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Terms of Use

Effective Date: May 12, 2026  ·  Last Updated: May 12, 2026

Please read these Terms of Use carefully before accessing or using PracticeBook. By using our service, you agree to be bound by these terms. If you do not agree, do not use PracticeBook.

1. Acceptance of Terms

These Terms of Use ("Terms") constitute a legally binding agreement between you ("Client," "you," or "your") and PracticeBook ("PracticeBook," "we," "us," or "our") governing your access to and use of the PracticeBook AI booking and communication tool, including our website at practicebook.ai, our dashboard, and any related services (collectively, the "Service").

By accessing the Service, clicking "I agree," completing registration, or using any part of the Service, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy, which is incorporated herein by reference.

If you are using PracticeBook on behalf of a business or organization, you represent that you have the authority to bind that entity to these Terms.

2. Description of Service

PracticeBook is an AI-powered patient communication and appointment booking tool designed for medical and professional practices. The Service enables Clients to embed a conversational AI assistant on their website that can:

  • Answer patient and prospective client questions based on the Client's own website content
  • Qualify inquiries and collect relevant intake information
  • Schedule appointments and sync them to Google Calendar
  • Provide Clients with usage analytics and conversation reporting

The Service uses third-party AI technology (including OpenAI's GPT models) and integrates with third-party services (including Google Calendar). The Service is provided on an "as is" and "as available" basis.

3. Eligibility & Account Registration

To use PracticeBook, you must:

  • Be at least 18 years of age
  • Be a licensed, registered, or lawfully operating business or professional practice
  • Provide accurate, complete, and current registration information
  • Maintain the security of your account credentials

You are responsible for all activity that occurs under your account. Notify us immediately at support@practicebook.ai if you suspect unauthorized access. We reserve the right to refuse registration or suspend accounts at our sole discretion.

4. Subscription, Billing & Cancellation

Subscription Plans
PracticeBook is offered on a subscription basis. Current plan details and pricing are described at practicebook.ai and may be updated from time to time. All fees are stated in US Dollars.

Billing
Subscriptions are billed in advance on a monthly or annual cycle. By providing payment information, you authorize us to charge the applicable fees. All fees are non-refundable except where required by law. If a payment fails, we may suspend access until payment is resolved.

Free Trial
Where a free trial is offered, it is available once per Client. Creating multiple accounts to extend trial access is a violation of these Terms.

Cancellation
You may cancel your subscription at any time through your account dashboard or by contacting support@practicebook.ai. Cancellation takes effect at the end of the current billing period. We do not provide pro-rated refunds for partial billing periods.

Price Changes
We reserve the right to change subscription pricing with at least 30 days' advance notice. Continued use after a price change constitutes acceptance of the new pricing.

5. Permitted Use & Restrictions

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes.

You may not:

  • Resell, sublicense, or make the Service available to third parties without our written consent
  • Reverse engineer, decompile, or attempt to extract the source code of the Service
  • Use the Service to transmit spam, malicious content, or any communication that violates applicable law
  • Process sensitive health information in a manner that violates HIPAA or other applicable privacy laws
  • Impersonate any person or entity or misrepresent your affiliation
  • Use automated tools to scrape, crawl, or extract data from the Service
  • Use the Service in any way that damages, disables, or impairs our infrastructure
  • Attempt to gain unauthorized access to any part of the Service
  • Use the Service in any activity that is deceptive, fraudulent, or harmful to patients or third parties

6. Client Responsibilities

As a Client, you are solely responsible for:

  • Accuracy of the knowledge base — The AI agent responds based on your website content. You are responsible for ensuring that content is accurate, up to date, and compliant with applicable professional and regulatory standards.
  • Regulatory compliance — Ensuring your use of PracticeBook complies with all applicable laws and regulations, including HIPAA, state medical licensing requirements, and healthcare advertising standards.
  • Informed consent — Where required, ensuring patients are informed they are interacting with an AI assistant and not a licensed healthcare professional.
  • Reviewing AI responses — Periodically reviewing AI-generated responses to ensure they are appropriate and consistent with your practice's standards.
  • Appointment verification — Verifying bookings before treating them as confirmed appointments.
  • Your API key — Maintaining the security of your OpenAI API key. You are responsible for all usage and associated costs under your OpenAI account.

7. AI-Generated Content & Limitations

Important: PracticeBook's AI assistant is not a licensed medical professional, legal advisor, or financial advisor. It does not provide medical diagnoses, clinical recommendations, legal advice, or any form of professional counsel. Patients should always consult a qualified professional for clinical decisions.

AI-generated responses are produced automatically based on your website content and the capabilities of the underlying AI model. You acknowledge that:

  • AI responses may occasionally be incorrect, outdated, or inappropriate
  • You are responsible for configuring the AI with appropriate knowledge base content
  • You should establish clear escalation paths for situations the AI cannot handle
  • PracticeBook is not liable for any harm resulting from AI-generated responses to patients

8. Intellectual Property

Our IP
The PracticeBook name, logo, dashboard, software, and all related intellectual property are owned by or licensed to PracticeBook. Nothing in these Terms grants you any ownership rights in the Service.

Your Content
You retain ownership of your website content, knowledge base materials, and data you provide to PracticeBook. By using the Service, you grant PracticeBook a limited, non-exclusive license to access and process your content solely to provide the Service. You represent that you own or have the rights to all content you provide.

Feedback
If you provide feedback or suggestions about the Service, you grant us the right to use that feedback without restriction or compensation.

9. Privacy & Data

Your use of the Service is subject to our Privacy Policy, which describes how we collect, use, and protect information. You are responsible for obtaining any consents required by applicable law from your patients before processing their personal information through PracticeBook.

If your use involves the processing of Protected Health Information (PHI) under HIPAA, please contact us at privacy@practicebook.ai to discuss a Business Associate Agreement.

10. Third-Party Services

PracticeBook integrates with third-party services including OpenAI and Google. Your use of these integrations is subject to the respective terms of those providers. We are not responsible for the availability, accuracy, or conduct of any third-party service.

11. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR UNINTERRUPTED AVAILABILITY. We do not warrant that the Service will meet your requirements, be error-free, or that AI responses will always be accurate.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, PRACTICEBOOK AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, LOSS OF DATA, OR LOSS OF BUSINESS OPPORTUNITIES.

IN NO EVENT WILL PRACTICEBOOK'S TOTAL LIABILITY TO YOU EXCEED THE GREATER OF (A) THE TOTAL AMOUNT YOU PAID TO PRACTICEBOOK IN THE TWELVE MONTHS PRECEDING THE CLAIM OR (B) ONE HUNDRED US DOLLARS ($100).

13. Indemnification

You agree to defend, indemnify, and hold harmless PracticeBook and its officers, directors, employees, and agents from and against any claims, damages, losses, and expenses (including reasonable attorneys' fees) arising from:

  • Your use of the Service in violation of these Terms
  • Your violation of any applicable law or professional obligation
  • Content you provide to or through the Service
  • Any claim by a patient or third party arising from your use of the Service

14. Termination

Either party may terminate these Terms at any time upon written notice. We may suspend or terminate your access immediately if you have materially breached these Terms, failed to pay fees, or if your use poses a risk to us, other users, or patients.

Upon termination, your right to use the Service ceases immediately. You may request export of your account data within 30 days of termination. Provisions that by their nature should survive termination will remain in effect.

15. Governing Law & Disputes

These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict of law provisions. Any dispute that cannot be resolved through good-faith negotiation will be submitted to binding arbitration conducted by JAMS under its Streamlined Arbitration Rules, on an individual basis. You waive the right to participate in any class action.

16. Changes to These Terms

We may modify these Terms at any time. We will notify active Clients by email at least 14 days before material changes take effect. Continued use after the effective date constitutes acceptance of the updated Terms.

17. Contact

Questions about these Terms? We'll respond within a few business days.

Email: legal@practicebook.ai
Website: practicebook.ai