Terms of Service

1. Acceptance & eligibility

By accessing or using the Service, you agree to be bound by these Terms and by our Privacy Policy. If you are using the Service on behalf of an organization, you represent that you are authorized to bind that organization, and “you” refers to that organization. The Service is intended for businesses and for users who are at least 18 years old. If you do not agree to these Terms, do not use the Service.

2. The Service

Automate Admits is a business messaging platform that helps organizations respond to, qualify, schedule, and manage leads who contact them through channels including Facebook Messenger, Instagram, website chat, SMS, and voice, together with an optional AI agent and optional insurance eligibility verification. We may update, improve, or change features of the Service over time. We may also suspend or discontinue parts of the Service, and will use reasonable efforts to notify you of material changes.

3. Accounts & teams

• You must provide accurate account information and keep it up to date.
• You are responsible for safeguarding your login credentials and for all activity under your account.
• You are responsible for your team members’ use of the Service and for ensuring they comply with these Terms.
• Notify us promptly at hello@automateadmits.com if you suspect unauthorized access to your account.

4. Acceptable use

You agree not to, and not to permit anyone to:

• Use the Service to send spam, or to send unsolicited, unlawful, harassing, deceptive, or harmful messages;
• Violate the terms, policies, or rules of any connected platform (including the Meta Platform Terms and messaging policies);
• Use the Service in violation of applicable laws, including marketing, consumer-protection, privacy, and anti-spam laws;
• Infringe the intellectual property or privacy rights of others;
• Attempt to gain unauthorized access to the Service or its systems, interfere with its operation, or circumvent usage limits or security;
• Reverse engineer, resell, or use the Service to build a competing product, except to the extent this restriction is prohibited by law.

We may suspend or limit access to protect the Service, our users, or third parties, or to comply with law.

5. Customer data & responsibilities

“Customer Data” means the content and information you and your end users submit to or generate through the Service, including messages, contact details, and lead information. As between you and us, you own your Customer Data. You grant us a limited license to host, process, and transmit Customer Data as necessary to provide and support the Service.

You are responsible for your Customer Data and for having all necessary rights, notices, and consents to collect and process it, including any consent required to message contacts and to use an automated agent. Our processing of personal data on your behalf is described in our Privacy Policy and, where applicable, our Data Processing Addendum.

HIPAA & Business Associate Agreement. Where you use the Service to create, receive, maintain, or transmit protected health information (PHI), Automate Admits acts as your Business Associate under the HIPAA Rules. Our standing Business Associate Agreement is incorporated into these Terms by reference and applies automatically to your use of the Service with PHI; no separate signature is required, though a countersigned copy is available on request. You are responsible for your obligations as a Covered Entity (or upstream business associate), including obtaining any patient consents required under HIPAA and 42 CFR Part 2 before information is entered into or sent through the Service.

42 CFR Part 2. Where you operate a program subject to 42 CFR Part 2, our Qualified Service Organization Agreement is likewise incorporated into these Terms and applies to substance use disorder records. It states plainly which Part 2 controls the Service does and does not provide; you should read it before entering Part 2 records into the Service.

Subprocessors and your configuration choices. We publish, on our Trust page, every subprocessor that receives Customer Data and whether a business associate agreement is in place with each. Some optional features — the AI agent, the Facebook and Instagram channels, and SMS, voice, and call transcription — route data to subprocessors with whom we do not hold a business associate agreement. You are responsible for reviewing that disclosure and deciding which optional features to enable given your own compliance obligations.

6. AI features

The Service includes an optional AI agent that generates automated replies using a third-party AI provider. To draft a reply, the agent transmits the contact record and the recent conversation transcript to that provider; details are in our Privacy Policy and Trust page. AI output may be inaccurate or incomplete, is not medical or clinical advice, and should not be relied upon as professional advice. You are responsible for configuring the agent’s persona, goals, and guardrails, for reviewing its behavior, and for any messages sent on your behalf. You can disable automated replies and take over any conversation at any time.

Insurance eligibility verification returns information supplied by the payer through a clearinghouse. It is an estimate of coverage, not a guarantee of payment or benefits, and you remain responsible for verifying coverage before rendering services.

7. Third-party platforms

The Service connects to third-party platforms such as Facebook and Instagram and depends on their APIs and availability. Your use of those platforms is governed by their own terms. We are not responsible for third-party platforms, and changes they make may affect the Service. You are responsible for maintaining your accounts and permissions on connected platforms.

8. Fees & billing

Current prices, included allowances, and every charge are published on our Pricing page and shown in the app before you buy.

• Subscriptions. Paid plans bill in advance on a recurring monthly basis to the payment method on file until you cancel. Add-on channels bill as separate recurring subscriptions.
• Setup fee. A one-time setup and onboarding fee of $750 applies when you first subscribe. It is waived automatically if you subscribe to the All-In bundle; you are not asked to pay it at checkout in that case.
• Verification credits. Insurance eligibility verification is sold as pay-as-you-go credits rather than a subscription. Credits do not expire. One credit is consumed per eligibility check.
• Top-ups. If you exhaust a cycle’s included contact or SMS allowance, you may purchase an optional one-time top-up. Top-ups apply to the current billing cycle only and do not change your monthly price. Voice minutes are not topped up.
• Hard allowances. SMS and voice allowances are hard limits: once a cycle’s texts or minutes are spent, automated sending and outbound dialing pause until the cycle resets or you purchase a top-up.
• Non-refundable. Except where required by law, all fees are non-refundable, including the setup fee, verification credits, and top-ups. Cancelling partway through a billing period does not produce a refund or proration.
• Cancellation. You may cancel at any time. To avoid the next charge you must cancel before the current billing period renews; cancellation takes effect at the end of the paid period and your access continues until then.
• Price changes. We may change pricing on a prospective basis with reasonable notice. Continued use after a price change means you accept it.
• Payments. Card payments are processed by Square. We never store your full card number. By subscribing you authorize recurring charges to your payment method until you cancel.
• Taxes. You are responsible for any taxes other than taxes on our income.

9. Intellectual property

The Service, including its software, design, and content (excluding Customer Data), is owned by Automate Admits and its licensors and is protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription, subject to these Terms. If you send us feedback or suggestions, we may use them without obligation to you.

10. Disclaimers

The Service is provided “as is” and “as available,” without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure, or that it will meet your requirements or produce particular results.

11. Limitation of liability

To the maximum extent permitted by law, Automate Admits and its operators will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, data, or goodwill, arising out of or related to the Service. To the maximum extent permitted by law, our total liability for any claim arising out of or related to the Service will not exceed the amounts you paid us for the Service in the twelve months before the event giving rise to the claim.

12. Indemnification

You agree to indemnify and hold harmless Automate Admits and its operators from and against any claims, damages, liabilities, and expenses (including reasonable legal fees) arising out of your Customer Data, your use of the Service, your violation of these Terms, or your violation of any law or third-party right.

13. Term & termination

These Terms apply while you use the Service. You may stop using the Service and cancel your subscription at any time. We may suspend or terminate your access if you breach these Terms, if required by law, or to protect the Service or others. Upon termination, your right to use the Service ends. We will make Customer Data available for a limited period and then delete or de-identify it in accordance with our Privacy Policy, unless retention is required by law.

14. Governing law

These Terms are governed by the laws of the State of Wyoming and the federal laws of the United States, without regard to conflict-of-laws rules. The parties submit to the exclusive jurisdiction of the state and federal courts located in Wyoming for any dispute arising out of or relating to these Terms or the Service.

15. Changes to these Terms

We may update these Terms from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after an update means you accept the revised Terms.

16. Contact

Questions about these Terms? Contact us at:

• Automate Admits, Inc. (operators of Automate Admits)
• Email: hello@automateadmits.com
• Web: https://automateadmits.com