Terms and Conditions

These Terms and Conditions ("Terms") govern your use of www.aifax.net (the "Site") and the AiFax fax, document reading, and related services (the "Service") provided by Healthcare Utilization Consultants LLC, doing business as AiFax ("AiFax," "we," "us"). By using the Site or subscribing to the Service you agree to these Terms. If you are accepting on behalf of an organization, you represent that you have authority to bind it. A signed Service Agreement or Business Associate Agreement between AiFax and a customer controls over these Terms where they conflict.

1. The Service

AiFax provides cloud fax sending and receiving, AI-generated summaries and extracted information from received documents, an online dashboard, email delivery, and optional integration services with electronic health record ("EHR") systems. Features vary by plan. We may improve or change features and will not materially reduce the core functionality of a paid plan during its current billing period without notice.

2. Accounts

You must provide accurate account information and keep it current. You are responsible for all activity under your account and for keeping credentials confidential. Notify us promptly of any unauthorized use. Your account email is your identity across AiFax systems; contact us to change it.

3. Healthcare use and HIPAA

If you are a covered entity or business associate under HIPAA and will transmit or store protected health information ("PHI") through the Service, you must execute our Business Associate Agreement ("BAA") before doing so. We provide it electronically at signup. You are responsible for using the Service in a manner consistent with your own HIPAA obligations, including appropriate workforce access, minimum-necessary practices, and verifying recipients before sending PHI.

4. AI-generated content

Summaries, extracted identifiers, patient matches, and document classifications are generated automatically and may contain errors or omissions. They are provided to assist review and are not medical advice, a diagnosis, or a substitute for reading the original document. Clinical decisions must be based on the original document and professional judgment. Where the Service flags an item for review, you are responsible for that review. AiFax does not file documents into a patient chart without a configured integration or a human confirmation step.

5. Acceptable use

• Use the Service only for lawful purposes and in compliance with applicable law, including the Telephone Consumer Protection Act and the Junk Fax Prevention Act; do not send unsolicited advertisements by fax.
• Do not send content that is illegal, infringing, harassing, or malicious, or that you lack the right to transmit.
• Do not attempt to access other customers' data, probe or disrupt the Service, reverse engineer it, or resell it without written permission.
• Do not use the Service to build a competing product or to train models on our outputs.

We may suspend accounts that violate this section, with notice where practical.

6. Fax numbers and porting

Numbers we assign remain with AiFax while your account is active in good standing. If you port a number to us, you authorize us to file the port with your current carrier on your behalf and you agree to keep your current service active until the port completes. Porting timelines are set by carriers and are outside our control; we will keep you informed. On cancellation you may port your number away within 30 days; numbers not ported may be released.

7. Plans, billing, and overages

• Plans are billed in advance, monthly or annually as selected, and renew automatically until cancelled.
• Each plan includes a monthly page allowance for sending and receiving combined. Pages beyond the allowance are billed at the additional-page rate shown on the pricing page at the time of use.
• Prices exclude applicable taxes. We may change prices with at least 30 days notice; changes apply at your next renewal.
• Payment is by the card or method on file. Failed payments may result in suspension after notice.
• EHR integration and custom development are separate projects quoted in writing; their fees and milestones are set in that written quote or Service Agreement.

8. Cancellation and refunds

Monthly plans may be cancelled at any time from your billing portal or by emailing us; service continues through the end of the paid period and is not prorated. Annual plans may be cancelled for the next term. Fees for a completed period are non-refundable except where required by law or where we have billed in error, which we will correct promptly. Duplicate or erroneous charges reported to us will be refunded.

9. Your data

You retain all rights to documents, patient data, and other content you submit. You grant us the rights needed to operate the Service for you, including processing content with our service providers under contract and, for PHI, under a BAA. You are responsible for having the rights and consents necessary to submit content. On termination you may export your data for 30 days, after which we delete or de-identify it subject to legal requirements and backup cycles.

10. Availability and support

We aim for continuous availability but do not guarantee uninterrupted service. Scheduled maintenance will be announced where practical. Support is available by email at info@aifax.net and by phone at 954-872-1918.

11. Intellectual property

The Service, Site, software, and AiFax marks are owned by AiFax or its licensors and are protected by law. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription. Feedback you provide may be used without obligation to you.

12. Disclaimers

EXCEPT AS EXPRESSLY STATED IN A SIGNED AGREEMENT, THE SERVICE AND SITE ARE PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT AI OUTPUT WILL BE ACCURATE OR COMPLETE, THAT EVERY FAX WILL BE DELIVERED, OR THAT ANY THIRD-PARTY SYSTEM, INCLUDING AN EHR, WILL ACCEPT DOCUMENTS FROM THE SERVICE.

13. Limitation of liability

TO THE FULLEST EXTENT PERMITTED BY LAW, AIFAX WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA, ARISING FROM THE SERVICE OR THESE TERMS. OUR TOTAL LIABILITY FOR ANY CLAIM WILL NOT EXCEED THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE 12 MONTHS BEFORE THE CLAIM. THESE LIMITS DO NOT APPLY WHERE PROHIBITED BY LAW OR TO OBLIGATIONS UNDER A SIGNED BAA.

14. Indemnification

You will defend and indemnify AiFax against third-party claims arising from content you transmit, your violation of law or these Terms, or your use of the Service in a manner not authorized by these Terms.

15. Termination

Either party may terminate for material breach not cured within 30 days of written notice. We may suspend immediately for security risks, legal requirements, or non-payment after notice. Sections that by their nature should survive (including 4, 9, and 11 through 17) survive termination.

16. Governing law and disputes

These Terms are governed by the laws of the State of Florida, without regard to conflict-of-law rules. The parties will attempt in good faith to resolve any dispute informally within 30 days before bringing a claim. Any action will be brought in the state or federal courts located in Broward County, Florida, and the parties consent to that jurisdiction.

17. General

These Terms, the Privacy Policy, and any signed Service Agreement or BAA are the entire agreement between you and AiFax about the Service. If any provision is unenforceable, the rest remains in effect. You may not assign these Terms without our consent; we may assign them in connection with a merger or sale. Notices to you may be sent to your account email. We may update these Terms by posting a new version with a new effective date; material changes will be notified to the account email, and continued use after the effective date is acceptance.

18. Contact

Healthcare Utilization Consultants LLC d/b/a AiFax
info@aifax.net
954-872-1918