Terms of Service

Last Updated: October 14, 2026

Please read these Terms of Service carefully before using Clinical Media Hub. By creating an account, starting a free trial, or using our Services, you agree to these Terms. Section 11 requires individual arbitration of disputes and waives class actions, and Section 8 limits CMH’s liability and the time to bring a claim. If you accepted an earlier version of these Terms, see Section 12 for when this version applies to you.

1. Agreement to Terms

These Terms of Service (“Terms”) constitute a legally binding agreement between you (“Subscriber,” “you,” or “your”) and Clinical Media Hub LLC (“CMH,” “we,” “us,” or “our”), a Wyoming limited liability company. These Terms govern your access to and use of clinicalmediahub.com, your subscriber dashboard, the practice website we host for you, and the patient-facing tools that are part of your plan (together, the “Services”).

These Terms, the Business Associate Agreement you sign in your dashboard (the “BAA”), our Privacy Policy, our Data Deletion Policy, and the plan and price you select at checkout together form the agreement between you and CMH (the “Agreement”).

If you are entering into these Terms on behalf of a medical practice or other organization, you represent that you have authority to bind that organization, and “you” means that organization. Your patients, website visitors, and staff are not parties to these Terms.

2. Eligibility

You must be at least 18 years old.
You must be a licensed healthcare provider, authorized practice manager, or otherwise legally authorized to operate or manage a medical practice.
You must be located in the United States.
You must use the Services for your practice’s business purposes, not for personal, family, or household purposes.
Your use of the Services must comply with all applicable federal, state, and local laws, including HIPAA where applicable.

3. Subscription Plans and Billing

3a. Plans

CMH offers Foundation, Growth, and Complete subscription plans. Feature details and pricing are available at clinicalmediahub.com/plans. Add-ons, such as additional staff seats, are available as described on that page. A feature that the plans page shows as not yet available is not part of your plan until we make it available.

3b. Annual Billing

Annual plans are billed as a single upfront charge for the full year and renew automatically for another year at the end of each annual term until you cancel. You may cancel an annual plan at any time, online, in the same way as a monthly plan (see 3c); the cancellation takes effect at the end of the current annual term, and you keep access until then. No refunds are provided for partial annual periods.

3c. Monthly Billing

Monthly plans renew automatically each month, and we charge your payment method the monthly fee for your plan at the start of each billing period until you cancel. There is no minimum term and no notice period. You may cancel a monthly plan at any time, for any reason, online: sign in to your dashboard, open Plan & Billing and select Cancel or manage subscription. No phone call or email is required. Cancellation takes effect at the end of your current billing period; you will not be charged again and you keep access until that period ends. Fees already paid are non-refundable, and we do not give pro-rated refunds for partial months, except where required by law.

3d. Free Trial

New subscribers receive a 7-day free trial on any plan, billed monthly or annually. A valid credit card is required to start the trial. Your card is not charged during the trial; unless you cancel before the trial period ends, your selected plan begins automatically at the end of the trial and your card is charged at that time. You can cancel during the trial in the same way, online from Plan & Billing; if you cancel before the trial ends, you will not be charged. During the trial, patient-data features are for test information only until your BAA is signed (see Section 7).

3e. Price Changes

We reserve the right to modify pricing with 60 days’ advance written notice to active subscribers. Price changes will not apply during an active annual subscription term.

3f. Reminders, Taxes, and Failed Payments

We email the account owner a reminder before a free trial converts to a paid plan and before each annual renewal. Fees do not include taxes; you are responsible for any sales, use, or similar taxes that apply to your purchase, other than taxes on CMH’s income. If a payment fails, we may retry the charge and, after notice to you, suspend paid features until the balance is paid. You authorize us and our payment processor to charge the payment method on file for all fees you incur.

4. Your Responsibilities

Accurate information: You must provide accurate practice information for use in synthesized content and your practice website.
Content approval: All synthesized content requires your review and approval before publication. You are responsible for the accuracy and compliance of content you approve and publish.
HIPAA compliance: You are the HIPAA Covered Entity or Business Associate for your practice. You are responsible for your own HIPAA compliance. CMH provides HIPAA-aware infrastructure but is not responsible for your compliance program.
Credentials and users: You are responsible for maintaining the security of your account credentials and all activity under your account, for deciding which staff members get access and with what role, and for removing access promptly when someone leaves your practice.
Third-party integrations: When you connect third-party accounts (Google, Facebook, Instagram, IntakeQ, Square), you are responsible for compliance with those platforms’ terms and your patients’ data within those systems. Those services are provided by their own operators under their own terms, and CMH is not responsible for them.
Google Maps features and content: The Services include Google Maps features and content, such as your Google rating and reviews on your Reputation dashboard. Use of Google Maps features and content is subject to the then-current versions of the Google Maps End User Additional Terms of Service and the Google Privacy Policy. If you breach those terms, CMH may suspend or remove your access to Google Maps features and content, or take any other action Google requires.
Professional licensing: You represent that you and all providers using your account hold all required professional licenses.
Patient notices: You are responsible for maintaining a privacy policy, your HIPAA Notice of Privacy Practices, and all other legally required notices on your practice website (including, where applicable, a consumer health data privacy policy under state law), and for compliance with state privacy and medical-confidentiality laws applicable to your practice (including, for California practices, the Confidentiality of Medical Information Act).
Patient communications and consent: You are the sender of every email, text message, or call that you send, schedule, or trigger to patients or prospects through the Services, including appointment messages and review requests. You are responsible for having each recipient’s required consent, for the content of those messages, for honoring opt-out requests, and for complying with the CAN-SPAM Act, the Telephone Consumer Protection Act, and similar state laws. When you add a recipient to a consent-based list (for example, review requests), you confirm that the recipient agreed to receive those messages.
Reviews: You must not offer anything of value in exchange for reviews of a particular sentiment, ask only satisfied patients for reviews in a way that misrepresents your overall reviews, post or procure fake reviews, or disclose any patient information when responding to a review. You are responsible for complying with the FTC’s rule on consumer reviews and testimonials (16 C.F.R. Part 465) and the rules of each review platform.
Tracking and third-party code: You are responsible for any analytics tags, pixels, embeds, or other third-party code that you add, or ask us to add, to your practice website. We may decline to add, or may disable, any such code that we believe could disclose patient information.
Not for emergencies: Appointment requests, patient messages, forms, and other patient-facing tools are not monitored by CMH and are not designed for emergencies. You are responsible for telling patients how to reach your practice urgently and to call 911 in an emergency.
Telehealth: Televisit features provide communications infrastructure only. You are responsible for licensure, consent, documentation, and standard-of-care requirements applicable to telehealth in the states where you and your patients are located.
Accessibility of your content: You are responsible for the accessibility of the text, images, documents, and forms you add to your practice website, including alternative text for images and accessible documents.
Professional judgment: The Services do not provide medical, legal, or compliance advice. You are solely responsible for clinical decisions and for the care you provide.

5. Content and Intellectual Property

5a. Your Content

You retain ownership of your practice information, photos, logos, and other materials you upload (“Your Content”). You grant CMH a limited, non-exclusive, royalty-free license to host, copy, display, adapt, and transmit Your Content as needed to provide the Services, including generating synthesized marketing content and publishing your practice website. You represent that you have all rights needed to grant this license and that Your Content does not infringe anyone’s rights or violate any law.

5b. Synthesized Content and Automated Features

Some features of the Services use automated tools, including generative artificial intelligence, to draft website text, social media and blog posts, and images; for AI-assisted drafting of suggested replies to online reviews (you review and approve every reply before it is posted); and, where you turn it on, to help patients fill in your forms in a conversation. Content generated by CMH’s content synthesis system based on your practice profile is provided to you under a license for use in connection with your practice marketing. This content is informational and marketing in nature only — it does not constitute clinical or medical advice and must be reviewed by you for accuracy before approval.

Automated output can be inaccurate, incomplete, outdated, or similar to output produced for others. CMH does not warrant that it is accurate, original, or free of third-party rights.
Nothing is published to your website or social accounts until you approve it. You are responsible for content you approve, publish, or send.
Do not enter patient information into content tools. Patient form-filling assistance runs only on infrastructure covered by CMH’s business associate agreement with its hosting provider, and the patient always reviews and submits the form.
You are responsible for any disclosure the law requires when you use automated or AI-generated content or assistants with patients, such as disclosures required for AI-generated patient communications in some states.

5c. CMH Platform

CMH retains all intellectual property rights in the platform, dashboard, content synthesis systems, website designs and styles (including their layouts, code and graphics), the forms, documents and other materials CMH provides, and underlying technology. These Terms do not grant you any rights in CMH’s intellectual property other than the limited right to use the Services as described herein. If you send us suggestions or feedback, we may use them without obligation to you.

5d. Usage Statistics

We may compile aggregated statistics about how the Services are used that do not identify you, your practice, or any patient, and use them to operate and improve the Services. We do not create de-identified data from protected health information (“PHI”) unless the BAA permits it.

6. Prohibited Uses

You may not use the Services to:

Publish false, misleading, or fraudulent medical claims or credentials.
Violate HIPAA or any other applicable healthcare privacy law.
Enter PHI anywhere other than the patient features listed in Section 7b.
Store or process records of a federally assisted substance use disorder program covered by 42 C.F.R. Part 2, unless CMH has agreed to it in writing.
Send messages to people who have not given any consent the law requires, or fail to honor an opt-out.
Post fake or incentivized reviews or suppress reviews in violation of law.
Transmit spam, malware, or engage in phishing.
Attempt to reverse engineer, copy, or extract CMH’s platform technology, or scrape, probe, or test the security of the Services without our written permission.
Interfere with or overload the Services, or get around usage limits or access controls.
Use the platform for any purpose other than marketing and operating a legitimate licensed healthcare practice.
Impersonate any person or entity.

7. HIPAA Business Associate Agreement

CMH offers a Business Associate Agreement (BAA) to subscribers on all plans — Foundation, Growth, and Complete. You sign the BAA in your dashboard before entering any patient information; you can sign it during your free trial. The BAA covers the infrastructure and services CMH controls. The BAA controls over any conflicting provision of these Terms only as to the use, disclosure, safeguarding, reporting, and return or destruction of PHI. Sections 8, 9, and 11 of these Terms govern all claims arising under the Agreement, including claims under the BAA, to the extent permitted by law. You remain responsible for your own HIPAA compliance program, including policies, workforce training, risk analyses, and the configuration choices available to you within the Services.

7a. Service Provider Status

For personal information processed through your practice website and patient-facing features, CMH acts as your service provider and processor (and, for PHI, your Business Associate). CMH processes that information only to provide the Services under these Terms and the BAA and on your documented instructions, which are these Terms, the BAA, and your configuration of the Services. CMH does not sell or share it for cross-context behavioral advertising, does not use it for CMH’s own marketing, does not combine it with personal information from other sources except as the law permits for a service provider, and will tell you if it can no longer meet these obligations. These commitments are intended to satisfy the contract requirements for service providers and processors under state privacy and consumer-health-data laws, including the California Consumer Privacy Act and Washington’s My Health My Data Act, to the extent those laws apply.

7b. Where Patient Information Belongs

Once your BAA is signed, you may use these features for PHI: patient intake and consent forms, appointment requests, patient messages, video visits, and professional email mailboxes provided through CMH. Until your BAA is signed, use test information only. Content tools (website text, blog, and social media drafts and images), CMH’s website chat assistant, and support channels are not designed for PHI; do not enter PHI there. Connected third-party services (such as IntakeQ and Square) are governed by your own agreements with those providers.

7c. Shared Security Responsibilities

CMH is responsible for the security of the infrastructure and software it operates, as described in the BAA and our Privacy Policy. You are responsible for your users, their devices and passwords, the information you choose to collect, how you configure the Services, and what you do with information after you download or export it.

8. Disclaimers and Limitation of Liability

THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY LAW, CMH DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. CMH DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE AGAINST ALL THREATS, THAT SYNTHESIZED OR AUTOMATED CONTENT WILL BE ACCURATE OR COMPLETE, THAT THIRD-PARTY SERVICES WILL BE AVAILABLE, OR THAT USE OF THE SERVICES WILL RESULT IN ANY PARTICULAR SEARCH RANKING, REVIEWS, PATIENT VOLUME, OR REGULATORY OUTCOME. YOU ARE RESPONSIBLE FOR REVIEWING AND APPROVING ALL CONTENT BEFORE PUBLICATION.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW: (A) CMH’S TOTAL AGGREGATE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THE AGREEMENT OR THE SERVICES, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), STATUTE, OR ANY OTHER THEORY, SHALL NOT EXCEED THE GREATER OF (I) THE TOTAL FEES PAID BY YOU TO CMH IN THE TWELVE (12) MONTHS PRECEDING THE EVENT THAT GAVE RISE TO THE FIRST CLAIM AND (II) ONE THOUSAND U.S. DOLLARS (US$1,000); (B) CMH SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, GOODWILL, OR DATA, EVEN IF ADVISED OF THEIR POSSIBILITY; AND (C) THESE LIMITS APPLY TO ALL CLAIMS TOGETHER, NOT PER CLAIM, AND EVEN IF A LIMITED REMEDY FAILS OF ITS ESSENTIAL PURPOSE.

These limits do not apply to your obligation to pay fees, to your indemnity obligations, or to liability that cannot be limited under applicable law (for example, liability for fraud or willful misconduct). Any claim you have against CMH must be brought within one (1) year after the claim arises, or it is permanently barred, unless a longer period is required by law. You agree that these limits are an essential basis of the bargain and are reflected in CMH’s prices.

9. Indemnification

You agree to indemnify, defend, and hold harmless CMH and its officers, directors, employees, and agents from and against any third-party claims (including claims and investigations by patients and government agencies), damages, liabilities, fines, penalties, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to: (a) your use of the Services; (b) Your Content and any content you approve, publish, or send; (c) your violation of these Terms; (d) your violation of applicable law, including HIPAA, the CAN-SPAM Act, the Telephone Consumer Protection Act, and state privacy, consumer-protection, telehealth, and AI-disclosure laws; (e) messages sent without required consent; (f) the care and professional services you provide; or (g) third-party code you add or ask us to add to your website. CMH may participate in the defense with counsel of its choice, and you may not settle a claim that imposes any obligation on CMH without CMH’s written consent.

10. Termination and Off-boarding

CMH may suspend or terminate your account immediately if you materially breach these Terms, engage in conduct that poses a security risk to CMH or other subscribers, fail to pay amounts due, or as otherwise required by law. Where practical, we will tell you why and give you a chance to fix the problem before suspending the Services. Upon termination, your access to the Services will cease and your practice website will be taken offline. Data deletion follows the schedule described in our Privacy Policy and Data Deletion Policy.

10a. Your Domain

Domains registered through the Services are registered with your practice as the registrant of record — your domain belongs to you, not to CMH. If your subscription ends for any reason, we will, at your request and at no charge, unlock the domain and provide the transfer authorization code so you can move it to a provider of your choice. Registry rules impose a 60-day transfer lock following initial registration and certain registrant-contact changes; transfers cannot be initiated during that window. Your domain remains registered through the end of its current paid registration year; renewals after transfer are your responsibility with your new provider.

10b. Email Services

Professional email mailboxes, when CMH offers them, are provided through Microsoft 365 in a Microsoft 365 tenant created for your practice; they are not hosted in an account belonging to CMH. You accept Microsoft’s customer agreement for that tenant, and Microsoft’s terms state that its business associate agreement applies to it. Your mailboxes and their contents stay in your practice’s tenant. When your subscription ends, you may keep the tenant and its mailboxes by moving its licenses to Microsoft or another provider, and we will help you do so; CMH then removes its administrative access. If you do not, the licenses end at the end of their paid term and Microsoft’s subscription lifecycle applies: after an expired period, the subscription is disabled for 90 days, during which an administrator can still export the data, and Microsoft then deletes it. You are responsible for moving your domain’s email records to a new provider if you want to keep receiving email at your domain.

Microsoft 365 email licenses purchased through CMH run through the end of their current paid term and are not refundable on a pro-rata basis, except where a refund is required by law or by Microsoft’s own policies. Upon cancellation, auto-renewal is turned off and your licenses remain active until the end of the paid term.

10c. Your Data

Following cancellation, your website content and account data are retained and then deleted on the schedule described in our Data Deletion Policy. Contact support during the retention period to request a copy of your site content and patient form submissions; CMH will reasonably assist with those requests. At the end of that schedule, CMH deletes PHI it holds for you, as the BAA requires; if returning or deleting any PHI is not feasible (for example, while it is under a legal hold), CMH continues to protect it under the BAA and limits further use to the purposes that make deletion infeasible. You are responsible for keeping any records you are legally required to retain.

10d. Survival

Sections 3 (for amounts owed), 5, 8, 9, 10, 11, and 13 survive termination of these Terms.

11. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of California, without regard to conflict of law principles, and by the Federal Arbitration Act. Before starting arbitration, a party must send the other a written description of the dispute and the parties will try in good faith to resolve it for 30 days. Any dispute arising out of or relating to the Agreement or the Services that is not resolved informally shall be resolved by binding arbitration administered by JAMS in California under its Streamlined Arbitration Rules (or its Comprehensive Arbitration Rules if the amount in dispute exceeds the Streamlined Rules’ limit), except that either party may bring an individual claim in small-claims court, and either party may seek injunctive relief in a court of competent jurisdiction for misuse of its intellectual property or confidential information. The arbitrator decides questions about the scope and enforceability of this section. Nothing in this section limits either party’s right to seek emergency injunctive relief.

Class Action Waiver: You agree to resolve any disputes with CMH on an individual basis only, and you waive the right to bring or participate in any class action or collective proceeding against CMH. If this waiver is found unenforceable for a claim, that claim must be decided by a court, not in arbitration. To the extent permitted by law, each party waives trial by jury in any court proceeding.

Changes to this Section 11 do not apply to any dispute that arose, or of which a party had written notice, before the change took effect.

12. Changes to These Terms

We may update these Terms from time to time. When we do, we post the new version here and change the “Last Updated” date; earlier versions are available on request. A new version applies to new subscribers from the day it is posted.

If we make a material change, we email the account owner at least 30 days before it takes effect for existing subscribers. For subscribers on a monthly plan, the change takes effect 30 days after that email. For subscribers on an annual plan, a material change that is adverse to you takes effect at the start of your next annual term, not during a term you have already paid for. Changes that are required by law, that apply only to new features, or that are not material may take effect when posted.

If you do not agree to a change, you may cancel online before it applies to you (see Section 3). If you continue to use the Services after a change takes effect for you, you accept the updated Terms. A change never applies to a dispute that arose, or of which a party had written notice, before the change took effect.

13. General

Order of precedence: If documents conflict, the BAA controls as to PHI (subject to Section 7), then these Terms, then our other policies.
Entire agreement: The Agreement is the entire agreement between you and CMH about the Services and replaces any prior discussions. Terms in your purchase orders or other documents do not apply.
Electronic notices: You agree that we may provide notices, agreements, and other communications electronically, by email to the account owner or in your dashboard, and that these satisfy any requirement that they be in writing. You can send notices to legal@clinicalmediahub.com.
Assignment: You may not assign the Agreement without our written consent. We may assign it to an affiliate or to a successor in a merger, acquisition, or sale of assets.
Force majeure: Neither party is liable for delays or failures caused by events beyond its reasonable control, such as failures of third-party networks or cloud providers, natural disasters, or acts of government, but this does not excuse payment obligations.
Severability and waiver: If a provision is unenforceable, it will be enforced to the maximum extent permitted and the rest of the Agreement remains in effect. A failure to enforce a provision is not a waiver.
Relationship: The parties are independent contractors. There are no third-party beneficiaries of the Agreement, including patients.

14. Contact

Clinical Media Hub LLC
Legal inquiries: legal@clinicalmediahub.com
Website: clinicalmediahub.com/contact