Terms of Service

1. Agreement to Terms

These Terms of Service ("Terms") govern access to and use of the RootRx application, websites, APIs, and related services (collectively, the "Services"). Our Privacy Policy describes how we collect and use personal information and is incorporated into these Terms by reference. By creating an account, accessing, or using the Services, you agree to these Terms and the Privacy Policy on behalf of yourself and, where applicable, the organization you represent.

2. Eligibility and Authority

• You must be legally capable of entering a binding contract.
• If you use the Services on behalf of a clinic, company, or institution, you represent that you have authority to bind that entity.
• You are responsible for ensuring users under your account comply with these Terms and applicable law.

3. Service Description

RootRx provides practice-management software for herbal medicine and acupuncture clinics, including account management, pharmacy operations, charting and scheduling, optional AI-assisted reference and documentation tools, patient portal access, inventory, and related features. RootRx is a software platform only and does not provide medical care, diagnosis, treatment, pharmacy services, sell herbs or other products, or legal advice.

4. Account Registration and Security

• You must provide accurate and current information and keep it updated.
• You are responsible for account credentials and all activity under your account.
• You must promptly notify RootRx of suspected unauthorized access, credential compromise, or security incidents.
• RootRx may require security steps such as multifactor authentication, password resets, and session controls.

5. Acceptable Use

You agree not to:

• Use the Services in violation of law, regulation, or third-party rights.
• Upload malicious code, attempt unauthorized access, or disrupt system integrity.
• Reverse engineer, copy, scrape, or exploit the Services except as expressly permitted by law or written agreement.
• Use the Services to send spam, deceptive messages, or harmful content.
• Bypass role permissions, rate limits, or access controls.

6. Customer Data and Responsibility

As between the parties, you or your Organization retain rights to data submitted to the Services ("Customer Data"). You are responsible for ensuring lawful collection, use, disclosure, and transfer of Customer Data, including obtaining all required notices, authorizations, and consents.

You represent that you have all rights necessary to provide Customer Data to RootRx for processing as contemplated by the Services and applicable agreements.

7. Healthcare Compliance and BAA

Where required, healthcare data processing is governed by a signed Business Associate Agreement (or equivalent) and underlying commercial agreement. In the event of conflict between these Terms and a signed BAA regarding protected health information handling, the BAA controls for those issues.

8. Fees, Billing, and Renewals

• Paid plans and feature entitlements are described in your order, quote, or billing interface.
• Self-serve billing may include multiple subscription components (for example, platform access, optional modules, and metered usage for seats or AI features) processed through our payment provider.
• Fees are generally non-refundable except where required by law or stated in writing.
• Subscriptions may auto-renew unless canceled before the renewal effective date under your plan terms.
• RootRx may suspend paid features for non-payment after notice and any contractually agreed cure period.
• Taxes are your responsibility unless expressly included.

9. Changes to Services

RootRx may modify, improve, or discontinue features from time to time. We will use commercially reasonable efforts to avoid materially reducing core paid functionality without notice, except where urgent security, legal, or integrity concerns require immediate changes.

10. Third-Party Services

The Services may interoperate with third-party products (for example, Stripe for subscriptions and clinic-connected checkout, Amazon Web Services for hosting and email delivery, linked clinical reference sites, or browser-provided speech recognition for optional dictation features). Use of third-party products is subject to those providers' terms and policies, and RootRx is not responsible for third-party services outside our reasonable control.

11. Intellectual Property

RootRx and its licensors retain all rights, title, and interest in and to the Services, including software, designs, trademarks, and documentation. Subject to these Terms and applicable payment, RootRx grants a limited, non-exclusive, non-transferable right to use the Services for internal business purposes.

12. Feedback

If you provide suggestions, ideas, or feedback, RootRx may use it without restriction or compensation, provided we will not publicly identify you as the source without permission.

13. Confidentiality

Each party may receive non-public information from the other. The receiving party will use at least reasonable care to protect confidential information and use it only for purposes of the relationship, unless disclosure is required by law.

14. Suspension and Termination

RootRx may suspend or terminate access for breach of these Terms, security risks, legal requirements, prolonged non-payment, or misuse. You may stop using the Services at any time, and paid cancellation effects are governed by your plan terms.

15. Disclaimers

Except as expressly stated in a signed agreement, the Services are provided "as is" and "as available." To the fullest extent permitted by law, RootRx disclaims implied warranties, including merchantability, fitness for a particular purpose, and non-infringement.

16. Limitation of Liability

To the fullest extent permitted by law, RootRx will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, goodwill, or data.

To the fullest extent permitted by law, RootRx's aggregate liability arising out of or related to the Services will not exceed the amounts paid by you (or your Organization) to RootRx for the Services in the 12 months preceding the event giving rise to liability.

17. Indemnification

You agree to defend, indemnify, and hold harmless RootRx, its affiliates, and personnel from claims, losses, liabilities, and expenses (including reasonable attorneys' fees) arising from your misuse of the Services, violation of these Terms, or violation of applicable law.

18. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of California, without regard to conflict-of-law rules, except where a signed order form or master services agreement between you and RootRx specifies a different governing law. Unless a signed agreement requires otherwise, disputes arising out of or relating to these Terms or the Services shall be brought in the state or federal courts located in California, and each party consents to personal jurisdiction in those courts.

19. Changes to These Terms

RootRx may update these Terms by publishing a new version identifier. Material changes will be posted with a revised "Last updated" date and communicated through the Services, by email to the clinic owner, or both.

For material changes, the clinic's authorized representative must re-accept the updated Terms in RootRx before the clinic may continue using PHI-related features (as defined in the Business Associate Agreement). Until re-acceptance, RootRx may suspend PHI-related features without deleting clinic data during a reasonable cure period.

Continued use of non-PHI features after notice may constitute acceptance only where re-acceptance is not required by law or by a separate agreement. Changes to the BAA require acceptance under the BAA.

20. Contact

For legal notices or questions about these Terms:
Email: support@rootrx.org