Terms of Service

The agreement and its scope

These proposed Terms of Service describe the rules for using the HUVA website and services provided by HUVER, Inc. (“HUVER,” “HUVA,” “we,” or “us”). “You” means the individual user and, where you are authorized to act for it, the organization receiving the service. Once adopted and properly presented for acceptance, these terms apply to the services they identify.

A signed service agreement or order governs the commercial scope of an organizational deployment. A Business Associate Agreement (“BAA”) governs covered protected health information (“PHI”); a data processing agreement governs the processing it covers. Those specific agreements control over conflicting general website terms for their subject matter. Neither this page nor a privacy notice constitutes a BAA.

Our Privacy Policy describes information handling. A notice explaining privacy practices is not, by itself, consent for every use of personal or patient information.

Professional eligibility and accounts

HUVA is intended for adults who are healthcare professionals or authorized members of healthcare organizations. You must have the legal capacity and professional or organizational authority required for your use. Keep account and professional details accurate. Do not misrepresent your license, role, affiliation, or authority.

Use your own authorized account, protect credentials and verification codes, and follow your organization’s security rules. Do not share an individual account or use another person’s permissions. Promptly report suspected unauthorized access. Administrators must review invitations and access when responsibilities change or employment ends.

Permission to use a feature does not expand your professional scope of practice. Your organization’s access policies and legal obligations continue to apply.

HUVA Chat: free individual professional use

HUVA Chat is provided without a subscription fee for individual use by healthcare professionals. It supports clinical information exploration, evidence review, and professional learning. A free Chat account does not include a HUVA Work subscription, clinic deployment, enterprise service commitment, EHR connection, or BAA.

You may use Chat for legitimate professional questions within reasonable service limits. Do not resell access, share accounts, operate an automated public service through an individual account, or circumvent rate limits. We may manage usage to protect service availability and prevent abuse.

If a future paid offering is introduced, any charge requires the applicable pricing notice and affirmative purchase authorization. A demo inquiry or free Chat account alone does not authorize a subscription charge.

Patient information is prohibited

You must not enter patient data that has not been appropriately de-identified. Identifiable patient data is prohibited in all HUVA Chat inputs. This includes prompts, uploads, recordings, screenshots, file names, feedback, links, and support examples.

Pseudonymization, initials, or replacing a name with “Patient A” does not make an input acceptable if dates, images, rare conditions, locations, codes, or other details can identify the person. Remove direct and indirect identifiers before submission and ensure the result meets applicable de-identification requirements. Do not upload re-identification keys or ask Chat to retrieve identifiable records.

You are responsible for checking inputs before sending them. Do not assume the service will detect or redact PHI automatically. Patient consent, clinician responsibility, or a BAA for a different HUVA product does not override this restriction. Use general or sufficiently de-identified examples when in doubt; otherwise do not submit the information.

Clinical judgment and final responsibility

The treating or responsible healthcare professional retains independent responsibility for clinical decisions and patient care. You must assess the patient, verify relevant evidence, use current professional standards, and decide whether any output is suitable before acting on it.

HUVA does not become the treating clinician, establish a clinician-patient relationship, or independently diagnose, prescribe, order treatment, determine medical necessity, or make final clinical decisions. HUVA Chat is not intended for autonomous medical judgment or patient self-treatment.

• Check source material, publication dates, study population, contraindications, local guidelines, and the reasoning behind an answer.
• Verify patient identity, allergies, medication names and doses, units, negations, dates, and clinically important details before using a note or suggestion.
• Resolve incomplete, contradictory, biased, or implausible output before relying on it. AI output may be inaccurate, fabricated, outdated, incomplete, or inconsistent.
• Do not treat a citation, confidence indication, code suggestion, or formatted note as proof that the output is correct or suitable for a particular patient.

Your responsibility for professional decisions does not remove HUVER’s own duties under applicable law or a signed agreement. These terms do not excuse HUVER’s fraud, willful misconduct, or other liability that cannot legally be excluded.

Do not use HUVA for emergencies or as the only channel for urgent work. Follow your organization’s emergency, escalation, and downtime procedures.

HUVA Work and authorized clinic data

HUVA Work provides enabled clinic operations tools, including Front Desk, connected patient workflows, documents, communication, insurance-related work, and Scribe access where included. Functionality and integration scope depend on the purchased service and deployment.

HUVA Work is deployed in the clinic’s private cloud environment. Patient and encounter records, including records created through clinic-connected Scribe, are stored and managed there under the clinic’s authorized policies and applicable agreements. A clinic invitation grants only the access assigned to that clinician. Completing documentation does not delete the clinic’s records under the individual Scribe extension’s deletion rule.

Before transmitting PHI, your organization must approve the particular environment and workflow, establish a lawful basis for processing, and execute a BAA where required. The clinic must provide required patient notices, obtain applicable consents, and authorize the relevant users, data types, connections, and operational policies.

Submit only information you are authorized to use and only what the workflow requires. Do not move patient data from a covered clinic workspace into the free HUVA Chat service, website inquiry forms, ordinary support email, or an unapproved third-party tool.

Your organization controls user roles, local workflow policies, professional supervision, and recordkeeping. HUVER remains responsible for delivering its contracted services and meeting its applicable privacy and security obligations. The clinic must maintain appropriate oversight of administrative and clinical work performed through its account.

Calls, scheduling, documents, and payer work

Automated work must stay within the scope enabled for your clinic. Your organization is responsible for approving scheduling rules, escalation paths, contact permissions, recipients, and the categories of actions that may proceed automatically. Review any action that requires explicit approval before it is executed.

Front Desk uses AI models on HIPAA-compliant AI infrastructure and stores its retained patient and operational records only in the clinic’s private cloud environment. The service agreement and BAA must define approved processing, integrations, storage boundaries, access, and retention. Authorized delivery to an EHR, payer, or other intended recipient remains subject to the applicable permissions and agreements. Use of HIPAA-compliant infrastructure does not replace those requirements or the clinic’s required human review.

• Calls and messages: obtain required consent, recording permission, notices, and contact authorization. Observe applicable calling, texting, opt-out, and recording laws and clinic policy.
• Scheduling: verify provider, location, time, visit type, eligibility, and exceptions. An offered or proposed appointment is not final until confirmed through the authorized scheduling workflow.
• Documents, Fax, and referrals: review patient matching, extracted fields, original source material, and destination before creating or transmitting a record.
• Insurance and payer work: confirm payer responses, dates, reference numbers, and requirements. Eligibility information or a prepared authorization does not guarantee coverage, reimbursement, payment, or approval.
• External delivery: check actual completion or receipt in the relevant destination. A prepared, queued, or sent status is not necessarily a confirmed appointment, filed record, accepted claim, or completed payer decision.

Do not configure HUVA to bypass required approvals, conceal an automated interaction when disclosure is required, or perform work outside the organization’s authority. Maintain a human escalation and recovery process for time-sensitive or incomplete tasks.

Scribe, recordings, and note approval

Individual clinicians use Scribe through a Chrome extension within their EHR workflow. After an authorized HUVA Work clinic invitation, Scribe can also use the clinic’s patient-linked encounter context within the assigned role. The selected access model does not remove patient privacy, recording-consent, professional, or BAA requirements.

Individual extension: completion and deletion

Complete and verify the documentation in the EHR before selecting Confirm in Scribe. Selecting Confirm is the deletion event for the individual extension’s temporary transcription data. It confirms that you have completed the EHR documentation; it is not an instruction for Scribe to sign the EHR record on your behalf.

The extension’s temporary transcription data is deleted at that confirmation point. Documentation already saved in the EHR and copies you have exported remain subject to the relevant recordkeeping policies. Do not rely on the individual extension as a medical-record archive.

Clinic-connected Scribe: retained clinic records

When Scribe is used through a clinic’s HUVA Work workspace, the clinic-connected patient and encounter records are stored and managed in the clinic’s private cloud environment. Clinic access, retention, export, and deletion policies govern those records. The individual extension’s Confirm-to-delete rule does not erase records held by the clinic.

Recording consent and clinical review

Before recording, you must provide required notices and obtain the permissions applicable to the encounter and location. Stop or avoid recording where permission is absent or withdrawn, and follow organizational policy for handling any existing recording.

Transcripts, notes, instructions, referral drafts, summaries, and suggested billing or diagnosis codes are drafts until reviewed. The responsible clinician must verify clinical accuracy, completeness, patient identity, and appropriateness before signing, copying, filing, sending, or submitting them.

Review the patient match, destination, document type, and mapped fields before EHR delivery. Confirm the result in the receiving system. A generated draft, copied note, or initiated EHR Push is not itself a final signed clinical record.

Third-party systems and availability

Connections may depend on third-party accounts, permissions, supported APIs, vendor availability, and clinic configuration. Your organization must have the right to authorize a connection and comply with relevant third-party terms. Do not provide another person’s credentials or use a connection to exceed your access rights.

Review the scope of data shared and whether a connection reads, writes, schedules, calls, or transmits information. Features shown in a demonstration or roadmap are not a guarantee that a particular integration is enabled or included for your clinic.

Interruptions, delays, or external changes may affect service. Maintain appropriate alternate procedures and verify important actions in the system of record. Any binding uptime, support, implementation, or response commitment must be stated in the applicable service agreement.

Acceptable use and restrictions

• Do not use the services unlawfully, deceptively, or outside your professional or organizational authority.
• Do not submit prohibited patient information, unlawfully obtained content, credentials, or data you do not have the right to disclose.
• Do not bypass permissions, required review, rate limits, usage controls, or security safeguards.
• Do not attempt unauthorized access, compromise other users, introduce malicious code, or disrupt the service.
• Do not falsify clinical records, approvals, patient identity, payer responses, audit evidence, or the source of generated content.
• Do not use outputs for unlawful discrimination or other prohibited decisions.
• Do not redistribute licensed references or third-party content beyond the rights you hold. Do not scrape or systematically extract the service except under an express agreement or a non-waivable legal right.

Report suspected security issues responsibly to contact@huver.ai. This reporting channel does not authorize testing against other users or patient data.

Content, intellectual property, and feedback

You or your organization retain the rights you hold in submitted content. You authorize HUVER to process that content as needed to provide the requested service, maintain its security, and fulfill the applicable agreement, subject to the Privacy Policy, BAA, and law. This is not an unrestricted transfer of patient records or permission for unrelated use.

HUVER and its licensors retain rights in HUVA software, branding, interface design, and other service materials. Your permitted use is limited to the applicable account or service agreement. You may not claim ownership of HUVA branding or imply an endorsement that does not exist.

To the extent legally permitted and subject to third-party rights, you may use outputs for your authorized professional workflow after required review. AI outputs may not be unique and may not qualify for exclusive intellectual-property protection. Source publications and other third-party material retain their own rights and restrictions.

Provide feedback without patient information or unnecessary confidential material. Feedback may inform product improvement within applicable data-use permissions; it does not override a clinical-data restriction or BAA.

Subscriptions, pilots, and usage

HUVA Work, Front Desk, Scribe, and organizational services may require a paid subscription, pilot, or written order. Price, billing period, renewal, included usage, optional overages, cancellation, refunds, and connector or implementation charges must be disclosed in the applicable purchase flow or agreement before a commitment is made.

Only an authorized person may place an order or authorize charges for an organization. A website inquiry, demo request, early access signup, or product comparison does not by itself create a paid subscription or authorize billing.

Descriptions such as “unlimited” apply only to the stated measure and published fair-use conditions. Unlimited staff invitations do not mean unlimited call minutes, calendars, integrations, phone numbers, or sites. Unlimited Scribe notes do not remove recording-time fair use or other disclosed limits.

For changes, cancellation, or billing questions, follow your account or contract process or contact us. Mandatory cancellation and consumer rights remain in effect. Existing agreed pricing and service terms cannot be replaced simply by changing a marketing page.

Trials, previews, and HUVA One

Trials, preview features, and early access may be limited, changed, or discontinued subject to any applicable agreement. They may have incomplete functions and must not be your only means of supporting a critical workflow.

HUVA One is in development. Joining an update or early access list does not guarantee a release date, invitation, included feature, clinical deployment, pricing, or integration. A preview is not authorized for identifiable patient information unless the organization, environment, and required agreements expressly cover that use.

Suspension, termination, and records

We may restrict affected access where reasonably necessary to address a security threat, prohibited use, legal requirement, or material contractual breach. Where appropriate and permitted, we will provide notice and an opportunity to address the issue. Any specific contractual suspension and termination procedures control.

You may stop using a free account and request closure. Organizational termination, billing obligations, export assistance, and data handling follow the applicable agreement. Coordinate with the clinic before removing access needed for patient care, records, or legal retention.

Termination does not erase legally required records or continuing confidentiality, privacy, payment, or other obligations. PHI return, destruction, and any permitted continued retention follow the BAA. Plan record export and continuity before closing a service.

Service limitations and legal responsibility

Except for commitments expressly made in a signed agreement or required by law, the services and AI outputs are provided on an “as is” and “as available” basis. We do not promise that every output will be accurate, complete, current, clinically appropriate, or uninterrupted, or that a payer, EHR, or other third party will accept a proposed action.

These limitations do not reduce express security, confidentiality, service, or BAA obligations. They do not exclude rights or remedies that applicable law does not permit us to exclude.

Any negotiated monetary limitation of liability or indemnity is governed by the applicable signed agreement. This general policy does not impose an undisclosed liability cap, transfer all consequences to the clinician, or waive responsibility for fraud, willful misconduct, or other non-excludable liability. Each party remains responsible for its own obligations under applicable law.

Questions, disputes, and governing terms

First contact contact@huver.ai with the account or organization, a description of the issue, and the requested resolution, without including patient information. We will identify the appropriate contractual or support process.

The governing law and dispute procedure specified in a signed service agreement apply to disputes within that agreement. Where no such provision applies, applicable law and ordinary jurisdictional rules govern. These terms do not establish mandatory arbitration, a class-action waiver, or an exclusive court venue.

Any later agreement selecting a governing law, forum, liability limit, or dispute process must be presented and adopted through an appropriate contracting process, subject to non-waivable rights.

Updates and general provisions

We may propose updated terms as the services change. When terms become effective or are materially revised, we will provide the required notice and obtain acceptance where required. A posted draft does not amend an existing contract.

If a provision is unenforceable, the remaining provisions continue to apply to the extent permitted by law. Failure to enforce a provision does not automatically waive it. You may not transfer an account or contractual rights without the permission required by your agreement and applicable law.

For these terms and HUVA product questions, contact HUVER, Inc. at contact@huver.ai. For handling personal or clinical information, read the Privacy Policy.