carelinkMD Terms and Conditions
Last Updated: June 2, 2026
These Terms and Conditions ("Terms") govern access to and use of the carelinkMD platform (the "Service") operated by carelinkMD ("we," "us," or "our"), located at 1200 Riverplace Blvd, Suite 105, Jacksonville, FL 32207. By accessing or using the Service, you ("Client," "you," or "your") agree to be bound by these Terms.
Services Provided
carelinkMD is a digital patient intake and workflow platform designed to convert physical medical forms into secure, interactive digital formats. Features include AI-assisted form extraction, PDF overlay rendering, and patient data submission management.
The Service is designed to support compliance with the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") when used in conjunction with a fully executed Business Associate Agreement ("BAA").
Eligibility
You represent and warrant that:
- You are a legally authorized healthcare provider, organization, or representative
- You have authority to bind your organization
- Your use complies with all applicable laws, including healthcare and privacy regulations
Subscription Plans and Usage
- Starter Plan: Up to 3 providers, unlimited staff seats, unlimited intake forms, 1 location
- Professional Plan: Up to 15 providers, unlimited staff seats, unlimited intake forms, up to 3 locations, analytics, and multi-location support
- Enterprise Plan: Custom limits defined in a separate agreement
Implementation Services (Fast-Track)
- Optional expedited onboarding services available
- SLA: 48 hours from receipt of complete and legible documents
Client is responsible for reviewing and approving all digitized forms prior to production use.
Client Responsibilities
Client agrees to:
- Provide accurate and lawful data
- Ensure compliance with HIPAA and applicable laws
- Maintain safeguards for access to Protected Health Information (PHI)
- Protect account credentials
- Review and approve all configurations before use
Client retains full responsibility for clinical decisions and regulatory compliance.
HIPAA Compliance and Business Associate Agreement (BAA)
- A signed Business Associate Agreement (BAA) is required before processing PHI
- carelinkMD acts as a Business Associate
The Service supports HIPAA compliance but does not guarantee compliance if used improperly.
Data Ownership and Processing
- Client retains ownership of all data
- carelinkMD acts solely as a data processor
- Data is used only to provide the Service
We do not sell, rent, or use PHI for advertising or AI training.
Data Retention and Deletion
- Data retained for 30 days post-termination for export
- Secure deletion thereafter unless legally required
Enterprise clients may define custom retention policies via separate agreement.
Security and Safeguards
We implement administrative, physical, and technical safeguards including:
- Encryption in transit and at rest
- Role-based access controls
- Secure cloud infrastructure (e.g., Microsoft Azure)
Security Addendum:
Detailed security practices, audit rights, and certifications (if applicable) may be provided upon request or defined in enterprise agreements.
Service Level and Support
The Service is provided on an "as-is" and "as-available" basis.
Enterprise SLA:
Eligible clients may enter into a separate Service Level Agreement (SLA) covering:
- Uptime commitments
- Support response times
- Service credits
Billing, Trials, and Refunds
- 14-day free trial
- Automatic billing after trial unless canceled
- Subscription fees non-refundable
- One-time fees non-refundable once work begins
Non-payment may result in suspension or termination.
Suspension and Termination
We may suspend or terminate access for:
- Violation of Terms
- Non-payment
- Security risks or unlawful activity
Client may terminate at any time; fees remain non-refundable.
Third-Party Services and Subprocessors
The Service may rely on third-party providers (e.g., cloud hosting providers such as Microsoft Azure).
A list of subprocessors may be provided upon request or included in a Data Processing Addendum (DPA).
Data Processing Addendum (DPA)
For enterprise or regulated clients, a Data Processing Addendum (DPA) may be executed to define:
- Data handling obligations
- Breach notification timelines
- Subprocessor obligations
Medical Disclaimer
carelinkMD is a technology platform only.
We do not provide medical advice, diagnosis, or treatment.
Limitation of Liability
To the maximum extent permitted by law:
- No liability for indirect, incidental, or consequential damages
- Total liability limited to fees paid in the preceding six (6) months
Indemnification
Client agrees to indemnify and hold harmless Expert Business Consulting LLC from claims arising from:
- Misuse of the Service
- Violation of laws or regulations
- Unauthorized access due to Client negligence
Privacy Policy
Use of the Service is also governed by our Privacy Policy.
Governing Law and Venue
These Terms are governed by the laws of the State of Florida.
Venue shall be exclusively in Duval County, Florida.
Enterprise Agreements
Enterprise clients may enter into separately negotiated agreements, including:
- Business Associate Agreements (BAA)
- Service Level Agreements (SLA)
- Data Processing Addenda (DPA)
- Security or Compliance Addenda
In the event of conflict, such agreements shall prevail over these Terms.
Modifications
We may update these Terms at any time. Continued use constitutes acceptance.
Contact Information
carelinkMD
1200 Riverplace Blvd, Suite 105
Jacksonville, FL 32207
Email: legal@carelinkmd.com