Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") govern your access to and use of the CredVault credential tracking and compliance management platform (the "Service"), operated by Sycana Health AI LLC ("Company", "we", "us", or "our"). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, you may not use the Service.

2. Description of Service

CredVault is a cloud-based credential tracking, reminder, and compliance management platform designed for healthcare practices and their credentialing teams. The Service enables users to track provider credentials (licenses, certifications, DEA registrations, malpractice insurance, CAQH profiles, and similar credentials), receive expiration reminders, store related documents, generate reports, and manage credentialing workflows.

The Service is not a legal, compliance, or medical service. It is a productivity and organization tool. You are solely responsible for ensuring your credentials remain valid and meet all applicable regulatory, accreditation, and payer requirements. The Company does not guarantee that use of the Service will result in compliance with any law, regulation, or standard.

3. Eligibility & Account Registration

You must be at least 18 years old and authorized to bind your organization (if registering on behalf of a practice or entity) to use the Service. You agree to provide accurate, current, and complete information during registration and to keep your account information updated.

You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account. You must notify us immediately of any unauthorized use at hello@sycana.com.

4. Subscriptions, Billing & Payment

The Service is offered on a paid subscription basis. Paid plans are billed monthly or annually in advance as selected during checkout. Payments are processed securely through Stripe. By providing a payment method, you authorize us (or Stripe on our behalf) to charge the applicable fees on the agreed schedule.

Automatic Renewal: Subscriptions renew automatically at the end of each billing period unless canceled before the renewal date. You may cancel at any time from your account settings. Cancellation takes effect at the end of the current billing period; you will retain access until that date.

Refunds: Fees are non-refundable except as expressly stated or as required by law. No partial refunds or credits are given for partial billing periods.

Price Changes: We may change subscription fees with 30 days' notice. Continued use after the change takes effect constitutes acceptance of the new fees.

5. Free Trial

New accounts receive a free trial period (typically 14 days) with no credit card required. At the end of the trial, you must subscribe to a paid plan to continue using the Service. We reserve the right to modify or discontinue trial offers at any time without notice.

6. User Content & Data

You retain all ownership rights to the provider credential data, documents, and other content you upload or enter into the Service ("Your Data"). You grant us a limited license to access, use, store, process, and transmit Your Data solely as necessary to provide the Service to you.

You represent and warrant that Your Data (a) is accurate and not misleading, (b) does not violate any law or third-party right, and (c) does not contain patient health records (PHI) as defined by HIPAA unless a fully executed Business Associate Agreement (BAA) is in place between you and the Company.

7. Acceptable Use & Restrictions

You agree not to, and not to attempt to:

• Upload patient health records, clinical notes, treatment data, or any protected health information (PHI) as defined by HIPAA without a fully executed BAA;
• Use the Service for any unlawful purpose or in violation of any applicable law or regulation;
• Interfere with or disrupt the integrity or performance of the Service;
• Attempt to gain unauthorized access to the Service or its related systems or networks;
• Use the Service to transmit malware, spam, or harmful code;
• Reverse-engineer, decompile, or copy the Service or its underlying technology;
• Use the Service in a way that exceeds reasonable usage limits as determined by us.

Violation of these restrictions may result in immediate account suspension or termination without notice.

8. HIPAA & Business Associate Agreements

The Service is designed for provider credential metadata, documents, and selected provider identifiers. It is not designed or intended as a repository for patient health records, clinical data, or treatment information.

If you are a covered entity or business associate under HIPAA and need to store, process, or transmit PHI through the Service, you must first request and execute a Business Associate Agreement (BAA) with us. Email hello@sycana.com to initiate the BAA process. You agree not to upload or transmit any PHI until a BAA has been fully executed by both parties.

We implement administrative, physical, and technical safeguards as described in our Privacy Policy and Trust & Security page. However, no security measure is perfect, and we cannot guarantee that PHI will never be accessed improperly.

9. AI Document Parsing

The Service may offer AI-powered features that extract data from uploaded documents. This processing is performed by third-party AI services. You acknowledge that:

• AI extraction results may contain errors and should be reviewed for accuracy;
• Uploaded documents may be processed by third-party AI services as described in our Privacy Policy;
• You should not upload documents containing PHI unless a BAA is in effect with both us and the AI processing provider;
• You are solely responsible for verifying the accuracy of any data extracted by AI features.

10. Intellectual Property

The Service, including its software, design, text, graphics, logos, and underlying technology, is the property of Sycana Health AI LLC or its licensors and is protected by copyright, trademark, and other intellectual property laws. You may not reproduce, modify, distribute, or create derivative works of the Service without our prior written consent.

We welcome feedback and suggestions but are under no obligation to treat them as confidential. Any feedback you provide may be used by us without restriction or compensation.

11. Confidentiality

Each party agrees to maintain the confidentiality of the other party's non-public information accessed through the Service or in connection with these Terms. Confidential information includes account credentials, provider data not publicly available, billing records, and the terms of any BAA. This obligation survives termination of these Terms for a period of three (3) years.

12. Indemnification

By You: You agree to indemnify, defend, and hold harmless Sycana Health AI LLC, its affiliates, officers, directors, employees, and agents from any claims, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to (a) your use of the Service in violation of these Terms, (b) Your Data that infringes any third-party right or violates applicable law, or (c) your failure to obtain a BAA before uploading PHI.

By Us: We will indemnify you against claims alleging that the Service as provided infringes a third-party copyright or patent, provided you notify us promptly and cooperate in the defense. If such a claim is likely, we may at our option modify the Service, procure a license, or terminate your subscription with a prorated refund.

13. Disclaimers & Limitation of Liability

Disclaimer of Warranties: THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR THAT ALL ERRORS CAN BE CORRECTED. REMINDER DELIVERY DEPENDS ON THIRD-PARTY EMAIL AND SMS PROVIDERS OUTSIDE OUR CONTROL.

Limitation of Liability: TO THE MAXIMUM EXTENT PERMITTED BY LAW, SYCANA HEALTH AI LLC SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR EXEMPLARY DAMAGES, INCLUDING BUT NOT LIMITED TO DAMAGES FOR LOST PROFITS, LOST DATA, BUSINESS INTERRUPTION, OR LAPSED CREDENTIALS, ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. OUR TOTAL LIABILITY FOR ANY CLAIM ARISING UNDER THESE TERMS IS LIMITED TO THE FEES PAID BY YOU IN THE THREE (3) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

14. Termination

By You: You may terminate your account at any time from your account settings. Your data will be retained temporarily per our Privacy Policy and then deleted in accordance with our data retention schedule.

By Us: We may suspend or terminate your access to the Service immediately without notice if (a) you breach these Terms, (b) your payment is past due, (c) your use poses a security or legal risk, or (d) we discontinue the Service with 30 days' notice to you.

Effect of Termination: Upon termination, your right to use the Service ceases. You may request a data export before termination. We are not obligated to retain Your Data beyond 30 days after termination. Sections 10 (Intellectual Property), 11 (Confidentiality), 12 (Indemnification), 13 (Disclaimers), 14 (Termination), 15 (Governing Law), and 16 (General Provisions) survive termination.

15. Governing Law & Dispute Resolution

These Terms are governed by the laws of the State of Delaware, without regard to its conflict-of-laws principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Informal Resolution: Before filing any claim, you agree to attempt to resolve the dispute informally by contacting hello@sycana.com. If the dispute is not resolved within 30 days, either party may pursue formal resolution.

Arbitration: Any dispute arising out of or relating to these Terms or the Service shall be resolved by binding individual arbitration administered by the American Arbitration Association under its Consumer Arbitration Rules. The arbitration shall be held in Wilmington, Delaware. Each party bears its own attorneys' fees unless the arbitrator awards fees to the prevailing party. YOU AGREE THAT ANY CLAIM MUST BE BROUGHT IN YOUR INDIVIDUAL CAPACITY AND NOT AS A CLASS ACTION, COLLECTIVE ACTION, OR PRIVATE ATTORNEY GENERAL ACTION.

Exceptions: Either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property or confidential information. Small claims court actions are also excluded from arbitration.

16. General Provisions

Changes to Terms: We may modify these Terms at any time. Changes will be posted on this page with an updated "Last updated" date. Material changes will be communicated via email to the address on file. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

Severability: If any provision of these Terms is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Entire Agreement: These Terms, together with our Privacy Policy and any executed BAA, constitute the entire agreement between you and Sycana Health AI LLC regarding the Service and supersede all prior agreements and understandings.

No Waiver: Our failure to enforce any provision of these Terms is not a waiver of our right to enforce it later.

Assignment: You may not assign or transfer these Terms without our prior written consent. We may assign these Terms without restriction in connection with a merger, acquisition, or sale of assets.

Contact: Questions about these Terms? Email hello@sycana.com or write to Sycana Health AI LLC.