Published terms. Read these Terms and the Business Associate Agreement before accepting them electronically.
TrueMedAI
TrueMedAI LLC · Terms of Service for Practices
Last updated September 25, 2026
Effective September 25, 2026

Terms of Service

The conditions that apply when a medical practice creates a TrueMedAI account and subscribes online.

1. Acceptance

These Terms of Service (“Terms”) are an agreement between TrueMedAI LLC (“TrueMedAI,” “we,” “us”) and the practice or organization that creates an account (“Customer,” “you”). By clicking “I accept”, starting a trial or using the Platform, you confirm that you are authorized to bind the Customer and that the Customer accepts these Terms, the Business Associate Agreement and our Privacy Policy at https://www.truemedai.com/privacy.html.

2. Eligibility and accounts

  1. The Platform is for U.S. healthcare practices and their authorized personnel. You must be at least 18 and act on behalf of a legitimate practice.
  2. You are responsible for your account administrators, the users you invite, the roles you assign, and all activity under your account. Keep credentials confidential and turn on multi-factor authentication where offered.
  3. Provider information you publish (names, credentials, NPI, licensure, insurance accepted, locations and availability) must be accurate and kept current.

3. Plans, trials and seat limits

  1. Each plan (Pay As You Go, Starter, Growth, Health System) includes the providers, staff users, appointment volume and features described on our pricing page at the time you subscribe. Starter includes up to 2 providers and 500 confirmed appointments per month; Growth up to 10. Pay As You Go has no monthly platform fee and costs $10 per confirmed booking, excluding cancellations; phone scheduling and SMS are included in that booking fee.
  2. The Platform enforces seat limits. To add more providers or staff, upgrade your plan or purchase additional seats.
  3. Free trial. The Starter and Growth trial lasts 30 days, uses a simulated scheduling workflow without EHR setup, and has no uptime commitment. A payment card is required but not charged during the trial. Unless you cancel before the trial ends, your subscription starts automatically on the plan and billing frequency you selected, and your card is charged. Pay As You Go starts without a free trial. Do not enter real patient information during a trial until the BAA is in effect.

4. Billing and payment

  1. Monthly plans are billed in advance on the same calendar day each month and renew automatically month to month. Pay As You Go has no monthly platform fee; confirmed bookings net of cancellations are billed monthly in arrears.
  2. Annual plans are billed in advance for 12 months at the annual rate and renew automatically for another 12 months unless you cancel before the renewal date (see Section 5). We will email a reminder at least 45 days before an annual renewal.
  3. Payments are processed by Stripe. You authorize us to charge your payment method on file for all recurring fees, usage fees expressly agreed in writing, Pay As You Go confirmed bookings and applicable taxes. Pay As You Go phone scheduling and SMS are included in the booking fee. EHR charges are separate.
  4. Changing plans. Upgrades take effect immediately and the prorated difference is charged at once. Downgrades (a lower plan or fewer seats), on monthly and annual plans alike, also take effect immediately; the unused value of your higher plan or removed seats for the rest of the billing period is added to your account as a prorated credit and applied to future invoices (it is not refunded as cash). You can't reduce seats below the number currently in use.
  5. Failed payments. If a charge fails we will retry and notify your billing contact. If the balance is still unpaid 30 days after notice, we may suspend access (except data export) until it is paid.
  6. Price changes. We will give at least 60 days' notice of a price change, effective at your next renewal.
  7. Refunds. Fees are non-refundable, and we do not give refunds for partial billing periods or unused seats (other than the downgrade credit in Section 4.4), except where required by law, where we terminate your subscription without cause, or where you terminate after rejecting a change under Section 12, in which case we refund the unused prepaid portion.

5. Cancellation and your data

You can cancel a monthly or annual plan from the Billing page at any time. Cancellation takes effect at the end of your current billing period (the current month, or the current paid year): your subscription stays active until then, does not renew, and is not refunded for the rest of that period.

Your data after cancellation. For 30 days after your subscription ends you can export your data, including uploaded documents, using the self-serve export tools or by asking us, and during that window you can ask us to return your data instead of destroying it. Within 60 days after your subscription ends we destroy all of your data, including PHI, attachments, logs containing PHI and copies held by our subprocessors, and certify destruction on request; encrypted backups expire on a rolling schedule of no more than 35 days after that. Any data we must keep (for a legal hold, or where return or destruction is infeasible) stays protected by the BAA and is used only for the reason we kept it.

6. Acceptable use

You will not: resell or share access outside your practice; reverse engineer or copy the Platform; probe, scan or test its security without written permission; upload malware; send messages to patients without the consent required by law (including the TCPA); impersonate a provider; or use the Platform for any unlawful purpose. We may suspend accounts that put patients, other customers or the Platform at risk.

7. Clinical and AI disclaimer

Not medical advice · Not for emergencies TrueMedAI and its AI assistant Ellie help patients find providers and book appointments. They do not diagnose, triage medical conditions or give treatment advice. Patients describing an emergency are told to call 911. Your practice remains responsible for all clinical decisions and patient care. AI responses may occasionally be wrong — review your clinic notes, insurance lists and provider data, and have staff confirm bookings as your workflows require.

8. Your data

  1. You own the data you and your patients put into the Platform. We use it only to provide, secure and support the Services, as described in the BAA and our Privacy Policy.
  2. We encrypt data in transit and at rest, host it in U.S. data centers of a HIPAA-eligible cloud provider, log access to PHI, and never sell PHI or use it to train AI models.
  3. If you connect an EHR (for example athenahealth or eClinicalWorks/healow), you authorize us to read and write the records needed for scheduling and patient engagement. Your EHR vendor's terms and fees are between you and that vendor.

9. Availability and support

We aim for high availability but, under these Terms, the Platform is provided without an uptime guarantee. Service-level commitments and service credits are available under a signed Master Subscription Agreement. Support is available at support@truemedai.com Monday through Friday, 8:00 AM to 7:00 PM Central Time.

10. Intellectual property

TrueMedAI owns the Platform and everything we build. You grant us permission to display your practice name, logo and branding on your patient-facing pages. We may use feedback you give us to improve the product.

11. Warranties, disclaimers and liability

THE PLATFORM IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND TO THE FULLEST EXTENT ALLOWED BY LAW. NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL OR PUNITIVE DAMAGES OR LOST PROFITS. EACH PARTY'S TOTAL LIABILITY IS LIMITED TO THE FEES YOU PAID IN THE 12 MONTHS BEFORE THE CLAIM, EXCEPT FOR YOUR PAYMENT OBLIGATIONS, EITHER PARTY'S INDEMNITY OBLIGATIONS, AND LIABILITY FOR GROSS NEGLIGENCE, WILLFUL MISCONDUCT OR FRAUD. FOR OUR BREACH OF OUR DATA-SECURITY OBLIGATIONS UNDER THESE TERMS OR THE BAA, OUR TOTAL LIABILITY IS INSTEAD LIMITED TO THE GREATER OF 2× THE FEES YOU PAID IN THE 12 MONTHS BEFORE THE CLAIM OR $5,000. You will indemnify TrueMedAI against third-party claims arising from your clinical care, data you provide in violation of law or third-party rights, or your failure to obtain patient consents or give notices required by law — except to the extent a claim is caused by our breach of our data-security obligations or the BAA.

12. Changes to these Terms

We may update these Terms. We will notify your account administrators by email or in the app at least 30 days before a material change takes effect. For monthly subscriptions, a material change takes effect at the end of that notice period. For annual subscriptions, a material change takes effect at your next renewal, unless it must apply mid-term (for example, because the law requires it). If you don't agree, you may cancel before the change takes effect. If you reject a change that must apply during your current annual term, you may instead terminate your subscription by notice before the change takes effect and we will refund the unused prepaid portion of your fees. Continuing to use the Platform after a change takes effect means you accept the updated Terms.

13. General

These Terms are governed by the laws of the State of Texas, without regard to its conflict-of-laws principles, except to the extent applicable law in your jurisdiction requires otherwise. If any provision is unenforceable, the rest remain in effect. You may not assign these Terms without our consent. Notices to TrueMedAI go to legal@truemedai.com.

To accept electronically, read these Terms and the BAA, identify the practice legal name, type the authorized signer’s name as the electronic signature, and click “I accept.” TrueMedAI records the acceptance time automatically. Administrators can download the digitally signed PDF record from Documents in the tenant-admin portal.