Stonaris Terms of Service

1. Acceptance of Terms

By creating an account, accessing, or using Stonaris (the "Service"), you ("Customer," "you," or "your") agree to be bound by these Terms of Service ("Terms") and our Privacy Policy. If you use the Service on behalf of a healthcare practice, organization, or other entity, you represent and warrant that you have the authority to bind that entity to these Terms, and "you" refers to that entity.

If you do not agree to these Terms, you must not access or use the Service. We reserve the right to refuse service to anyone for any reason at any time.

2. Service Description

Stonaris provides cloud-based software tools for healthcare denial management, including AI-assisted denial analysis, appeal letter drafting, peer-to-peer call preparation, letter of medical necessity generation, workflow tracking, analytics, and related revenue cycle management support (collectively, the "Service").

The Service is designed to assist qualified healthcare professionals and billing staff in managing insurance claim denials. The Service is a workflow support tool and does not replace the professional judgment of licensed healthcare providers, certified coders, or legal counsel.

We may modify, improve, add to, or discontinue features of the Service at any time as part of normal product development. Material changes to core functionality will be communicated via email or in-app notice.

3. Account Registration and Responsibilities

To use the Service, you must create an account and provide accurate, complete, and current information about yourself and your practice. You are responsible for maintaining the accuracy of this information and for all activity that occurs under your account.

You must maintain the confidentiality of your account credentials and must not share login information with unauthorized individuals. You agree to immediately notify us at support@stonaris.com of any unauthorized access to or use of your account or any other security breach.

You are responsible for ensuring that all users within your practice who access the Service through your account comply with these Terms. You are liable for any violations of these Terms by users you authorize.

4. Acceptable Use

You may use the Service only for lawful healthcare denial management, revenue cycle operations, and related business purposes.

You must not: (a) use the Service in violation of any applicable federal, state, or local law or regulation, including but not limited to HIPAA, the False Claims Act, or anti-kickback statutes; (b) submit knowingly false, fraudulent, or misleading information through the Service; (c) attempt to gain unauthorized access to any part of the Service, other accounts, or computer systems; (d) reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service; (e) use the Service to transmit malware, viruses, or other harmful code; (f) resell, sublicense, or provide access to the Service to third parties without our written consent; (g) use the Service to harass, abuse, or harm any person; or (h) use the Service in any manner that could damage, disable, overburden, or impair our systems.

We reserve the right to investigate and take appropriate action against violations of this section, including suspending or terminating your account without notice.

5. Subscription, Billing, and Payment

Access to the Service is provided under a subscription plan. Pricing, included features, claim limits, and trial terms are presented at the time of purchase and may be updated from time to time with notice to you.

Billing is processed through our third-party payment processor, Stripe. By subscribing, you authorize Stripe to charge your designated payment method for all applicable fees. Unless otherwise specified, subscriptions automatically renew at the end of each billing period at the then-current rate until canceled.

You may cancel future renewals at any time from your account settings or by contacting support@stonaris.com. Cancellation takes effect at the end of the current billing period. No refunds or credits will be issued for partial billing periods, unused time, or unused claim allocations, except as required by applicable law.

We reserve the right to change pricing with at least thirty (30) days' prior notice. Continued use of the Service after a price change takes effect constitutes your acceptance of the new pricing.

If payment fails or your account becomes delinquent, we may suspend access to the Service until payment is resolved. Accounts with outstanding balances for more than thirty (30) days may be terminated.

6. Free Trial

We may offer a free trial period. During the trial, you may access the Service subject to any limitations on features or claim volume disclosed at sign-up. We reserve the right to modify or discontinue free trial offerings at any time.

At the end of the trial period, your access to paid features will be suspended unless you subscribe to a paid plan. Data entered during the trial will be retained for a reasonable period to allow you to subscribe, after which it may be deleted.

7. Intellectual Property

The Service, including all software, algorithms, machine learning models, user interfaces, designs, workflows, documentation, branding, trademarks, and content, is and remains the exclusive property of Stonaris and its licensors, protected by applicable intellectual property laws.

Subject to these Terms and your active subscription, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable right to access and use the Service solely for your internal business purposes during the subscription term.

You retain ownership of all data, documents, and content you upload to or create within the Service ("Customer Data"). By using the Service, you grant Stonaris a limited, non-exclusive license to process Customer Data solely as necessary to provide, maintain, and improve the Service.

Stonaris may generate and use aggregated, anonymized, and de-identified data derived from Customer Data for product improvement, benchmarking, analytics, and research purposes. Such aggregated data will not identify you, your practice, or any individual patient.

Any feedback, suggestions, or ideas you provide about the Service may be used by Stonaris without restriction or obligation to you.

8. AI-Generated Content Disclaimer

THE SERVICE USES ARTIFICIAL INTELLIGENCE AND MACHINE LEARNING TECHNOLOGIES TO GENERATE APPEAL LETTERS, CLINICAL SUMMARIES, TALKING POINTS, AND OTHER OUTPUTS ("AI OUTPUTS"). AI OUTPUTS ARE PROVIDED FOR WORKFLOW SUPPORT AND REFERENCE PURPOSES ONLY.

AI OUTPUTS MAY CONTAIN ERRORS, INACCURACIES, OMISSIONS, OR CONTENT THAT DOES NOT REFLECT THE SPECIFIC CIRCUMSTANCES OF A GIVEN CLAIM OR PATIENT. AI TECHNOLOGIES, INCLUDING LARGE LANGUAGE MODELS, CAN PRODUCE OUTPUTS THAT APPEAR PLAUSIBLE BUT ARE FACTUALLY INCORRECT ("HALLUCINATIONS").

STONARIS DOES NOT GUARANTEE THE ACCURACY, COMPLETENESS, RELIABILITY, OR SUITABILITY OF ANY AI OUTPUT. STONARIS MAKES NO WARRANTY OR REPRESENTATION THAT AI OUTPUTS WILL RESULT IN SUCCESSFUL APPEALS, CLAIM REVERSALS, OR ANY PARTICULAR OUTCOME.

YOU ARE SOLELY RESPONSIBLE FOR REVIEWING, VERIFYING, EDITING, AND APPROVING ALL AI OUTPUTS BEFORE USE. YOU ARE SOLELY RESPONSIBLE FOR ALL SUBMISSIONS, CORRESPONDENCE, AND COMMUNICATIONS WITH PAYERS, INCLUDING BUT NOT LIMITED TO APPEAL LETTERS, FAX TRANSMISSIONS, AND MAILED DOCUMENTS SENT THROUGH OR GENERATED BY THE SERVICE.

THE SERVICE DOES NOT PROVIDE LEGAL ADVICE, MEDICAL ADVICE, CODING ADVICE, OR COMPLIANCE GUIDANCE. THE SERVICE IS NOT A SUBSTITUTE FOR THE PROFESSIONAL JUDGMENT OF LICENSED HEALTHCARE PROVIDERS, CERTIFIED MEDICAL CODERS, BILLING SPECIALISTS, OR LEGAL COUNSEL.

9. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, STONARIS EXPRESSLY DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, AND ACCURACY.

WITHOUT LIMITING THE FOREGOING, STONARIS DOES NOT WARRANT THAT: (A) THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS; (B) ANY DEFECTS WILL BE CORRECTED; (C) THE SERVICE WILL MEET YOUR REQUIREMENTS OR EXPECTATIONS; (D) THE RESULTS OBTAINED FROM THE SERVICE WILL BE ACCURATE, RELIABLE, OR COMPLETE; OR (E) THE SERVICE WILL BE COMPATIBLE WITH ANY PARTICULAR HARDWARE, SOFTWARE, OR NETWORK CONFIGURATION.

YOU ACKNOWLEDGE THAT THE SERVICE RELIES ON THIRD-PARTY INFRASTRUCTURE, AI MODEL PROVIDERS, AND TELECOMMUNICATIONS SERVICES THAT ARE OUTSIDE OF STONARIS'S CONTROL. STONARIS IS NOT LIABLE FOR FAILURES, INTERRUPTIONS, OR LIMITATIONS CAUSED BY THIRD-PARTY SERVICES.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL STONARIS, ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, LICENSORS, OR SERVICE PROVIDERS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO DAMAGES FOR LOST PROFITS, LOST REVENUE, LOST DATA, LOSS OF BUSINESS OPPORTUNITY, LOSS OF GOODWILL, COST OF SUBSTITUTE SERVICES, OR ANY OTHER INTANGIBLE LOSSES, ARISING OUT OF OR RELATED TO YOUR USE OF OR INABILITY TO USE THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE) AND EVEN IF STONARIS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE TOTAL AGGREGATE LIABILITY OF STONARIS FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE LESSER OF: (A) THE AMOUNTS ACTUALLY PAID BY YOU TO STONARIS DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM; OR (B) ONE THOUSAND DOLLARS ($1,000).

THE LIMITATIONS IN THIS SECTION APPLY REGARDLESS OF WHETHER THE ALLEGED LIABILITY IS BASED ON CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY, OR ANY OTHER BASIS, AND EVEN IF A REMEDY SET FORTH IN THESE TERMS IS FOUND TO HAVE FAILED OF ITS ESSENTIAL PURPOSE.

SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES. IN SUCH JURISDICTIONS, OUR LIABILITY SHALL BE LIMITED TO THE MAXIMUM EXTENT PERMITTED BY LAW.

11. Indemnification

You agree to indemnify, defend, and hold harmless Stonaris, its affiliates, and their respective officers, directors, employees, agents, licensors, and service providers from and against any and all claims, demands, losses, liabilities, damages, costs, and expenses (including reasonable attorneys' fees and court costs) arising out of or related to: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law, rule, or regulation, including but not limited to HIPAA, state privacy laws, or the False Claims Act; (d) any claim that data, content, or information you submit to the Service infringes or violates the rights of any third party; (e) your submission of false, fraudulent, or misleading information through the Service; or (f) any claim arising from your reliance on AI Outputs without adequate review and professional judgment.

We will provide you with reasonable notice of any such claim and will cooperate with your defense at your expense. We reserve the right to assume exclusive defense and control of any matter subject to indemnification by you, at your expense.

12. Dispute Resolution and Binding Arbitration

PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR LEGAL RIGHTS, INCLUDING YOUR RIGHT TO FILE A LAWSUIT IN COURT AND TO HAVE A JURY TRIAL.

You and Stonaris agree that any dispute, claim, or controversy arising out of or relating to these Terms or the Service ("Dispute") shall be resolved exclusively through final and binding arbitration, rather than in court, except that either party may bring an individual action in small claims court if the claim qualifies.

Arbitration shall be conducted by a single arbitrator under the rules of the American Arbitration Association ("AAA") then in effect, using the AAA's Commercial Arbitration Rules. The arbitration shall be held in Dallas County, Texas, or at another mutually agreed location. The arbitrator's decision shall be final and binding, and judgment on the award may be entered in any court of competent jurisdiction.

CLASS ACTION WAIVER: YOU AND STONARIS AGREE THAT EACH PARTY MAY BRING DISPUTES AGAINST THE OTHER ONLY IN AN INDIVIDUAL CAPACITY AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. THE ARBITRATOR MAY NOT CONSOLIDATE MORE THAN ONE PERSON'S CLAIMS AND MAY NOT OTHERWISE PRESIDE OVER ANY FORM OF A REPRESENTATIVE OR CLASS PROCEEDING.

If the class action waiver is found to be unenforceable, then the entirety of this arbitration provision shall be null and void, and the Dispute shall be resolved in the state or federal courts located in Dallas County, Texas.

Notwithstanding the foregoing, either party may seek injunctive or equitable relief in any court of competent jurisdiction to protect its intellectual property rights or confidential information.

13. HIPAA and Protected Health Information

Stonaris acts as a Business Associate under the Health Insurance Portability and Accountability Act of 1996, as amended ("HIPAA"), when processing Protected Health Information ("PHI") on behalf of Covered Entities or their Business Associates.

Use of the Service involving PHI requires the execution of a Business Associate Agreement ("BAA") between you and Stonaris. The BAA governs our obligations with respect to the use, disclosure, and safeguarding of PHI and is incorporated into these Terms by reference.

You are responsible for ensuring that your use of the Service complies with HIPAA and all applicable federal and state privacy and security regulations. You must not submit PHI to the Service until a BAA has been executed.

Stonaris implements administrative, technical, and physical safeguards designed to protect PHI in accordance with the HIPAA Security Rule. However, no system is completely secure, and Stonaris cannot guarantee absolute security of PHI.

14. Data on Termination

Upon termination or expiration of your subscription, your right to access and use the Service immediately ceases. We will retain your Customer Data for a period of thirty (30) days following termination to allow you to request an export.

After the thirty (30) day retention period, we may permanently delete all Customer Data associated with your account. We are not obligated to maintain or provide any Customer Data after deletion, and we shall have no liability for the deletion of Customer Data pursuant to this section.

Notwithstanding the foregoing, we may retain certain data as required by law, regulation, or legal proceedings, or as necessary for our legitimate business purposes, including audit logs and records required for HIPAA compliance.

15. Termination

You may stop using the Service and close your account at any time by contacting support@stonaris.com.

We may suspend or terminate your access to the Service, in whole or in part, at any time and for any reason, including but not limited to: (a) material violation of these Terms; (b) non-payment of fees; (c) conduct that we reasonably believe is harmful to other users, third parties, or the integrity of the Service; (d) legal or regulatory requirements; or (e) extended periods of inactivity.

We will make reasonable efforts to provide notice before termination, except where we reasonably believe that immediate termination is necessary to protect the Service, our users, or comply with law.

Upon termination, all rights granted to you under these Terms cease. Sections that by their nature should survive termination will remain in effect, including but not limited to Sections 7–14.

16. Service Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted or error-free access. The Service may be temporarily unavailable due to scheduled maintenance, updates, or circumstances beyond our control.

We will make commercially reasonable efforts to provide advance notice of scheduled downtime. We are not liable for any loss or damage resulting from Service interruptions or downtime.

17. Force Majeure

Stonaris shall not be liable for any failure or delay in performing its obligations under these Terms to the extent that such failure or delay results from circumstances beyond its reasonable control, including but not limited to natural disasters, acts of war or terrorism, pandemics, government actions, power failures, internet or telecommunications outages, failures of third-party service providers or AI model providers, cyberattacks, or labor disputes.

18. Modifications to Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or by posting a prominent notice within the Service at least thirty (30) days before the changes take effect.

Your continued use of the Service after the effective date of revised Terms constitutes your acceptance of the changes. If you do not agree to the revised Terms, you must stop using the Service before they take effect.

Non-material changes, such as typographical corrections or clarifications, may be made without advance notice.

19. Governing Law

These Terms and any Dispute arising out of or related to them or the Service shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of law provisions.

Subject to the arbitration provision above, any legal action or proceeding that is not subject to arbitration shall be brought exclusively in the state or federal courts located in Dallas County, Texas, and you consent to the personal jurisdiction and venue of such courts.

20. General Provisions

Entire Agreement: These Terms, together with the Privacy Policy and any executed BAA, constitute the entire agreement between you and Stonaris regarding the Service and supersede all prior and contemporaneous agreements, proposals, and representations, whether written or oral.

Severability: If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving its original intent.

Waiver: The failure of Stonaris to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision. Any waiver must be in writing and signed by an authorized representative of Stonaris.

Assignment: You may not assign or transfer these Terms or any rights or obligations hereunder without our prior written consent. Stonaris may assign these Terms without restriction.

Notices: All notices to Stonaris should be sent to support@stonaris.com. We may provide notices to you via email to the address associated with your account or through the Service.

No Third-Party Beneficiaries: These Terms do not create any third-party beneficiary rights in any individual or entity that is not a party to these Terms.

Export Compliance: You agree to comply with all applicable export control laws and regulations in your use of the Service.

21. Contact

For questions about these Terms, contact us at support@stonaris.com.