Terms of Service

1. Account Registration and Security

To use our services, you must create an account and provide certain information about yourself. You agree that:

All registration information you submit is accurate and complete
You will maintain the security of your account credentials
You are solely responsible for all activities that occur under your account
You will notify us immediately of any unauthorized use of your account
You will not share your account credentials with others

We reserve the right to terminate accounts that violate these Terms or remain inactive for extended periods.

2. Use of Services

2.1 Acceptable Use

You agree to use our services only for legitimate healthcare documentation purposes and in compliance with all applicable laws, including HIPAA. You will not:

Use the services for any illegal purpose
Upload content that violates the rights of others
Attempt to gain unauthorized access to our systems or other users' accounts
Transmit malware, viruses, or other harmful code
Interfere with or disrupt the services

2.2 Patient Consent and Privacy

You are responsible for obtaining appropriate consent from patients before recording conversations or uploading patient information to our platform. You must comply with all applicable privacy laws and regulations when using our services.

2.3 Content Ownership

You retain ownership of all content you upload to our platform, including audio recordings and clinical notes. By using our services, you grant us a limited license to process this content for the purpose of providing our services to you.

2.4 Prohibited Uses

The following uses of Sollo AI are strictly prohibited:

Fraudulent Documentation: Creating or altering documentation for billing fraud, insurance fraud, or any other fraudulent purpose
Unauthorized Access: Using another provider's account or credentials without authorization
Non-Medical Use: Using the platform for purposes unrelated to legitimate healthcare documentation
Recording Without Consent: Recording patient encounters without proper informed consent
Sharing PHI: Sharing or using PHI in ways that violate HIPAA or patient privacy rights
Sensitive Military/Government Applications: Using the platform for sensitive military, government intelligence, or classified documentation
Reverse Engineering: Attempting to extract, reverse engineer, or replicate our AI models
Automated Mass Uploading: Using scripts or automated methods to mass upload content without prior authorization

Any violation of these prohibitions may result in immediate termination of your account, legal action, and reporting to relevant authorities or regulatory bodies where required by law.

3. AI Accuracy Disclaimer

AI-Generated Content Requires Professional Review: While Sollo AI employs advanced technology to generate clinical documentation, all AI-generated content is provided as a draft and assistance tool only. The AI may not capture every clinical detail or may occasionally misinterpret information.

You acknowledge and agree that:

You, as the healthcare provider, are responsible for reviewing all AI-generated documentation for accuracy and completeness before incorporating it into official medical records
AI-generated content should never be used as the sole basis for clinical decision-making
The accuracy of AI-generated documentation depends in part on the quality of the input (audio clarity, speaking patterns, etc.)
Certain medical terms, rare conditions, or specialty-specific terminology may not be recognized with complete accuracy
You will make necessary corrections to ensure documentation accuracy before finalizing

Sollo AI does not practice medicine or provide medical advice. We provide a documentation tool that must be used in conjunction with professional medical judgment.

4. Service Level Agreement (SLA)

Sollo AI is committed to maintaining high service standards. Our Service Level Agreement includes the following commitments:

Service Component	Uptime Guarantee	Response Time
Core Platform Availability	99.9% uptime (excluding scheduled maintenance)	N/A
Audio-to-SOAP Processing	99.5% uptime	Less than 10 minutes for standard recordings (up to 30 minutes in length)
Text-to-SOAP Processing	99.5% uptime	Less than 5 minutes for standard notes
Referral Letter Generation	99.5% uptime	Less than 5 minutes for standard requests
Technical Support	N/A	Initial response within 24 business hours

4.1 Scheduled Maintenance

To ensure optimal performance, we perform regular maintenance. Scheduled maintenance will be:

Conducted during low-usage periods (typically between 1:00 AM and 5:00 AM Eastern Time)
Limited to no more than 4 hours per month

Scheduled maintenance does not count against our uptime guarantees.

4.2 Remedies for Service Failures

If we fail to meet our SLA commitments in a given month, you may be eligible for service credits as follows:

Below 99.9% but above 99.0% uptime: 10% credit for the affected month
Below 99.0% but above 98.0% uptime: 25% credit for the affected month
Below 98.0% uptime: 50% credit for the affected month

To request a service credit, contact support@solloai.com within 15 days of the service failure with details of the issue. Credits will be applied to future billing periods.

5. Subscription and Billing

5.1 Subscription Plans

We offer various subscription plans with different features and limits. You agree to pay all fees associated with your selected plan. All fees are quoted in U.S. dollars and are non-refundable except as required by law.

5.2 Billing Cycle

Subscriptions are billed on a recurring basis (monthly or annually, depending on your selected plan). Your subscription will automatically renew unless you cancel it prior to the renewal date.

5.3 Changes to Pricing

We reserve the right to change our prices at any time. If we change the pricing for your subscription, we will provide notice at least 30 days before the change takes effect.

5.4 Cancellation

You may cancel your subscription at any time through your account dashboard. Cancellations will take effect at the end of your current billing cycle.

6. Termination

Your account may be terminated in the following ways:

6.1 Termination by You

You may terminate your account at any time by:

Deleting your account through the dashboard
Contacting support@solloai.com with a termination request

Upon termination your access to the platform will be immediately lost.

6.2 Termination by Sollo AI

We may terminate or suspend your account in the following circumstances:

Terms Violation: If you violate these Terms or our acceptable use policies
Prohibited Uses: If you engage in any of the prohibited activities listed in Section 2.4
Non-Payment: If your payment method fails or you fail to pay subscription fees
Fraudulent Activity: If we detect fraudulent activity associated with your account
Legal Requirements: If required to do so by law or regulatory action
Extended Inactivity: If your account remains inactive for more than 12 consecutive months

In case of termination for Terms violation or prohibited uses:

We may suspend your account immediately without prior notice
We will provide notice to your registered email address explaining the reason for termination
You may have 7 days to export your data (unless legally prohibited from allowing access)
No refunds will be issued for the current billing period

6.3 Effect of Termination

Upon termination of your account for any reason:

Your access to the platform will cease
All licenses granted to you under these Terms will end
Any outstanding payment obligations will remain in effect
Sections of these Terms that by their nature should survive termination will continue to apply

7. Service Availability and Modifications

7.1 Availability

We strive to maintain high availability of our services as outlined in our SLA (Section 4), but we do not guarantee uninterrupted access. Services may be temporarily unavailable due to maintenance, technical issues, or circumstances beyond our control.

7.2 Modifications

We may modify, suspend, or discontinue any part of our services at any time. We will make reasonable efforts to provide advance notice of significant changes.

7.3 Updates

We regularly update our AI models and software to improve performance and security. These updates are automatically applied and may occasionally affect the appearance or functionality of our services.

8. HIPAA Compliance and Security

8.1 Business Associate Agreement

For healthcare providers subject to HIPAA, we offer a Business Associate Agreement (BAA) that outlines our respective obligations regarding PHI. To request a BAA, please contact us at support@solloai.com.

8.2 Security Measures

We implement technical, administrative, and physical safeguards designed to protect the security and confidentiality of PHI in accordance with HIPAA. However, no electronic transmission or storage system is completely secure, and we cannot guarantee absolute security.

8.3 User Responsibilities

You are responsible for:

Ensuring your use of our services complies with HIPAA and other applicable laws
Properly managing PHI after you download or export it from our platform
Immediately reporting any security incidents or concerns to support@solloai.com

9. Intellectual Property

9.1 Our Intellectual Property

All aspects of our platform, including the technology, design, and AI models, are owned by Sollo AI, LLC and protected by intellectual property laws. You may not copy, modify, distribute, sell, or lease any part of our services or software.

9.2 Your Content

You retain all rights to the content you upload to our platform. The outputs generated by our AI (transcriptions, SOAP notes, referral letters) are owned by you.

9.3 Feedback

If you provide suggestions or feedback about our services, we may use this feedback to improve our platform without any obligation to you.

10. Limitation of Liability

To the maximum extent permitted by law:

Sollo AI is not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or goodwill
Our total liability arising out of or relating to these Terms or our services will not exceed the amount you paid to us during the 12 months prior to the event giving rise to the liability
We are not responsible for the accuracy of clinical information in the outputs generated by our AI

Our AI-generated documentation is intended to assist healthcare providers, not replace professional judgment. You are responsible for reviewing and approving all generated content before incorporating it into official medical records or using it for patient care.

11. Indemnification

You agree to indemnify and hold harmless Sollo AI, LLC and its affiliates, officers, directors, employees, and agents from any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from:

Your use of our services
Your violation of these Terms
Your violation of any rights of another person or entity
Your failure to obtain appropriate consent from patients

12. Dispute Resolution

Any disputes arising out of or relating to these Terms or our services will be resolved as follows:

We will first attempt to resolve the dispute informally
If informal resolution is not possible, the dispute will be resolved through binding arbitration in Ohio, United States
Any arbitration will be conducted on an individual basis, not as a class action

These Terms are governed by the laws of the State of Ohio, without regard to its conflict of law principles.

13. Changes to Terms

We may modify these Terms at any time by posting the revised Terms on our website. Your continued use of our services after such changes constitutes acceptance of the revised Terms. For material changes, we will make reasonable efforts to provide advance notice.