The plain-language rules for using Vocartes

What the service is

Vocartes ("the Service") is an AI-driven operational service that performs business tasks across categories including writing, web and automation, finance, operations, compliance research, revenue and sales support, hiring support, and contract review, based on outcomes you specify.

All output the Service produces, including written communications, drafted documents, financial analyses, contract redlines, website content, and any other deliverable, is generated by artificial intelligence and may contain errors. You are responsible for reviewing all output before you rely on it, publish it, send it, sign it, or act on it.

The approval gate

Certain actions require your affirmative approval before Vocartes carries them out: communications sent to third parties, published web content, filings, payments, contracts, and anything else marked "irreversible" in the product.

You are responsible for reviewing anything presented to you for approval before you approve it. Approving an action means you have reviewed it and accept responsibility for its content and consequences, including its accuracy, its legal or regulatory compliance, and its appropriateness for your business.

This is the deal, not a disclaimer buried in the fine print: nothing Vocartes drafts leaves your business until you review it and release it, so what leaves your business is yours. Vocartes does not accept liability for the consequences of an action you approved, except to the extent caused by our gross negligence or willful misconduct. If you want more of the product to run without stopping for your review, you configure that narrower, reversible set of actions yourself; until you do, the review step is where responsibility sits.

Acceptable use

Don't use Vocartes for anything unlawful, anything that violates someone else's rights, or any attempt to reverse-engineer the underlying models. Don't use it to generate content that's defamatory, discriminatory, or fraudulent, and don't use it in a way that would put you or Vocartes in violation of CAN-SPAM, the TCPA, or applicable state consumer-protection or privacy law.

If you feed the Service personal data about your own customers or clients, you're confirming you have the legal right and any required consent to do so. This does not extend to protected health information: see the next section for what's prohibited regardless of consent.

No protected health information

You may not submit protected health information, or any individually identifiable health or medical information, to the Service, under any plan, for any reason. This is true even if you are a healthcare provider and even if the information would otherwise be permitted under a Business Associate Agreement with another vendor. Vocartes does not sign Business Associate Agreements and does not operate as a business associate under HIPAA for any customer.

What counts as prohibited health information

• Any information that identifies a specific person and states, implies, or would let someone reasonably infer that the person is a patient or client of a healthcare, dental, mental health, or similar provider, including the bare fact of the relationship, with no diagnosis or treatment detail required to trigger the prohibition.
• Charts, notes, diagnoses, treatment plans, prescriptions, lab or imaging results, and any clinical record, in any format, including a photo, a scanned page, or a summary you wrote yourself.
• Insurance claims, prior authorizations, denials, appeals, explanation-of-benefits records, and billing detail tied to a specific patient and a specific service rendered. Your own practice-level revenue and margin numbers are not prohibited.
• Appointment schedules, recall lists, waitlists, and no-show lists that name or otherwise identify a patient, and any communication, including an email, text, or review reply, that identifies a named person as a patient in connection with their care.
• Health information about your own employees, arriving through hiring, leave requests, workers' compensation, disability accommodation, or benefits administration. This applies even though it never touches a patient record: a resume noting a disability accommodation request, a leave-of-absence reason, a workers' comp claim detail, or a benefits enrollment form listing a dependent's medical condition are all prohibited health information under this clause.

What's not prohibited, stated plainly so this doesn't read as closing the product to you: you may use the Service for anything about your practice that does not carry this kind of information. That includes your website, your marketing and social posts, your vendor and lease contracts, your hiring process (job posts, screening on role fit, interview scheduling, and offer letters, none of which should include an applicant's medical information), your bookkeeping and margin analysis at the practice level, and tracking your own licenses, certifications, and insurance renewal dates. If a task would require Vocartes to see a patient's name next to their care, that task is out of scope. If a task is about running the business around the patients, it's in scope.

Your responsibility, and what happens if it's submitted anyway

You represent and warrant that you will not submit prohibited health information to the Service, and that you've configured any connected system (email, CRM, calendar, accounting, practice management software) so it doesn't automatically route prohibited health information into Vocartes.

If Vocartes identifies or reasonably suspects that prohibited health information has been submitted, Vocartes may refuse to process it, quarantine it, or delete it, without notice to you and without liability. Vocartes doing so is not a failure of the Service and doesn't entitle you to a refund, credit, or service-level remedy.

If you submit prohibited health information, intentionally or by accident, you must notify Vocartes immediately at the security form. Don't wait to see whether it was processed or acted on before reporting it.

On receiving a report, or independently discovering prohibited health information, Vocartes will quarantine or delete it from active systems, will not use it for any purpose including responding to the request that carried it, will identify whether it reached any downstream system or output (a sent communication, a published page, a third-party integration) and notify you of what it finds, and will document the incident.

You'll indemnify and hold Vocartes harmless from any claim, fine, or penalty, including a HIPAA enforcement action, a state health-privacy claim, or a third-party claim from a patient or employee, arising from your submission of prohibited health information to the Service, except to the extent Vocartes failed to follow the remediation process above after being notified.

Vocartes is not your business associate under HIPAA, does not agree to act as one, and this Agreement is not a Business Associate Agreement. No course of dealing, no act taken in the remediation process above, and no acceptance of any individual submission that turns out to contain prohibited health information creates a Business Associate Agreement or a business associate relationship by implication.

Who owns what

You own your business data and all data you or your customers submit through the Service. You own the website Vocartes publishes for you on your own domain and hosting. Vocartes does not claim ownership of your data or your published site, and does not sell your data.

You grant Vocartes a limited license to use your data solely to provide, maintain, and improve the Service for you. That license does not extend to training shared models. See Security: subprocessors for the full commitment.

IP in your deliverables

Work product Vocartes creates for you under a paid plan, such as website copy, designs, contracts, marketing material, and reports, is yours upon delivery.

Vocartes keeps the rights to its own underlying platform, routing logic, role architecture, and any general-purpose tools, templates, or methods that aren't specific to your deliverable.

Fees and plans

Vocartes has four plans: Solo at $199 a month, Starter at $499, Operations at $999, and Partnership from $2,000, typically $2,000 to $6,000 a month depending on scope. Current plan names, fees, and what's included in each are shown on our pricing page; the version in effect at your renewal date applies. Billing is in advance, in US dollars. Yearly billing takes 15% off.

Billing is month to month. There's no contract, no minimum term, and no notice period: you buy a month, and you cancel by not buying another. There's no free trial and no paid pilot period.

Your plan has a limit on how many jobs run at the same time, not on your bill. If you exceed your plan's concurrency, additional work queues and runs as capacity frees up, or as you approve moving to a higher tier. We never bill you for usage above your plan without your advance agreement.

Disclaimers

The Service is provided "as is" and "as available." To the extent your state's law allows, we disclaim the implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We don't warrant that output will be error-free, or that any business outcome, including revenue, savings, or hours recovered, will be achieved. Figures and vignettes on our marketing site are illustrative examples, not a guaranteed or typical result for any customer.

Limitation of liability

On the Solo, Starter, and Operations plans, our total liability for any claim is capped at the fees you paid in the one month before the claim. These plans are month to month, so a one-month cap matches the commitment on both sides.

On the Partnership plan, the cap starts at one month of fees and is negotiable in your individual signed agreement, up to twelve months of fees. Where your Partnership agreement sets a different cap, that agreement controls; these Terms are the standard baseline, not the ceiling. Partnership is priced and scoped individually, and the liability cap is one of the items set there rather than fixed here.

None of these caps apply to a breach of confidentiality, gross negligence, willful misconduct, or either party's indemnification obligations under this agreement.

Neither of us is liable to the other for consequential, incidental, special, or punitive damages, or lost profits, to the extent the law allows us to exclude them.

These caps are consistent with the approval gate above: because you review and release everything before it goes out, our exposure for what you approved is limited by design, not by an afterthought. The Partnership range exists because that plan carries a broader scope of work and a separate signed agreement to match it.

Indemnification

You agree to cover Vocartes for claims arising from your use of the Service in violation of these terms, content you approved that we then published or sent on your behalf, and third-party data you gave us without the proper rights or consent.

Vocartes agrees to cover you for claims that the Service itself, meaning our platform and not content you approved, infringes a third party's intellectual property rights, subject to standard exclusions for modifications you made, combination with other products, and continued use after we've told you about an infringing component.

Not professional advice

Vocartes is not a law firm, accounting firm, tax advisory, or medical provider, and nothing the Service produces, including contract redlines, compliance summaries, financial analyses, billing narratives, or communications drafted for patients or clients, constitutes legal, tax, accounting, or medical advice. Get licensed professional review of any output before relying on it in a regulated or high-stakes context. Our compliance and contracts roles surface information and draft language; they don't substitute for a licensed attorney's, accountant's, or clinician's judgment.

This works together with the approval gate above: the approval step is where a licensed professional at your business is expected to apply their own judgment before anything goes out.

Disputes and governing law

These terms are governed by the law of the state where Vocartes is incorporated.

Disputes are resolved through binding individual arbitration, with a waiver of class-action participation and a small-claims carve-out for either party.

Changes to these terms

We may update these terms. We'll communicate material changes by email and in-product notice at least 30 days before they take effect. Continuing to use the Service after that date means you accept the change. Since billing is already month to month with no notice period, a material adverse change to pricing or the core service simply means you can stop buying the next month.

Contact

Questions about these terms: the contact form.