Last Updated: June 29, 2025
These Terms and Conditions ("Terms") constitute a legally binding contract between you, the user, and/or the entity you represent ("User," "you," "your") and Bittsi, Inc. ("Bittsi," "we," "us," "our"). By registering for, accessing, or otherwise using any of Bittsi's software-as-a-service applications, platforms, mobile applications, or other products, including but not limited to its Patient Information Management System (PIMS) and AI Scribe functionalities (collectively, the "Service"), you acknowledge that you have read, understood, and agree to be bound by these Terms in their entirety. If you are accessing or using the Service on behalf of a business, clinic, hospital, or other legal entity, you represent that you have the authority to bind that entity to these Terms, and in such case, the entity is legally and financially responsible for your use of the Service as well as the use of your account by others affiliated with your entity, including employees, agents, or contractors. If you do not agree with any part of these Terms, you must not access or use the Service.
These Terms apply to all users of the Service, including individual users managing personal information, professional users such as clinicians, physicians, and therapists utilizing the Service in a professional capacity, and organizational users like clinics, hospitals, or group practices that purchase subscriptions for their members or employees ("Authorized Users"). Where an organization provides you with access to the Service, your use is also subject to that organization's policies and its agreement with Bittsi.
Your use of the Service is also governed by other legal documents, which are incorporated into these Terms by this reference. By accepting these Terms, you also agree to the Bittsi Privacy Policy, which details how we collect, use, and protect your personal information. For Users who are "Covered Entities" or "Business Associates" under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), use of the Service to handle Protected Health Information ("PHI") is also governed by a Business Associate Agreement ("BAA"). If applicable, a Data Processing Addendum ("DPA") will also be incorporated to comply with regulations like the General Data Protection Regulation (GDPR).
These documents form a single, interconnected legal architecture. The Terms of Service act as the central pillar that binds you to this entire framework. A failure to adhere to the obligations within any of these documents constitutes a breach of these Terms. The comprehensive nature of this legal structure is essential due to the sensitive nature of the data handled by the Service, including personal, biometric, and health information, which invokes a wide range of legal and regulatory obligations.
Bittsi reserves the right, at its sole discretion, to modify or replace these Terms at any time. We will provide reasonable notice of any material changes, which may be delivered via email to the address associated with your account, through a notification within the Service, or by posting the updated Terms within the Service. The "Effective Date" at the top of this document will indicate the date of the latest revision. Your continued use of the Service after such modifications become effective constitutes your binding acceptance of the revised Terms. It is your responsibility to review these Terms periodically for changes.
The Service consists of a suite of software products and platforms, including a software-as-a-service (SaaS) Patient Information Management System (PIMS), a mobile application, and other products which may include an integrated Artificial Intelligence ("AI") Scribe. The core functionalities of the Service include tools for organizing personal and professional information (including patient information) and may utilize AI-powered technology to assist in documentation, such as the audio recording, transcription, and summarization of conversations (e.g., clinical encounters between healthcare providers and patients). The Service is intended as a productivity tool to aid in documentation and information management. It is not intended to provide medical, legal, or other professional advice, and its outputs should not be used as a substitute for professional judgment.
Subject to your compliance with these Terms and the timely payment of all applicable fees for your chosen subscription plan, Bittsi grants you a limited, non-exclusive, non-transferable, non-sublicensable, and revocable license to access and use the Service on a compatible device that you own or control, solely for your personal or internal business purposes. This license is contingent upon your adherence to all terms and conditions outlined herein and remains in effect only for the duration of your active subscription.
Bittsi will use commercially reasonable efforts to ensure the Service is available and operational. However, due to the nature of internet-based services, we do not warrant or guarantee that the Service will be uninterrupted, timely, secure, or error-free. The Service's functionality depends on various factors, including third-party services such as cloud hosting providers (e.g., Amazon Web Services) and internet connectivity, which are outside of Bittsi's direct control. Bittsi shall not be liable for any interruptions, delays, or failures of the Service caused by the failure of such third-party platforms or other factors beyond our reasonable control.
Furthermore, Bittsi reserves the right to modify, suspend, or discontinue, temporarily or permanently, the Service or any feature or part thereof, with or without notice, for maintenance, upgrades, or any other business reason. You agree that Bittsi will not be liable to you or to any third party for any modification, suspension, or discontinuance of the Service.
To access and use the Service, you must register for an account ("Account"). You agree to provide true, accurate, current, and complete information during the registration process ("Registration Data") and to maintain and promptly update your Registration Data to keep it true, accurate, current, and complete. You are solely and entirely responsible for maintaining the confidentiality and security of your Account credentials, including your user ID and password. You are fully responsible for any and all activities that occur under your Account, whether or not authorized by you. You agree to immediately notify Bittsi of any unauthorized use of your Account or any other breach of security. Bittsi cannot and will not be liable for any loss or damage arising from your failure to comply with this security obligation.
For organizational accounts, the entity or individual who is the primary account holder (the "Customer") is responsible for managing access. The Customer is responsible for: (i) identifying and authenticating all Authorized Users; (ii) approving access by such Authorized Users to the Service; and (iii) all activities conducted by its Authorized Users and their compliance with these Terms. Each Authorized User must have a unique login, and credentials may not be shared among multiple individuals.
If you register for an Account using an email address from an organization (e.g., yourname@yourclinic.com), that organization may have legal and administrative control over your account. In such a case, Bittsi may, upon request from the organization, identify your account to the organization and may migrate your account to be managed under the organization's enterprise subscription. This action may result in the organization gaining ownership and control over all data within your account, including data that existed prior to the migration. Bittsi is not liable to you for any such migration or for any restriction or termination of your access by your organization.
As a condition of your use of the Service, you agree not to use the Service for any purpose that is unlawful or prohibited by these Terms. You shall not, and shall not permit any third party to, engage in the following prohibited activities:
We define "User Content" as any and all data and information that you upload, submit, post, create, record, generate, or otherwise transmit to or through the Service. This includes, but is not limited to, text, notes, documents, audio recordings of conversations, and the transcriptions, summaries, and other data generated by the Service from such inputs. As between you and Bittsi,
you retain all ownership rights, title, and interest in and to your User Content. We do not claim any ownership rights in any of your User Content.
To enable us to operate and provide the Service, you grant Bittsi a limited, worldwide, non-exclusive, royalty-free license to access, use, host, store, process, reproduce, modify (e.g., for formatting purposes), and transmit your User Content. This license is granted solely for the limited purpose of providing, maintaining, securing, and improving the Service for you, and for no other purpose. This license is essential for the Service to perform its core functions, such as storing your notes, processing audio to create transcriptions, and displaying your data back to you. This license terminates when you delete your User Content or your Account, subject to our standard data retention and backup policies as described in our Privacy Policy. This approach ensures that your data is used only to deliver the service you have requested, building a foundation of trust that is critical for an application handling sensitive information.
You are solely responsible for your User Content and the consequences of posting, publishing, or recording it. You represent and warrant that: (i) you are the creator and owner of the User Content, or you have the necessary licenses, rights, consents, and permissions to authorize Bittsi to use your User Content as necessary to provide the Service and as described in these Terms; and (ii) your User Content, and the use thereof as contemplated herein, does not and will not infringe, violate, or misappropriate any third-party right, including any copyright, trademark, patent, trade secret, moral right, privacy right, right of publicity, or any other intellectual property or proprietary right, or violate any applicable law or regulation.
Certain features of the Service, such as the AI Scribe, are powerful tools, and with their use comes significant responsibility. You are solely responsible for complying with all applicable laws, regulations, and professional obligations related to the recording of conversations and the collection, use, and disclosure of personal and sensitive information of third parties, including patients. Specifically, before using any feature to record a conversation, you must:
You agree to indemnify Bittsi for any claims arising from your failure to meet these obligations. This clause contractually obligates you, the user, to fulfill your legal and ethical duties, thereby protecting Bittsi from liability related to your use of the Service.
The Service, or certain features within it, utilizes artificial intelligence and machine learning models to generate outputs, including but not limited to transcriptions, summaries, and data analysis ("AI Output"). You acknowledge that this is an emerging and experimental field. As such, AI Output may contain errors, inaccuracies, biases, or incomplete information and may at times produce offensive or objectionable content that does not represent the views of Bittsi.
THE AI OUTPUT IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. BITSI AND ITS AFFILIATES, LICENSORS, AND SUPPLIERS MAKE NO WARRANTIES OR GUARANTEES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, WITH RESPECT TO THE ACCURACY, COMPLETENESS, RELIABILITY, OR SUITABILITY OF ANY AI OUTPUT. YOU ACKNOWLEDGE AND AGREE THAT ANY RELIANCE ON AI OUTPUT IS AT YOUR SOLE RISK. AI OUTPUT SHOULD NOT BE USED AS A SOLE SOURCE OF TRUTH OR FACTUAL INFORMATION, OR AS A SUBSTITUTE FOR PROFESSIONAL MEDICAL, LEGAL, OR OTHER ADVICE. The inherent limitations of AI technology mean that transcription accuracy can be affected by audio quality, background noise, accents, and complex terminology.
You are solely and exclusively responsible for the final review, editing, and verification of all AI Output. Before relying on, sharing, or incorporating any AI Output into any official document or record (such as an Electronic Health Record or legal filing), you must exercise your professional judgment and ensure its accuracy and completeness through diligent human oversight. The AI Scribe is a tool designed to
assist with documentation, not to replace the critical thinking and verification duties of a professional. This responsibility is a cornerstone of the professional guidelines for using AI scribes in clinical care and is a contractual obligation under these Terms.
Protecting the confidentiality of your data is our highest priority. Bittsi will not use your User Content, including any audio recordings, transcriptions, or Protected Health Information (PHI), to train or improve our general-purpose or third-party AI models, unless you provide explicit, separate, opt-in consent to do so. We have contractual agreements with our AI subprocessors that prohibit them from using your data for their own purposes, including model training. This commitment is fundamental to our service, especially for users in the healthcare sector where patient confidentiality is paramount. By enshrining this "no training without opt-in" policy in our Terms, we provide a contractual guarantee of privacy that distinguishes our service as a secure and professionally responsible choice.
Bittsi offers a variety of products and services, each with its own distinct set of subscription plans, features, and pricing tiers. Our offerings may include free plans with limited functionality alongside various paid tiers (such as Personal, Professional, or Enterprise plans) that provide enhanced features, greater usage limits, and additional capabilities tailored to a specific product. Because each product is unique, the corresponding subscription plans and their associated limits (e.g., transcription minutes, data storage, number of Authorized Users) will vary.
For complete, up-to-date, and specific details regarding the features, limits, and pricing for each subscription plan available for each Bittsi product, please refer to our dedicated pricing page. The information on our pricing page is incorporated by reference into these Terms.
Paid subscriptions are billed in advance on a recurring basis (either monthly or annually, as selected by you). You authorize Bittsi or its third-party payment processor to charge your selected payment method for the subscription fees.
All fees are non-refundable, except as expressly stated in our Refund Policy (Section 6.4) or as required by applicable law.
Your subscription will automatically renew at the end of each subscription period for a subsequent period of the same duration, at the then-current price, unless you cancel your subscription through your Account settings prior to the renewal date. You are responsible for the timely cancellation of your subscription.
Bittsi reserves the right to modify its subscription fees at any time. Any price changes for your subscription will be communicated to you in advance, typically with at least 30 days' notice. Price changes will take effect at the start of the next subscription period following the date of the change. Your continued use of the Service after the price change comes into effect constitutes your agreement to pay the modified fee amount.
While subscription fees are generally non-refundable, we believe in fair and transparent policies. You may be eligible for a refund under the following limited circumstances:
This policy is designed to provide a reasonable window for you to evaluate the paid service while preventing abuse of the refund system. To request a refund, please contact our customer support with your account details and reason for the request. We do not offer prorated refunds for subscriptions canceled mid-cycle outside of the cooling-off period.
Bittsi's collection, use, and disclosure of personal information are governed by the Bittsi Privacy Policy. This policy is a crucial component of our legal framework and is incorporated by reference into these Terms. The Privacy Policy provides detailed disclosures about the types of data we collect (including personal, sensitive, and biometric data), our purposes for processing that data, our data sharing and retention practices, and your rights as a data subject under applicable laws like GDPR and CCPA, including your right to access, correct, and delete your data.
We treat all your non-public User Content as "Confidential Information." Bittsi agrees to hold your Confidential Information in strict confidence and will not use or disclose it except: (i) as necessary to provide, maintain, and secure the Service; (ii) with your explicit consent; (iii) as required to comply with a legal obligation, such as a court order or subpoena, in which case we will provide you with prior notice unless legally prohibited; or (iv) as otherwise detailed in our Privacy Policy.
Bittsi is committed to protecting the security of your User Content. We implement and maintain a comprehensive security program with reasonable and appropriate technical, administrative, and physical safeguards designed to protect your data from unauthorized access, use, alteration, or disclosure. These measures include, but are not limited to, data encryption in transit (e.g., using TLS 1.2) and at rest (e.g., using AES-256), stringent access controls, regular security audits, and employee security training. For more detailed information on our security practices, please refer to our dedicated Security Page.
If and when the Service utilizes biometric identifiers (such as a voiceprint for speaker identification) as defined by laws like the Illinois Biometric Information Privacy Act ("BIPA") or the Texas Capture or Use of Biometric Identifier Act ("CUBI"), the following terms apply:
You acknowledge and agree that Bittsi and its licensors own all legal right, title, and interest in and to the Service, including any and all intellectual property rights which subsist in the Service (whether those rights happen to be registered or not, and wherever in the world those rights may exist). This includes all software, code, user interface designs, visual design elements, trademarks, logos, and any content provided by Bittsi ("Bittsi Content"). These Terms do not grant you any rights to use Bittsi's trademarks, logos, domain names, or other distinctive brand features. You may not copy, modify, create a derivative work from, republish, or distribute any part of the Service or Bittsi Content without our prior written permission.
If you choose to provide us with any ideas, suggestions, documents, or proposals regarding the Service ("Feedback"), you acknowledge and agree that: (i) your Feedback does not contain confidential or proprietary information; (ii) Bittsi is not under any obligation of confidentiality, express or implied, with respect to the Feedback; (iii) Bittsi shall be entitled to use or disclose such Feedback for any purpose, in any way, in any media worldwide; (iv) you grant Bittsi a perpetual, irrevocable, worldwide, royalty-free, fully-paid, non-exclusive, and fully sublicensable right and license to use, reproduce, perform, display, distribute, adapt, modify, and otherwise exploit the Feedback without any obligation or compensation to you.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICE AND ALL RELATED CONTENT AND MATERIALS ARE PROVIDED "AS IS" AND "AS AVAILABLE," WITH ALL FAULTS AND WITHOUT WARRANTY OF ANY KIND. BITSI AND ITS AFFILIATES, LICENSORS, AND SUPPLIERS HEREBY EXPRESSLY DISCLAIM ALL WARRANTIES AND CONDITIONS OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES AND CONDITIONS OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, QUIET ENJOYMENT, ACCURACY, AND NON-INFRINGEMENT.
BITSI DOES NOT WARRANT THAT (I) THE SERVICE WILL MEET YOUR REQUIREMENTS; (II) THE OPERATION OF THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE; (III) THE RESULTS, INCLUDING ANY AI OUTPUT, THAT MAY BE OBTAINED FROM THE USE OF THE SERVICE WILL BE ACCURATE, COMPLETE, OR RELIABLE; OR (IV) ANY ERRORS IN THE SERVICE WILL BE CORRECTED. NO ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY BITSI OR ITS AUTHORIZED REPRESENTATIVES SHALL CREATE A WARRANTY.
This section outlines the limits of Bittsi's potential liability to you. The structure is designed to be a fair and balanced allocation of risk, a standard practice in technology contracts.
You agree to defend, indemnify, and hold harmless Bittsi and its affiliates, licensors, and their respective officers, directors, employees, contractors, and agents from and against any and all claims, damages, obligations, losses, liabilities, costs or debt, and expenses (including but not limited to reasonable attorney's fees) arising from: (i) your use of and access to the Service; (ii) your violation of any term of this Agreement; (iii) your violation of any third-party right, including without limitation any copyright, property, or privacy right; or (iv) any claim that your User Content caused damage to a third party. This indemnification obligation specifically includes any claims arising from your failure to obtain necessary consents for recording conversations or processing personal or health information of third parties.
These Terms become effective on the date you first access or use the Service and will remain in full force and effect as long as you continue to access or use the Service, or until terminated in accordance with the provisions of this section.
You may terminate this Agreement at any time by canceling your subscription and ceasing all use of the Service. Instructions for canceling your account can be found in your Account settings.
Bittsi may, in its sole discretion, suspend or terminate your Account and your access to the Service at any time, for any reason or no reason, with or without notice. Causes for such termination include, but are not limited to, (a) a breach or violation of these Terms or other incorporated agreements, (b) a request by law enforcement or other government agencies, (c) discontinuance or material modification to the Service, (d) unexpected technical or security issues or problems, or (e) non-payment of any fees owed by you in connection with the Service.
Upon termination of this Agreement for any reason, all rights and licenses granted to you hereunder will immediately cease, and you must discontinue all use of the Service. Termination will not relieve you of any obligation to pay any accrued and unpaid fees. Upon termination, Bittsi may, in its sole discretion, delete your Account and all User Content associated with it, subject to the data retention policies outlined in our Privacy Policy.
The following sections of these Terms will survive any termination or expiration of this Agreement: 2.3, 4.1, 4.2, 4.3, 5, 7.2, 8, 9, 10.3, and 11.
This Agreement and any action related thereto will be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of laws principles. The parties hereby agree that any legal suit, action, or proceeding arising out of or related to this Agreement shall be instituted exclusively in the federal courts of the United States or the courts of the State of Texas, in each case located in the city of Austin and County of Travis. Each party irrevocably submits to the exclusive jurisdiction of such courts in any such suit, action, or proceeding.
The parties agree to resolve any dispute, claim, or controversy arising out of or relating to this Agreement through the following structured process.
These Terms, together with the Bittsi Privacy Policy, any applicable BAA, and any other legal notices or agreements published by Bittsi concerning the Service, shall constitute the entire agreement between you and Bittsi concerning the Service. If any provision of these Terms is deemed invalid by a court of competent jurisdiction, the invalidity of such provision shall not affect the validity of the remaining provisions of these Terms, which shall remain in full force and effect. No waiver of any term of these Terms shall be deemed a further or continuing waiver of such term or any other term, and Bittsi's failure to assert any right or provision under these Terms shall not constitute a waiver of such right or provision.
Bittsi may provide you with notices, including those regarding changes to the Terms, by email, regular mail, or postings on the Service. For any questions or for legal notices, you may contact us at:
Bittsi, Inc. Email: legal@bittsi.com
You agree that the contact information you provide in your Account registration is accurate and up-to-date, and you consent to receive electronically all communications, agreements, and notices that we provide in connection with the Service.