Last Updated: September 19, 2026
This Terms of Service Agreement (the "Agreement" or "Terms") constitutes a legally binding contract between you ("you," "your," "User," or "Customer") and Practice Harbor (practiceharbor.com), a digital product of Somatopia, LLC, a California limited liability company ("Practice Harbor," "we," "us," or "our").
By accessing or using our website, mobile applications, browser extensions, and any other related services (collectively, the "Services"), you acknowledge that you have read, understood, and agree to be legally bound by these Terms and our Privacy Policy, which is incorporated by reference into these Terms.
We encourage you to read these Terms carefully as they contain important information regarding your legal rights, remedies, and obligations, including various limitations and exclusions, and a clause that governs how disputes will be resolved. If you do not agree to these Terms, you should not access or use the Services.
If you are accepting these Terms on behalf of a company, organization, or other legal entity, you represent and warrant that you have the authority to bind that entity to these Terms, that you have read and understand these Terms, and that you agree to these Terms on behalf of that entity.
We may modify these Terms at any time at our sole discretion. If we make material changes to the Terms, we will provide notice through the Services, via email, or by other means to provide you the opportunity to review the changes before they become effective. Your continued use of the Services after we publish or send a notice about our changes to these Terms constitutes your consent to the updated Terms.
Practice Harbor provides an AI-powered clinical documentation platform designed specifically for healthcare professionals, with a primary focus on mental health providers. Our Services include AI-assisted transcription of clinical sessions, automated generation of clinical documentation, organization and storage of clinical notes, analytics and insights relating to clinical documentation, and integration capabilities with electronic health record (EHR) systems. These features are designed to support healthcare professionals in efficiently documenting patient encounters while maintaining focus on patient care.
The Services are assistive tools for documentation — they do not provide medical advice, diagnosis, or treatment recommendations. As a healthcare provider, you should review, verify, and edit all AI-generated content before finalizing clinical documentation. Practice Harbor is not a healthcare provider or medical device, and clinical decisions remain your professional responsibility.
To access certain features of the Services, you must create an account. During registration, we ask that you provide accurate, current, and complete information. You agree to update your information as necessary to maintain its accuracy.
You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. We recommend creating a strong password and keeping it confidential, restricting access to your account to authorized individuals, notifying us immediately of any unauthorized use of your account or any other security breach, and ensuring that you log out of your account at the end of each session when using shared devices. If we believe there has been a violation of these Terms, we will notify you and provide a reasonable opportunity (at least 14 days) to address the issue before suspending or disabling your account, unless immediate action is necessary to prevent harm to the Services or other users.
You retain all ownership rights to the data you upload, create, or generate through your use of the Services ("Customer Data"), including but not limited to patient information, session recordings, and clinical notes. Nothing in these Terms shall be construed as granting us any ownership interest in or to your Customer Data.
By submitting Customer Data to our Services, you grant Practice Harbor a limited license to access, process, and store the Customer Data solely as necessary to provide and maintain the Services, to address security or technical issues, and as required by law. We will never sell, share, or commercially exploit your Customer Data. This license exists only so that we can operate the platform on your behalf — nothing more.
You retain all ownership rights to your Customer Data. Practice Harbor shall not sell, assign, or provide any Customer Data to any third party without your prior written consent. Practice Harbor may compile and use data generated from your use of the Services in de-identified, anonymous, and aggregate form ("De-Identified Data") solely for service analytics and aggregate reporting. Such De-Identified Data is created in accordance with HIPAA de-identification standards. For the avoidance of doubt, neither Customer Data nor De-Identified Data will be used to train, fine-tune, or otherwise develop any artificial intelligence or machine learning models.
If you are a Covered Entity or Business Associate under HIPAA, and you provide Protected Health Information (PHI) to Practice Harbor, you agree to enter into our Business Associate Agreement (BAA), which is incorporated by reference into these Terms. Our BAA describes our respective obligations for the protection, use, and disclosure of PHI. Practice Harbor implements technical, administrative, and physical safeguards designed to protect the confidentiality, integrity, and availability of PHI as required by HIPAA. However, you remain responsible for your own compliance with HIPAA and other applicable laws and regulations.
Session audio is processed in real time and deleted after processing. We do not store recordings. Generated clinical notes and documentation will be retained in accordance with our data retention policies as described in our Privacy Policy. We recommend that you export or back up any Customer Data that you wish to retain beyond our retention periods.
As a healthcare professional, you are solely responsible for obtaining all necessary consents, authorizations, and permissions from patients or clients before recording sessions or uploading their information to the Services. Such consent must comply with all applicable laws, regulations, and professional standards, including but not limited to HIPAA, state privacy laws, and professional ethical guidelines. You represent and warrant that you have obtained valid consent from all patients or clients whose information is submitted to or processed through the Services.
The Services are designed to support legitimate healthcare documentation needs. You agree not to use the Services to violate any applicable law, regulation, or professional standard; infringe the intellectual property rights or violate the privacy rights of any third party; upload, transmit, or distribute any content that is unlawful, harmful, threatening, abusive, harassing, defamatory, vulgar, obscene, invasive of another's privacy, or otherwise objectionable; upload or transmit any material containing software viruses, worms, Trojan horses, or other harmful computer code; interfere with or disrupt the integrity or performance of the Services; attempt to gain unauthorized access to the Services or related systems or networks; or use the Services for any purpose other than as expressly permitted by these Terms. The Services are a documentation tool and are not designed for use as a real-time emergency response system or critical health monitoring device.
The Services assist with documentation but do not replace your professional judgment. You should review all AI-generated content before using it in clinical documentation and continue to exercise your independent professional judgment. You agree to use the Services in compliance with the professional standards and ethical guidelines that govern your practice.
All rights, title, and interest in and to the Services, including all intellectual property rights in the software, algorithms, machine learning models, user interface designs, and other elements of the Services, are owned by Practice Harbor or its licensors. The Services are protected by copyright, trademark, patent, trade secret, and other intellectual property or proprietary rights laws.
Subject to your compliance with these Terms, Practice Harbor grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Services for your internal professional purposes only. This license does not include any resale or commercial use of the Services or its contents; any collection and use of any product listings, descriptions, or prices; any derivative use of the Services or its contents; or any use of data mining, robots, or similar data gathering and extraction tools. The license granted under these Terms is solely for the purpose of enabling you to use the Services as provided by Practice Harbor, and in the manner permitted by these Terms.
To maintain the integrity of our Services and protect our intellectual property, you may not copy, modify, or create derivative works based on the Services; reverse engineer, decompile, disassemble, or otherwise attempt to discover the source code, object code, or underlying structure, ideas, or algorithms of the Services; rent, lease, lend, sell, license, sublicense, assign, distribute, publish, transfer, or otherwise make available the Services to any third party; remove or alter any copyright, trademark, or other proprietary notices from the Services; use the Services to build a competitive product or service; or use the Services in any manner that exceeds the scope of the license granted herein.
We welcome your feedback. If you share ideas, suggestions, or feature requests ("Feedback"), you grant Practice Harbor the right to use that Feedback to improve the Services. This means we may build features inspired by your suggestions without obligation to compensate or credit individual users. This helps us improve the platform for everyone.
Practice Harbor offers various subscription plans with different features and pricing tiers to accommodate the needs of different healthcare practices. Current pricing information is available on our website. We reserve the right to change our pricing at any time, but we will always provide notice of any changes before they become effective to allow you to make informed decisions about your subscription. Subscription fees are billed in advance and are non-refundable except as explicitly provided in these Terms. If you upgrade to a higher-tier plan, the upgrade will take effect immediately, and you will be charged a prorated amount for the remainder of your current billing cycle to ensure a seamless transition.
We strive to make payment as convenient as possible. You agree to provide accurate and complete billing information, including valid payment method information. By providing your payment information, you authorize us or our third-party payment processors to charge your payment method for all fees incurred. All payments are processed in US Dollars. If your payment cannot be completed, we may need to suspend or terminate your access to the Services until payment issues are resolved. We will always attempt to notify you of any payment issues before taking action on your account.
For your convenience, all subscriptions automatically renew for additional periods equal to the initial subscription term unless you cancel your subscription before the renewal date. This ensures uninterrupted access to the Services for your practice. You may cancel your subscription at any time through your account settings or by contacting our customer support team.
We want you to be satisfied with our Services. We offer a limited refund policy as follows: If you cancel your subscription within 7 days of your initial subscription purchase and have not used the Services beyond basic account setup, you may request a full refund. Additionally, if we experience a prolonged service outage (more than 24 consecutive hours) that materially impacts your ability to use the Services, you may request a prorated refund for the affected period. No refunds will be provided for partial subscription periods or for cancellations after the 7-day period has elapsed. To request a refund, please contact our customer support team with your account information and reason for the refund request. We will review all refund requests promptly and fairly.
All fees are exclusive of taxes. You are responsible for paying all taxes associated with your purchase of the Services, including but not limited to sales tax, value-added tax, and goods and services tax. If Practice Harbor is legally obligated to collect taxes on the sale of the Services, we will add the applicable tax to your billing statement.
We work hard to keep the Services reliable, secure, and accurate — but like any technology, they are not perfect. The Services are provided "as is" and "as available," and to the maximum extent permitted by applicable law, Practice Harbor disclaims all warranties, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, and non-infringement. AI-generated content may contain inaccuracies. As a healthcare professional, you are responsible for reviewing and approving all AI-generated content before using it in clinical documentation.
To the maximum extent permitted by applicable law, in no event shall Practice Harbor, its affiliates, officers, directors, employees, agents, suppliers or licensors be liable for any indirect, punitive, incidental, special, consequential, or exemplary damages, including without limitation damages for loss of profits, goodwill, use, data or other intangible losses, that result from the use of, or inability to use, the Services. Under no circumstances will Practice Harbor be responsible for any damage, loss, or injury resulting from hacking, tampering, or other unauthorized access or use of the Services or your account or the information contained therein. To the maximum extent permitted by applicable law, the maximum liability of Practice Harbor arising out of or in connection with the Services or these Terms, whether in contract, tort (including negligence), strict liability, or otherwise, shall not exceed the amount you have paid to Practice Harbor in the twelve (12) months immediately preceding the event giving rise to the claim.
The disclaimers and limitations above reflect a reasonable allocation of risk between you and Practice Harbor, and are factored into the pricing of the Services.
You agree to defend, indemnify, and hold harmless Practice Harbor from and against any third-party claims, liabilities, costs, or damages (including reasonable attorneys' fees) directly resulting from your violation of these Terms, your violation of any applicable law or professional standard, or your failure to obtain required patient consents.
Practice Harbor agrees to defend, indemnify, and hold harmless you from and against any third-party claims, liabilities, costs, or damages (including reasonable attorneys' fees) directly resulting from Practice Harbor's material breach of this Agreement, including any unauthorized disclosure of your Customer Data caused by a failure of our security safeguards.
The indemnified party shall provide the indemnifying party with prompt written notice of any claim, grant the indemnifying party reasonable control over the defense, and provide reasonable cooperation. The indemnifying party shall not settle any claim that imposes obligations on the indemnified party without prior written consent.
These Terms will remain in full force and effect while you use the Services or maintain an account with us, unless terminated earlier as provided in these Terms.
You may terminate these Terms at any time by canceling your account and ceasing all use of the Services. If you cancel your account, you may continue to use the Services until the end of your current billing cycle, but you will not receive a refund for any fees already paid unless otherwise specified in our refund policy.
Practice Harbor may terminate or suspend your access to the Services for material breach of these Terms or failure to pay fees when due, but only after providing you with written notice and at least thirty (30) days to cure the issue. We may act more quickly if required by law enforcement or if immediate action is necessary to protect the security of the Services or other users' data, but we will always explain the reason.
Upon termination of these Terms for any reason, your license to use the Services will end and your right to access your account will cease. All fees accrued before termination will become immediately due and payable. You may export your Customer Data at any time before termination. Within sixty (60) days after termination, Practice Harbor will delete all Customer Data from its systems, except where retention is required by law (e.g., tax records) or necessary to resolve an active billing dispute. We will confirm deletion upon request.
Certain provisions of these Terms, due to their nature, will survive termination, including but not limited to provisions regarding Data Ownership and Privacy, Intellectual Property Rights, Limitation of Liability, Indemnification, Effect of Termination, Dispute Resolution, and General Provisions.
We hope to address any concerns you may have about our Services directly, but in the event of an unresolved dispute, the following provisions will apply. Please read this section carefully as it affects your legal rights, including your right to file a lawsuit in court. You and Practice Harbor agree that any dispute, claim, or controversy arising out of or relating to these Terms or the Services will be settled by binding arbitration, except that each party retains the right to seek injunctive or other equitable relief in a court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of a party's copyrights, trademarks, trade secrets, patents, or other intellectual property rights. You acknowledge and agree that you and Practice Harbor are each waiving the right to a trial by jury and the right to participate as a plaintiff or class member in any purported class action, representative, or private attorney general proceeding.
The arbitration will be administered by the American Arbitration Association ("AAA") in accordance with the Commercial Arbitration Rules and the Supplementary Procedures for Consumer Related Disputes (the "AAA Rules") then in effect, except as modified by this section. The Federal Arbitration Act will govern the interpretation and enforcement of this section.
A party who desires to initiate arbitration must provide the other party with a written Demand for Arbitration as specified in the AAA Rules. The arbitrator will be either a retired judge or an attorney licensed to practice law in the state of California and will be selected by the parties from the AAA's roster of consumer dispute arbitrators.
Unless you and Practice Harbor otherwise agree, the arbitration will be conducted in California. If your claim does not exceed $10,000, then the arbitration will be conducted solely on the basis of documents you and Practice Harbor submit to the arbitrator, unless you request a hearing or the arbitrator determines that a hearing is necessary.
The arbitrator will render an award within the timeframe specified in the AAA Rules. The arbitrator's decision will include the essential findings and conclusions upon which the arbitrator based the award. Judgment on the arbitration award may be entered in any court having jurisdiction thereof. The arbitrator is bound to follow applicable law and render a reasoned decision.
You and Practice Harbor agree that each may bring claims against the other only in your or its individual capacity and not as a plaintiff or class member in any purported class or representative proceeding. Further, unless both you and Practice Harbor agree otherwise, 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 any part of this dispute resolution section is found to be illegal or unenforceable, the remainder will remain in effect, except that if a finding of partial illegality or unenforceability would allow class or representative arbitration, this section will be unenforceable in its entirety.
You have the right to opt-out and not be bound by the arbitration and class action waiver provisions by sending written notice of your decision to opt-out to our address or email within 30 days of your first use of the Services. If you do not opt out within this period, you will be bound by these provisions.
These Terms and any action related thereto will be governed by the laws of the State of California without regard to its conflict of laws provisions. The exclusive jurisdiction and venue of any action with respect to the subject matter of these Terms will be the state and federal courts located in California, and each of the parties hereto waives any objection to jurisdiction and venue in such courts.
The Services are primarily intended for use by persons located in the United States. If you access the Services from outside the United States, you do so on your own initiative and are responsible for compliance with local laws. You may not use the Services if you are a resident of, or are located in, a country that is subject to a U.S. government embargo or sanctions, or that has been designated by the U.S. government as a "terrorist supporting" country, or if you are listed on any U.S. government list of prohibited or restricted parties. You represent and warrant that you are not located in, under the control of, or a national or resident of any such country.
These Terms, together with the Privacy Policy and Business Associate Agreement (where applicable), constitute the entire agreement between you and Practice Harbor regarding the Services and supersede all prior and contemporaneous agreements, proposals, or representations, written or oral, concerning their subject matter.
No waiver by Practice Harbor of any term or condition set out in these Terms shall be deemed a further or continuing waiver of such term or condition or a waiver of any other term or condition, and any failure of Practice Harbor to assert a right or provision under these Terms shall not constitute a waiver of such right or provision. If any provision of these Terms is held by a court or other tribunal of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such provision shall be eliminated or limited to the minimum extent such that the remaining provisions of the Terms will continue in full force and effect.
You may not assign or transfer these Terms without Practice Harbor's prior written consent. Practice Harbor may assign these Terms in connection with a merger, acquisition, or sale of substantially all of its assets, provided that the assignee agrees to be bound by these Terms and all existing BAA obligations, and we notify you at least thirty (30) days in advance.
Except as otherwise stated in these Terms, any notice to Practice Harbor should be sent by mail to the following address:
Practice Harbor
A digital product of Somatopia, LLC
1 H St #203
San Rafael, CA 94901
We may provide you with notices, including those regarding changes to these Terms, by email, regular mail, or postings on the Services.
Practice Harbor shall not be liable for any delay or failure to perform resulting from causes outside its reasonable control, including, but not limited to, acts of God, natural disasters, war, terrorism, riots, civil unrest, embargoes, acts of civil or military authorities, fire, floods, accidents, strikes or shortages of transportation facilities, fuel, energy, labor or materials.
These Terms do not and are not intended to confer any rights or remedies upon any person other than you and Practice Harbor.
If you have any questions about these Terms or our Services, please contact us at:
Email: support@practiceharbor.com
Phone: (415) 545-8899
Address: 1 H St #203, San Rafael, CA 94901
By using the Services, you acknowledge that you have read these Terms, understand them, and agree to be bound by them.
Effective Date: September 19, 2026