Terms of Service

Last updated: March 9, 2026

1. Acceptance of Terms

By accessing or using Reportex ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree, you may not use the Service. These Terms constitute a legally binding agreement between you and Reportex.

2. Description of Service

Reportex is a HIPAA-compliant platform that assists licensed clinicians in the preparation of medico-legal PTSD and trauma reports. The Service provides structured clinical data collection, AI-assisted report drafting, validation pipelines, and secure document export.

The AI-assisted features are designed to support — not replace — clinical judgment. All report content must be reviewed, verified, and approved by a licensed clinician before use.

3. User Accounts & Eligibility

The Service is intended for licensed mental health professionals and their authorized team members. By creating an account, you represent that:

  • You are a licensed clinician or authorized by one to use the Service
  • You will provide accurate registration information
  • You are responsible for maintaining the security of your account credentials
  • You will promptly notify Reportex of any unauthorized use of your account

4. HIPAA Compliance & Business Associate Agreement

Reportex operates as a Business Associate under HIPAA. Our handling of Protected Health Information (PHI) is governed by the terms of a Business Associate Agreement (BAA) executed between Reportex and your organization.

We implement administrative, physical, and technical safeguards including:

  • AES-256-GCM encryption for sensitive data at rest
  • TLS encryption for all data in transit
  • Role-based access controls with organization-level data isolation
  • Append-only audit logging with automatic PHI redaction
  • Automated data retention and transcript purge policies

5. Acceptable Use

You agree to use the Service only for its intended purpose: the preparation of medico-legal clinical reports. You must not:

  • Use the Service for patient-facing communications or treatment delivery
  • Share AI-drafted content without clinician review and approval
  • Attempt to circumvent security controls or access other organizations' data
  • Use the Service in violation of applicable healthcare regulations
  • Upload content that violates intellectual property rights or applicable law

6. Intellectual Property

The Service, including its software, design, and documentation, is the intellectual property of Reportex. You retain ownership of all clinical data and report content you create using the Service. Reportex claims no ownership over your data or the reports you produce.

7. Data Handling & Security

We take data security seriously. Your clinical data is:

  • Stored in encrypted databases hosted in the United States
  • Scoped to your organization — never shared across tenants
  • Protected by field-level encryption for sensitive data (transcripts, API keys)
  • Subject to comprehensive audit logging for all data access and modifications
  • Anonymized using reference codes — client names are never stored in the data layer

8. Clinical Responsibility

The AI features of Reportex assist in report preparation but do not provide clinical diagnoses, treatment recommendations, or medical advice. You, as the licensed clinician, are solely responsible for:

  • The accuracy and clinical validity of all report content
  • Reviewing and approving every AI-drafted section before use
  • Ensuring compliance with your jurisdiction's clinical and legal standards
  • Making all clinical judgments independently of AI suggestions

9. Service Availability & Modifications

We strive for high availability but do not guarantee uninterrupted service. We may modify, update, or discontinue features with reasonable notice. We will provide advance notice of material changes that affect your data or workflow.

10. Limitation of Liability

To the maximum extent permitted by law, Reportex shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service. This includes, without limitation, any errors in AI-drafted content that was not properly reviewed by a licensed clinician.

11. Termination

Either party may terminate this agreement at any time. Upon termination, you may request export of your data. Reportex will retain data only as required by applicable law and our data retention policies, after which it will be securely deleted.

12. Governing Law

These Terms are governed by the laws of the United States and the state in which Reportex operates, without regard to conflict of law principles.

13. Contact Information

For questions about these Terms, please contact us at:

Reportex
Email: legal@reportex.com