Terms of Service

Acceptance of terms

By accessing or using the Vizanote platform (“Service”), you agree to be bound by these Terms of Service (“Terms”). If you are using the Service on behalf of a clinic, organization, or other legal entity, you represent that you have authority to bind that entity to these Terms. If you do not agree, do not use the Service.

Description of the service

Vizanote is a clinical documentation and workflow platform designed for ABA (Applied Behavior Analysis) practices. The Service includes tools for session data collection, AI-assisted documentation, electronic visit verification (EVV), CPT billing draft generation, consent management, and clinical reporting.

Not a medical device. Vizanote is documentation software. It is not a medical device, clinical decision support system, or substitute for professional clinical judgment. AI-generated suggestions are clearly labeled as such and require review by a licensed clinician before implementation. Nothing in the Service constitutes medical advice.

Beta program

Vizanote is currently in limited beta. The Service is provided “as is” during the beta period. Features, pricing, and terms may change. We will provide reasonable notice of material changes. Beta participants agree to provide feedback and understand that some features may be incomplete or subject to change.

Account responsibilities

You are responsible for:

• Maintaining the security of your account credentials
• Ensuring that all users of your account comply with these Terms
• Ensuring that your use of the Service complies with applicable law, including HIPAA
• Ensuring that clinical users are appropriately licensed and credentialed
• Notifying us immediately of any unauthorized access to your account

HIPAA and clinical data

If your use of the Service involves Protected Health Information (PHI), you must execute a Business Associate Agreement (BAA) with Vizanote before entering any PHI into the system. Using the Service to handle PHI without a signed BAA is a violation of these Terms.

You, as the covered entity or business associate, are responsible for ensuring your use of the Service complies with HIPAA and all applicable state privacy laws. Vizanote provides technical safeguards; administrative and physical safeguards remain your responsibility.

AI features and clinical responsibility

The Service includes AI-assisted features that generate documentation suggestions, treatment recommendations, and analysis. These features are designed to assist licensed clinicians, not replace their judgment.

• All AI-generated content requires review by a qualified clinician before use
• No AI output is applied to a client record without explicit human approval
• You are solely responsible for clinical decisions made using the Service
• Vizanote makes no warranty regarding the accuracy of AI suggestions

Prohibited uses

You may not use the Service to:

• Enter false, misleading, or fabricated clinical data
• Submit fraudulent insurance or billing claims
• Access data belonging to clients or learners outside your authorized scope
• Attempt to circumvent access controls, audit trails, or security measures
• Use the Service in violation of HIPAA, BACB ethics guidelines, or applicable law
• Reverse engineer or attempt to extract AI model weights or proprietary algorithms

Intellectual property

The Vizanote platform, including its software, design, and content, is proprietary to Vizanote and protected by intellectual property law. Your clinical data remains your property. We do not claim ownership of data you enter into the Service.

Disclaimers and limitation of liability

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE FULLEST EXTENT PERMITTED BY LAW, VIZANOTE DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

VIZANOTE IS NOT LIABLE FOR CLINICAL DECISIONS MADE USING THE SERVICE, FOR BILLING ERRORS RESULTING FROM USER REVIEW FAILURES, OR FOR OUTCOMES ARISING FROM RELIANCE ON AI-GENERATED SUGGESTIONS WITHOUT APPROPRIATE CLINICIAN REVIEW.

IN NO EVENT SHALL VIZANOTE'S AGGREGATE LIABILITY EXCEED THE AMOUNTS PAID BY YOU IN THE TWELVE MONTHS PRECEDING THE CLAIM.

Termination

Either party may terminate the agreement at any time. Upon termination, you may export your clinical data in a standard format for a period of 30 days. After that period, data may be deleted per our retention policy and your BAA.

Changes to these terms

We may update these Terms from time to time. We will notify you of material changes by email or prominent notice in the Service. Continued use after the effective date of changes constitutes acceptance.

Contact

Questions about these Terms? Reach us via the contact form, noting “Legal” in your message.