAA requests: privacy@polsia.app