Terms of Service

1. Acceptance of Terms

By creating an account or using any part of the Medical Legal Connect platform ("Platform"), you ("User," "you," or "your") agree to be bound by these Terms of Service ("Terms"), our Privacy Policy, and any additional guidelines referenced herein.

If you are using the Platform on behalf of an organization (such as a law firm or medical practice), you represent and warrant that you have authority to bind that organization to these Terms, and references to "you" include both you individually and that organization.

If you do not agree to these Terms, you may not access or use the Platform.

2. Description of Services

Medical Legal Connect provides a cloud-based, HIPAA-compliant case management platform that enables:

• Secure communication between law firms, medical providers, and their clients
• Management of medical-legal cases, Letters of Protection (LOPs), medical liens, and court filings
• Electronic signature collection and document management
• Billing tracking and analytics
• Audit logging for HIPAA compliance purposes

The Platform is offered as a Software-as-a-Service (SaaS) subscription. We reserve the right to modify, suspend, or discontinue any part of the Platform at any time with reasonable notice.

3. Eligibility & Account Registration

3.1 Eligibility

The Platform is intended for use by licensed legal professionals, licensed healthcare providers, and their authorized support staff. You must be at least 18 years old and legally authorized to work in the United States to use the Platform.

3.2 Account Accuracy

You agree to provide accurate, current, and complete information during registration and to keep your account information updated. Creating an account under a false identity or misrepresenting your professional credentials is a material breach of these Terms.

3.3 Account Security

You are responsible for maintaining the confidentiality of your login credentials. You must enable Multi-Factor Authentication (MFA) where required by your organization's security policy. Notify us immediately at security@medicallegalconnect.com if you suspect unauthorized access to your account.

4. HIPAA Compliance & Protected Health Information

4.1 Business Associate Agreement (BAA)

Medical Legal Connect operates as a Business Associate under HIPAA when processing Protected Health Information (PHI) on your behalf. Organizations covered under HIPAA must execute a Business Associate Agreement (BAA) with Medical Legal Connect prior to transmitting any PHI through the Platform. Contact us at compliance@medicallegalconnect.com to request a BAA.

4.2 Your PHI Responsibilities

You are solely responsible for:

• Ensuring you have patient authorization before inputting PHI into the Platform
• Granting access to PHI only to authorized parties
• Complying with HIPAA's minimum necessary standard when sharing patient information
• Promptly reporting any suspected PHI breach to us and to applicable authorities

4.3 Our Security Measures

We implement industry-standard security measures including AES-256 encryption at rest, TLS 1.3 in transit, comprehensive audit logging, role-based access control, and automatic session timeouts in accordance with HIPAA technical safeguard requirements.

5. Acceptable Use

You agree not to use the Platform to:

• Access, store, or transmit patient information without proper authorization
• Engage in any activity that violates HIPAA, state privacy laws, or professional ethical rules
• Attempt to gain unauthorized access to other organizations' data or accounts
• Upload malicious code, viruses, or any software that may harm the Platform or its users
• Reverse-engineer, decompile, or create derivative works of the Platform
• Resell or sublicense access to the Platform without our written consent
• Use automated tools to scrape, crawl, or extract data from the Platform
• Impersonate any person or entity or misrepresent your affiliation

Violation of this section may result in immediate account suspension and may be reported to applicable professional licensing boards or law enforcement.

6. Data Security & Breach Notification

In the event of a confirmed security breach affecting your PHI, we will notify you without unreasonable delay and no later than the timeframe required under HIPAA (generally within 60 days of discovery), consistent with the needs of law enforcement or security investigations.

You acknowledge that no transmission over the internet is 100% secure and agree to use strong passwords, enable MFA, and follow security best practices.

7. Billing & Subscriptions

7.1 Fees

Subscription fees are charged in advance on a monthly or annual basis, depending on your selected plan. All fees are in USD. You authorize us to charge your payment method for all fees due.

7.2 Free Trial

New organizations may receive a free trial period as specified at registration. We reserve the right to change or terminate free trial offers at any time.

7.3 Cancellation & Refunds

You may cancel your subscription at any time. Cancellations take effect at the end of the current billing period. Refunds are generally not provided for partial periods, except where required by law.

7.4 Seat Limits

Your subscription grants access for the number of active users specified in your plan. Exceeding your seat limit may result in a prompt to upgrade your plan.

8. Intellectual Property

The Platform, including its software, design, trademarks, and content, is owned by Medical Legal Connect and protected by copyright, trademark, and other intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to use the Platform solely for your business purposes during your subscription period.

You retain ownership of all data and content you upload to the Platform. You grant us a limited license to process that data solely to provide the Platform's services.

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, Medical Legal Connect AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL, ARISING FROM YOUR USE OF OR INABILITY TO USE THE PLATFORM.

Our total liability for any claim arising under these Terms shall not exceed the amounts paid by you to us in the twelve (12) months preceding the claim.

Some jurisdictions do not allow the exclusion or limitation of certain damages, so some of the above limitations may not apply to you.

10. Termination

We may suspend or terminate your account immediately if you violate these Terms, fail to pay fees, or engage in conduct that we determine, in our sole discretion, to be harmful to other users, third parties, or the integrity of the Platform.

Upon termination, your right to access the Platform ceases immediately. We will retain your data for up to 90 days after termination to facilitate data export, after which it may be permanently deleted, except where retention is required by law.

11. Dispute Resolution & Governing Law

These Terms are governed by the laws of the State of Texas, without regard to conflict of law principles.

Any dispute arising from these Terms or your use of the Platform shall first be subject to good-faith negotiation. If unresolved within 30 days, disputes shall be submitted to binding arbitration in Dallas, Texas, under the rules of the American Arbitration Association, except that either party may seek injunctive relief in court for intellectual property infringement or unauthorized access to PHI.

12. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes via email or a prominent notice within the Platform at least 30 days before the changes take effect. Your continued use of the Platform after the effective date constitutes acceptance of the updated Terms.