Terms of Service

1. Platform Description

Therapy Companion is a web-based therapy practice management platform designed to connect therapists with their clients and to facilitate the administrative and organizational aspects of therapy practice.

2. Clinical Disclaimer

Therapy Companion does not provide therapy, diagnosis, medical advice, or crisis support. The platform is a practice management tool only. No content, feature, or output of Therapy Companion — including any AI-generated suggestions — should be construed as clinical advice, a diagnosis, a treatment recommendation, or a substitute for professional clinical judgment.

The Company makes no warranty regarding clinical outcomes. Therapy Companion is a practice management tool that supports the therapeutic process; it does not guarantee any specific therapeutic result, treatment outcome, or improvement in client wellbeing.

3. Eligibility

To use Therapy Companion, you must:

• Be at least 18 years of age, or be at least 13 years of age and accessing the Platform through a therapist-created invitation with parental or legal guardian consent
• Have the legal capacity to enter into a binding agreement (or have a parent/guardian consent on your behalf)
• Provide accurate and complete registration information
• If registering as a therapist: hold a valid, active license to practice in your jurisdiction

Minor clients (ages 13–17) may only access the Platform through a therapist-initiated invitation. Therapists are responsible for obtaining and documenting parental or legal guardian consent before creating accounts for minor clients, consistent with their existing clinical intake and informed consent processes.

4. Account Responsibilities

You are responsible for maintaining the confidentiality of your account credentials, all activity that occurs under your account, promptly notifying the Company of any unauthorized use, and ensuring that your account information remains accurate and current.

You may not share, transfer, or assign your account credentials to any other person.

5. User Types

5.1 Therapists

Therapists who use Therapy Companion acknowledge and agree that:

• They are solely responsible for all clinical decisions
• They are solely responsible for compliance with all applicable licensing requirements and professional ethics codes
• They are solely responsible for their own HIPAA obligations
• Therapy Companion does not validate therapist credentials, licenses, or qualifications
• The therapist-client relationship exists solely between the therapist and their client, not with the Company

5.2 Clients

Clients who use Therapy Companion acknowledge and agree that Therapy Companion is a platform used by their therapist to manage their practice, does not provide therapy or counseling services, and is not responsible for the quality or outcomes of any therapy services received.

6. Beta Status and Protected Health Information

• The platform has not yet completed a formal HIPAA compliance audit
• Users acknowledge that the security and privacy safeguards required for PHI handling may not yet be fully implemented
• The Company is actively working toward HIPAA compliance and will notify users when the platform has been certified

Violation of this restriction — including the entry of real PHI during the beta phase — is at the User’s sole risk.

7. AI Features

• AI-generated outputs are not clinical advice. They are computational suggestions only and may be inaccurate, incomplete, or inappropriate for any given clinical situation.
• The therapist is solely responsible for evaluating, accepting, modifying, or rejecting any AI-generated output before applying it in a clinical context.
• The Company does not guarantee the accuracy, reliability, or appropriateness of any AI-generated content.
• AI features are provided “as is” and may be modified, suspended, or discontinued at any time.

7.1 AI-Assisted Documentation Optimization

• Medical Necessity Optimization is a suggestion tool only. It does not generate or fabricate clinical observations.
• The Therapist must review, approve, and sign all clinical documentation.
• The Company makes no representation that AI-assisted documentation will result in insurance authorization approval or claim payment.
• All AI-generated content is a draft for the Therapist’s review. The Therapist is the author of record for any documentation they approve, sign, or submit.

7A. Insurance Intelligence Features

Informational Purposes Only

All insurance requirements data, authorization deadlines, compliance schedules, and insurance company information provided by Therapy Companion are for informational and reference purposes only. This information does not constitute professional, legal, insurance, billing, or compliance advice.

No Guarantee of Accuracy

Insurance requirements data is provided “AS IS” without warranty of accuracy, completeness, or timeliness. The Company does not guarantee that any insurance requirements displayed reflect the current requirements of any specific insurance payer, plan, or program.

User Responsibility for Independent Verification

The Therapist is solely responsible for independently verifying all insurance requirements, authorization deadlines, timely filing windows, documentation requirements, and compliance obligations directly with the applicable insurance payer.

No Liability for Insurance Outcomes

The Company shall not be liable for any claim denials, authorization lapses, missed deadlines, audit findings, clawbacks, or other adverse insurance outcomes arising from the Therapist’s use of or reliance on Insurance Intelligence Features.

No Advisory Relationship

Use of Insurance Intelligence Features does not create a billing, coding, compliance advisory, or consulting relationship between the Company and the Therapist. The Company is a technology provider, not an insurance advisor.

8. Acceptable Use

You agree not to:

• Use Therapy Companion for any illegal purpose
• Harass, threaten, intimidate, or abuse any other user
• Share or disclose your account credentials to any third party
• Attempt to gain unauthorized access to the Company’s systems
• Interfere with or disrupt the integrity, security, or performance of the platform
• Upload or transmit viruses, malware, or other harmful code
• Reverse-engineer, decompile, or disassemble any part of Therapy Companion
• Scrape or data-mine the platform without written consent
• Misrepresent your identity, qualifications, or affiliation

9. Intellectual Property

9.1 Company IP

Therapy Companion and all associated materials are the exclusive property of the Company. You receive only a limited, non-exclusive, non-transferable, revocable license to access and use the platform.

9.2 User Content

You retain ownership of all content you create or input. You grant the Company a limited, non-exclusive license to store, process, and display your content solely for the purpose of providing the platform.

9.3 Feedback

If you provide suggestions or feedback regarding Therapy Companion, you assign to the Company all right, title, and interest in such feedback.

10. Fees and Payment

The Company may charge fees for access to certain features. Fees will be communicated before you incur charges. Fees are non-refundable except as required by applicable law. The Company reserves the right to modify pricing with reasonable advance notice.

11. Termination

11.1 By User

You may terminate your account at any time by contacting the Company or using account deletion functionality.

11.2 By Company

The Company may suspend or terminate your account at any time, with or without cause and notice.

11.3 Effect of Termination

Upon termination, your license is immediately revoked. The Company may delete your account data after a reasonable retention period (not less than 30 days), subject to legal requirements.

11.4 Account Succession

In the event of an Account Owner’s death or incapacity, the designated Practice Administrator (if any) may request transfer of account ownership by providing appropriate legal documentation. The Company will make reasonable efforts to facilitate continuity of care and access to clinical records in accordance with applicable law.

12. Data Portability

Before or promptly after termination, you may request an export of your content in a standard, machine-readable format. The Company will make reasonable efforts to fulfill requests within 30 days.

13. Disclaimers and Limitation of Liability

13.4 Platform Availability

The Company does not guarantee uninterrupted or error-free access to Therapy Companion. The Platform may be temporarily unavailable due to scheduled maintenance, updates, or circumstances beyond the Company’s control. The Company will make reasonable efforts to provide advance notice of planned downtime but is not obligated to do so.

13.5 Data Breach Notification

In the event of a confirmed security breach affecting your personal information, the Company will notify affected users within seventy-two (72) hours of discovery, consistent with applicable federal and state breach notification laws. Notification will include the nature of the breach, the types of information involved, and steps you can take to protect yourself.

14. Indemnification

You agree to indemnify and hold harmless the Company from claims arising out of your use of the platform, violation of these Terms, violation of any applicable law, your clinical decisions, your failure to comply with HIPAA or data protection requirements, and your reliance on Insurance Intelligence Features without independent verification.

15. Dispute Resolution

15.1 Binding Arbitration

Any dispute shall be resolved exclusively by binding arbitration administered by the American Arbitration Association (AAA) in Austin, Texas.

15.2 Waiver of Class Actions

You agree to resolve disputes only on an individual basis and waive any right to participate in a class action, collective action, or representative action.

15.3 Exceptions

Either party may seek injunctive relief in court to protect intellectual property rights or prevent irreparable harm.

15.4 Statute of Limitations

Any claim or cause of action arising out of or related to these Terms or your use of Therapy Companion must be filed within one (1) year after the claim arose, or such claim is permanently barred.

16. Governing Law

These Terms shall be governed by the laws of the State of Texas, without regard to its conflict-of-law principles.

17. Force Majeure

The Company shall not be liable for any failure or delay in performance resulting from causes beyond its reasonable control, including acts of God, natural disasters, pandemics, war, government actions, power failures, internet failures, or cyberattacks.

If a force majeure event continues for more than thirty (30) consecutive days, either party may terminate these Terms upon written notice to the other party, without liability for such termination.

18. Electronic Signatures

By clicking “I Agree,” “Accept,” or any similar button or checkbox presented through the Platform, you agree that such action constitutes your electronic signature and is legally binding with the same force and effect as a handwritten signature, pursuant to the federal Electronic Signatures in Global and National Commerce Act (E-SIGN Act) and the Texas Uniform Electronic Transactions Act.

19. General Provisions

• Severability: If any provision is held invalid, the remaining provisions continue in full force.
• Entire Agreement: These Terms and the Privacy Policy constitute the entire agreement between you and the Company.
• Waiver: Failure to enforce any provision does not constitute a waiver.
• Assignment: You may not assign these Terms without consent. The Company may assign without restriction.
• Notices: The Company may provide notices via email, in-app notification, or by posting on the platform.
• Modifications: Material changes will be communicated at least 30 days before taking effect.

20. Contact

Therapy Companion LLC
Email: legal@therapycompanion.ai
Website: therapycompanion.ai