Terms of Service

Last Updated: January 26, 2026

1. Acceptance of Terms

By accessing or using Group Practice Dashboards ("Service," "we," "us," or "our"), you ("Client," "you," or "your") agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

Group Practice Dashboards provides business analytics and reporting dashboards for mental health group practices, integrating data from electronic health records, payroll systems, and accounting systems including QuickBooks Online.

2. Description of Service

2.1 Service Overview

Group Practice Dashboards provides:

• Automated data extraction from QuickBooks Online and other integrated systems
• Business intelligence dashboards and reports
• Financial analytics and key performance indicators
• Practice management metrics and insights
• Data hosting and storage on secure Azure infrastructure

2.2 Integrated Systems

The Service integrates with various third-party systems including:

• QuickBooks Online (financial data)
• Electronic Health Record systems (Sessions Health, Simple Practice, TherapyNotes)
• Payroll systems (Gusto)
• Other systems as specified

2.3 Service Limitations

• The Service provides analytics and reporting only; it does not modify or write data back to source systems
• Dashboard updates occur on scheduled intervals (typically weekly/monthly)
• Historical data availability is subject to source system limitations
• Custom reporting requests may be subject to additional fees

3. Account Registration and Access

3.1 Account Requirements

To use the Service, you must:

• Be a legal entity or authorized representative of a mental health group practice
• Provide accurate and complete registration information
• Maintain the security of your account credentials
• Promptly update your account information if it changes
• Be at least 18 years of age

3.2 Account Security

You are responsible for:

• All activity that occurs under your account
• Maintaining the confidentiality of passwords and access credentials
• Immediately notifying us of any unauthorized access or security breach

3.3 QuickBooks Integration

By connecting your QuickBooks Online account, you:

• Authorize us to access your QuickBooks data as specified in the integration settings
• Acknowledge that we will retrieve financial reports including Profit & Loss statements
• Agree to maintain an active QuickBooks Online subscription
• Understand that disconnecting QuickBooks will limit dashboard functionality

4. Subscription and Payment Terms

4.1 Subscription Plans

The Service is provided on a subscription basis with various tiers:

• Pricing is based on features selected and data sources
• Current pricing is available at https://www.grouppracticedashboards.com/pricing
• All prices are in U.S. Dollars

4.2 Billing

• Subscriptions are billed monthly in advance
• Payment is due on the first day of each billing cycle
• We accept credit cards and ACH payments
• Failed payments may result in service suspension

4.3 Changes to Pricing

• We reserve the right to modify subscription pricing with 30 days' notice
• Price changes will not affect your current billing cycle
• Continued use of the Service after price changes constitutes acceptance

4.4 Refunds

• No refunds are provided for partial months of service
• Annual subscriptions are non-refundable
• Setup fees and custom development fees are non-refundable

5. Data Use and Privacy

5.1 Data Collection

We collect and process:

• Business data from EHRs, QuickBooks and other integrated systems
• Account and user information you provide
• Usage data and analytics about how you use the Service

5.2 Data Use

We use your data to:

• Provide and improve the Service
• Generate dashboards and reports
• Communicate with you about the Service
• Comply with legal obligations

5.3 Data Storage

• Your data is stored on Microsoft Azure infrastructure in the United States
• We implement industry-standard security measures
• Each client's data is stored in separate, isolated databases

5.4 Privacy Policy

Our collection and use of personal information is governed by our Privacy Policy, incorporated into these Terms by reference.

6. HIPAA Compliance

6.1 Business Associate Agreement

If you handle Protected Health Information (PHI):

• A separate Business Associate Agreement (BAA) is required
• The BAA is executed before any PHI is transmitted to the Service
• We agree to comply with applicable HIPAA regulations
• The BAA terms control in the event of conflict with these Terms

6.2 PHI Handling

• We do not require PHI to provide core dashboard functionality
• If PHI is included in source data, we will handle it per the BAA
• You are responsible for ensuring data sent to us complies with HIPAA

6.3 Security Measures

We maintain administrative, physical, and technical safeguards including:

• Encryption in transit and at rest
• Access controls and authentication
• Regular security assessments
• Incident response procedures

7. Intellectual Property

7.1 Ownership

• We retain all rights to the Service, including software, dashboards, and documentation
• Your data remains your property
• We claim no ownership rights to your business data

7.2 License Grant

We grant you a limited, non-exclusive, non-transferable license to access and use the Service during your subscription term.

7.3 Restrictions

You may not:

• Reverse engineer, decompile, or disassemble the Service
• Copy, modify, or create derivative works
• Resell, sublicense, or transfer your account
• Use the Service for any unlawful purpose
• Attempt to gain unauthorized access to the Service

7.4 Feedback

If you provide suggestions or feedback about the Service:

• We may use it without obligation or compensation to you
• You grant us a perpetual, irrevocable license to use such feedback

8. Third-Party Services

8.1 QuickBooks Integration

• The QuickBooks integration is subject to Intuit's terms and conditions
• We are not responsible for QuickBooks service availability or changes
• You must maintain compliance with QuickBooks' terms of service
• Intuit may revoke API access at their discretion

8.2 Other Integrations

• Other third-party integrations are subject to their respective terms
• We are not responsible for third-party service changes or outages
• Integration availability may change based on third-party API access or changes to exporting functionality

8.3 No Endorsement

Our integration with third-party services does not constitute endorsement of those services.

9. Service Availability and Support

9.1 Service Availability

• We strive for high availability but do not guarantee uninterrupted service
• Scheduled maintenance will be performed during off-peak hours when possible
• We are not liable for service interruptions due to third-party failures

9.2 Support

• Email support is provided during business hours (Monday-Friday, 9 AM - 4 PM Central)
• Support response time is typically within 1-2 business days
• Critical issues are prioritized

9.3 Updates and Modifications

We reserve the right to:

• Modify, update, or discontinue features
• Perform maintenance and updates
• Change system requirements
• We will provide reasonable notice of material changes when possible

10. Warranties and Disclaimers

10.1 Limited Warranty

We warrant that the Service will perform substantially as described.

10.2 Disclaimer of Warranties

EXCEPT AS EXPRESSLY PROVIDED, THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

• MERCHANTABILITY
• FITNESS FOR A PARTICULAR PURPOSE
• NON-INFRINGEMENT
• ACCURACY OR COMPLETENESS OF DATA

10.3 Data Accuracy

• Dashboards rely on data from source systems
• We are not responsible for inaccuracies in source data
• We strive for accuracy in summarizing and displaying your data, but mistakes can be made - any mistake will be remedied in a reasonable time frame from when the error was initially reported
• You are responsible for verifying critical business decisions
• Reports are for informational purposes only

11. Limitation of Liability

11.1 Liability Cap

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

11.2 Excluded Damages

WE SHALL NOT BE LIABLE FOR:

• INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
• LOST PROFITS, REVENUE, OR DATA
• BUSINESS INTERRUPTION
• COST OF SUBSTITUTE SERVICES

11.3 Essential Purpose

These limitations apply even if a remedy fails its essential purpose.

11.4 State Law Variations

Some jurisdictions do not allow limitation of liability, so these limitations may not apply to you.

12. Indemnification

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

• Your use of the Service
• Your violation of these Terms
• Your violation of any law or third-party rights
• Content or data you provide to the Service
• Your breach of any representation or warranty

13. Term and Termination

13.1 Term

These Terms begin when you initiate dashboard development and continue until terminated.

13.2 Termination by You

You may terminate at any time by:

• Providing 30 days' written notice (email will suffice)
• Discontinuing use and paying all outstanding fees

13.3 Termination by Us

We may suspend or terminate your account if:

• You breach these Terms
• Payment is more than 30 days overdue
• Your use poses a security risk
• Required by law
• You engage in abusive behavior toward our staff

13.4 Effect of Termination

Upon termination:

• Your access to the Service will cease
• You remain liable for all fees incurred
• We will retain your data for 30 days, then delete it
• You may request a data export within 30 days of termination (fees may apply)
• Provisions that should survive (confidentiality, liability, etc.) will survive

13.5 Data Export

• You may request data export at any time during your subscription
• Data is provided in CSV or other mutually agreed format
• Export fees may apply for large datasets

14. Confidentiality

14.1 Confidential Information

"Confidential Information" includes:

• Business data and reports
• Account information and credentials
• Financial information
• Any information marked or reasonably understood as confidential

14.2 Obligations

Each party agrees to:

• Maintain confidentiality of the other's Confidential Information
• Use it only for purposes of these Terms
• Protect it with reasonable security measures
• Not disclose it except as permitted

14.3 Exceptions

Confidential Information does not include information that:

• Is publicly available through no fault of the receiving party
• Was known before disclosure
• Is independently developed
• Is disclosed with permission

14.4 Required Disclosure

Confidential Information may be disclosed if required by law, provided the disclosing party gives reasonable notice when possible.

15. Dispute Resolution

15.1 Informal Resolution

Before filing a claim, you agree to contact us to attempt to resolve the dispute informally.

15.2 Arbitration

Any disputes not resolved informally shall be resolved through binding arbitration in accordance with the American Arbitration Association's rules. Arbitration will take place in Franklin, Tennessee or another mutually agreed location.

15.3 Class Action Waiver

You agree to resolve disputes only on an individual basis and waive any right to participate in class actions.

15.4 Small Claims Court

Either party may bring an individual action in small claims court.

15.5 Injunctive Relief

Nothing prevents either party from seeking injunctive relief in court for urgent matters.

16. General Provisions

16.1 Governing Law

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

16.2 Entire Agreement

These Terms, together with the Privacy Policy and any applicable BAA, constitute the entire agreement between you and us.

16.3 Amendments

We may modify these Terms by:

• Posting revised Terms on our website
• Providing notice via email or dashboard
• Continued use after changes constitutes acceptance
• Material changes require affirmative acceptance

16.4 Assignment

You may not assign these Terms without our written consent. We may assign without restriction.

16.5 Severability

If any provision is found unenforceable, the remaining provisions remain in effect.

16.6 Waiver

Failure to enforce any provision does not waive our right to enforce it later.

16.7 Force Majeure

We are not liable for delays or failures due to circumstances beyond our reasonable control.

16.8 Independent Contractors

The parties are independent contractors, not partners or joint venturers.

16.9 Notices

Notices must be in writing and sent to:

• Email: jeff@grouppracticedashboards.com
• Address: 109 Lanes End Drive, Franklin, TN 37067

Legal notices to you will be sent to the email associated with your account.

16.10 Export Compliance

You agree to comply with all applicable export control laws.

16.11 Government Use

If you are a U.S. government entity, the Service is "commercial computer software" subject to standard license rights.

17. Contact Information

18. Definitions

By using Group Practice Dashboards, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.