Last Updated: January 9, 2025

1. Acceptance of Terms

By accessing or using Ready Notes ("Service"), operated by Ready Notes LLC ("Company," "we," "us," or "our"), you ("User," "you," or "your") agree to be bound by these Terms of Use ("Terms"). If you do not agree to these Terms, do not use the Service.

If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms.

2. Description of Service

Ready Notes is a documentation platform designed for early intervention providers participating in Louisiana's Early Steps program. The Service provides tools for creating contact notes, managing client information, importing IFSP (Individualized Family Service Plan) data, and generating AI-assisted visit plans.

The Service may also include optional SMS/text message notifications for appointment reminders, service alerts, and account communications.

2.1 AI-Assisted Features

The Service includes artificial intelligence features that generate suggested content, including but not limited to visit plans, activity recommendations, and documentation assistance. These AI-generated suggestions are intended as aids to professional judgment, not replacements for it.

3. Eligibility

You must be at least 18 years old and legally capable of entering into binding contracts to use this Service. The Service is intended for licensed healthcare providers, therapists, and early intervention professionals. By using the Service, you represent that you meet these requirements.

4. Account Registration and Security

4.1 Account Creation

To use the Service, you must create an account with accurate, complete, and current information. You agree to update your information as necessary to maintain its accuracy.

If you choose to opt in to SMS notifications, you must provide a valid mobile phone number that you own or are authorized to use.

4.2 Account Security

You are responsible for:

  • Maintaining the confidentiality of your login credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorized access or security breach

We reserve the right to suspend or terminate accounts that we reasonably believe have been compromised.

5. Subscription and Payment

5.1 Subscription Plans

The Service is offered through paid subscription plans. Current pricing and plan details are available on our website. We reserve the right to modify pricing with 30 days' notice to existing subscribers.

5.2 Billing

Subscriptions are billed in advance on a monthly basis. Payment is due at the beginning of each billing cycle. All fees are non-refundable except as expressly stated in these Terms or required by law.

5.3 Cancellation

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. You will retain access to the Service until the end of your paid period.

6. Protected Health Information and HIPAA Compliance

6.1 Business Associate Agreement

If you are a Covered Entity under HIPAA and use the Service to store, process, or transmit Protected Health Information (PHI), you must enter into a Business Associate Agreement (BAA) with Ready Notes LLC. The BAA governs our obligations regarding PHI and is incorporated into these Terms by reference.

6.2 Your Responsibilities

You are solely responsible for:

  • Ensuring your use of the Service complies with HIPAA and all applicable privacy laws
  • Obtaining any necessary patient consents or authorizations
  • Determining what information is appropriate to enter into the Service
  • Maintaining appropriate access controls for your account
  • Training your staff on proper use of the Service in compliance with privacy regulations
6.3 Data Security

We implement administrative, physical, and technical safeguards designed to protect the confidentiality, integrity, and availability of PHI. However, no system is completely secure, and we cannot guarantee absolute security.

7. Acceptable Use

7.1 Permitted Use

You may use the Service only for its intended purpose: documenting and managing early intervention services in compliance with applicable laws and professional standards.

7.2 Prohibited Conduct

You agree not to:

  • Use the Service for any unlawful purpose
  • Share your account credentials with unauthorized individuals
  • Attempt to access accounts, systems, or data without authorization
  • Interfere with or disrupt the Service or servers
  • Introduce malware, viruses, or other harmful code
  • Reverse engineer, decompile, or disassemble the Service
  • Use the Service to store or transmit content that infringes intellectual property rights
  • Resell, sublicense, or redistribute the Service without authorization
  • Use automated systems to access the Service without permission
7.3 SMS/Text Message Terms

If you opt in to receive SMS/text messages from Ready Notes, the following terms apply:

Consent. By opting in, you agree to receive recurring automated marketing and informational text messages from Ready Notes at the mobile number you provide. Your consent is not a condition of purchase.

Message Frequency. Message frequency varies based on your account activity and interaction with the Service. We reserve the right to alter message frequency or change the phone number from which messages are sent.

Costs. Message and data rates may apply depending on your mobile carrier plan. Contact your carrier with questions about your plan.

Cancellation. You may opt out at any time by replying STOP to any message. After opting out, you will receive a confirmation message and no further messages will be sent unless you re-enroll.

Help. For support, reply HELP to any message or email support@readynotes.app.

Carrier Disclaimer. Carriers are not liable for delayed or undelivered messages.

Number Transfer. Before changing or transferring your mobile number, you must either reply STOP, unsubscribe via the link in our messages, or notify us at support@readynotes.app.

8. AI-Generated Content Disclaimer

8.1 Nature of AI Suggestions

The Service uses artificial intelligence to generate visit plans, activity suggestions, and other content recommendations. This AI-generated content is:

  • Provided as a starting point and professional aid only
  • Not a substitute for professional clinical judgment
  • Not guaranteed to be accurate, complete, or appropriate for any specific situation
  • Subject to the limitations inherent in AI technology
8.2 Professional Responsibility

You acknowledge and agree that:

  • You are solely responsible for reviewing, modifying, and approving all content before use
  • You must exercise independent professional judgment in all clinical decisions
  • AI suggestions do not constitute medical, therapeutic, or professional advice
  • You will not rely on AI-generated content without independent verification
  • The Company is not liable for any decisions made based on AI-generated suggestions

9. Intellectual Property

9.1 Our Intellectual Property

The Service, including its software, design, features, content, and documentation, is owned by Ready Notes LLC and protected by intellectual property laws. These Terms do not grant you any ownership rights in the Service.

9.2 Your Content

You retain ownership of the content you create and upload to the Service ("User Content"). By using the Service, you grant us a limited license to store, process, and display your User Content solely as necessary to provide the Service.

9.3 Feedback

If you provide suggestions, feedback, or ideas about the Service, you grant us the right to use such feedback without restriction or compensation.

10. Data Retention and Export

10.1 Data Retention

We retain your data for the duration of your subscription and for a reasonable period thereafter to comply with legal obligations and allow for account reactivation.

10.2 Data Export

You may request an export of your data at any time during your subscription. We will provide your data in a standard, machine-readable format within a reasonable timeframe.

10.3 Data Deletion

Upon account termination, you may request deletion of your data. We will delete your data in accordance with our data retention policies and applicable legal requirements, including HIPAA record retention obligations where applicable.

11. Disclaimers

11.1 "As Is" Provision

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR ACCURACY.

11.2 No Professional Advice

The Service is a documentation and administrative tool. Nothing in the Service constitutes medical, therapeutic, legal, or other professional advice. You are solely responsible for your professional decisions and compliance with applicable standards of care.

11.3 Service Availability

We do not guarantee uninterrupted or error-free operation of the Service. The Service may be temporarily unavailable for maintenance, updates, or circumstances beyond our control.

12. Limitation of Liability

12.1 Exclusion of Damages

TO THE MAXIMUM EXTENT PERMITTED BY LAW, READY NOTES LLC SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE.

12.2 Cap on Liability

OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNTS YOU PAID TO US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

12.3 Basis of the Bargain

THE LIMITATIONS IN THIS SECTION REFLECT THE ALLOCATION OF RISK BETWEEN THE PARTIES AND ARE AN ESSENTIAL BASIS OF THE BARGAIN BETWEEN US.

13. Indemnification

You agree to indemnify, defend, and hold harmless Ready Notes LLC, its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising from:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any applicable law or regulation
  • Your violation of any third-party rights
  • Any content you submit to the Service

14. Termination

14.1 Termination by You

You may terminate your account at any time by canceling your subscription and providing notice to us.

14.2 Termination by Us

We may suspend or terminate your access to the Service immediately, without prior notice, if:

  • You breach these Terms
  • We are required to do so by law
  • We discontinue the Service
  • Your account shows prolonged inactivity
14.3 Effect of Termination

Upon termination, your right to use the Service ceases immediately. Provisions of these Terms that by their nature should survive termination shall survive, including intellectual property rights, disclaimers, limitations of liability, and indemnification.

15. Dispute Resolution

15.1 Governing Law

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

15.2 Informal Resolution

Before initiating formal proceedings, you agree to contact us and attempt to resolve any dispute informally for at least 30 days.

15.3 Jurisdiction

Any legal action arising from these Terms shall be brought exclusively in the state or federal courts located in Louisiana. You consent to the personal jurisdiction of such courts.

16. General Provisions

16.1 Entire Agreement

These Terms, together with our Privacy Policy and any applicable Business Associate Agreement, constitute the entire agreement between you and Ready Notes LLC regarding the Service.

16.2 Severability

If any provision of these Terms is found unenforceable, the remaining provisions shall continue in full force and effect.

16.3 Waiver

Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision or any other provision.

16.4 Assignment

You may not assign these Terms without our prior written consent. We may assign these Terms without restriction.

16.5 Modifications

We may modify these Terms at any time. We will notify you of material changes via email or through the Service. Continued use of the Service after changes take effect constitutes acceptance of the modified Terms.

17. Contact Information

For questions about these Terms, please contact us:

Ready Notes LLC

Email: support@readynotes.app

By using Ready Notes, you acknowledge that you have read, understood, and agree to be bound by these Terms of Use.