Terms of Service

Last updated: January 4, 2026SOAP-E, LLC

Table of Contents

1. Definitions2. Agreement and Acceptance3. Service Description and Intended Use4. Eligibility and Professional Requirements5. Healthcare Compliance and PHI6. Artificial Intelligence Disclosures7. Data Security and Architecture8. Data Use, Retention, and Deletion9. Intellectual Property10. Fees and Subscriptions11. Termination12. Disclaimers13. Limitation of Liability14. Indemnification15. Governing Law and Dispute Resolution16. General Provisions17. Contact Information

1. Definitions

For purposes of these Terms:

  • "Service" means the SOAP-E website, web application, software, APIs, and related services used to generate AI-assisted clinical documentation.
  • "User" means an individual accessing the Service, including clinicians and other authorized healthcare professionals.
  • "PHI" means Protected Health Information as defined under HIPAA.
  • "AI-Generated Content" means documentation outputs generated by the Service based on User-provided inputs.
  • "BAA" means a Business Associate Agreement executed between SOAP-E and a User or User's organization.

2. Agreement and Acceptance

By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, you may not use the Service.

If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization.

3. Service Description and Intended Use

SOAP-E provides artificial intelligence–assisted tools designed to support healthcare documentation workflows, including the generation of structured SOAP notes from unstructured clinical inputs.

The Service:

  • Is intended solely as a documentation assistance tool
  • Is not intended to provide medical advice, diagnosis, or treatment
  • Does not replace professional clinical judgment

All AI-Generated Content must be reviewed, verified, and approved by a qualified healthcare professional prior to inclusion in any medical record or use in patient care.

4. Eligibility and Professional Requirements

You may use the Service only if:

  • You are at least 18 years old (or the age of majority in your jurisdiction)
  • You are a licensed healthcare professional or otherwise legally authorized to perform clinical documentation
  • You have the legal capacity to enter into these Terms

The Service is not intended for use by patients or the general public.

5. Healthcare Compliance and PHI

5.1 HIPAA Support

The Service is designed to support compliance with HIPAA by implementing administrative, physical, and technical safeguards consistent with industry standards. However, compliance depends on proper configuration and lawful use by Users.

SOAP-E does not guarantee that use of the Service alone will ensure HIPAA compliance.

5.2 Business Associate Agreement Requirement

You may not upload, process, or store PHI using the Service unless a valid BAA has been fully executed between you (or your organization) and SOAP-E.

SOAP-E is not acting as a Business Associate under HIPAA unless and until a BAA has been fully executed. Any PHI uploaded, processed, or stored prior to BAA execution is:

  • Unauthorized and strictly prohibited
  • Outside the scope of HIPAA protections
  • Not covered by Business Associate obligations
  • Processed at your sole risk and liability

SOAP-E expressly disclaims any Business Associate status, duties, or liabilities with respect to any data uploaded prior to BAA execution.

In the event of a conflict between these Terms and a BAA, the BAA shall control with respect to PHI.

5.3 User Obligations

You are solely responsible for:

  • Obtaining any required patient consents
  • Ensuring accuracy and appropriateness of documentation
  • Complying with all applicable healthcare laws, regulations, and professional standards

6. Artificial Intelligence Disclosures

6.1 Nature of AI Outputs

The Service uses probabilistic machine-learning models. AI-Generated Content:

  • May contain inaccuracies, omissions, or bias
  • May produce different outputs for similar inputs
  • Is not guaranteed to be complete or clinically appropriate

6.2 Professional Responsibility

You retain full responsibility for:

  • All clinical documentation
  • All clinical decisions
  • Verifying AI-Generated Content before use

The Service is not intended to function as a regulated medical device and has not been cleared or approved by the U.S. Food and Drug Administration.

6.3 Prohibited Uses

The Service may not be used:

  • As a diagnostic or treatment tool
  • For autonomous clinical decision-making without human review
  • As the sole source of clinical documentation without verification
  • To provide real-time clinical guidance in patient care
  • In emergency or time-critical clinical decision-making
  • To replace clinical judgment or professional standards of care

Violations of these prohibited uses may result in immediate termination and constitute a material breach of these Terms.

7. Data Security and Architecture

SOAP-E implements layered security measures, including:

  • Encryption in transit and at rest
  • Segregated encryption keys
  • Encrypted search tokens
  • No PHI in application logs
  • Access controls and monitoring

SOAP-E personnel do not have routine access to decrypted PHI.

No system is completely secure. You acknowledge and accept residual risk.

8. Data Use, Retention, and Deletion

You retain ownership of all data you input into the Service.

SOAP-E processes data solely to provide the Service and does not use PHI for AI model training.

Data Retention Hierarchy

Data retention is governed by the following hierarchy:

  • For PHI: The executed BAA controls retention, deletion, and return obligations
  • For non-PHI personal information: The Privacy Policy governs retention periods
  • These Terms defer to both the BAA (for PHI) and Privacy Policy (for other personal information)

Post-Termination

Following termination:

  • PHI will be handled in accordance with BAA requirements (return, destruction, or continued protection)
  • Data may be retained for a limited period as required by law, regulatory compliance, or backup retention schedules
  • Aggregated, de-identified data may be retained indefinitely

9. Intellectual Property

SOAP-E retains all rights in the Service, including software, models, and algorithms.

You retain ownership of your data and AI-Generated Content.

No rights are granted except as expressly stated.

10. Fees and Subscriptions

Fees are billed in advance and are generally non-refundable except as required by law or expressly stated.

SOAP-E may modify fees with advance notice. Continued use constitutes acceptance.

12. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND.

SOAP-E DOES NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE OR UNINTERRUPTED.

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, SOAP-E SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, OR CONSEQUENTIAL DAMAGES.

TOTAL LIABILITY SHALL NOT EXCEED FEES PAID IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

Exceptions to Liability Cap

The foregoing limitation of liability does not apply to:

  • HIPAA violations caused by SOAP-E's failure to comply with applicable HIPAA requirements
  • Costs associated with breach notification under 45 CFR Part 164, Subpart D
  • Regulatory fines, penalties, or sanctions imposed on Covered Entity due to SOAP-E's non-compliance with HIPAA obligations
  • Gross negligence or willful misconduct by SOAP-E
  • SOAP-E's violation of its confidentiality obligations
  • Claims arising from SOAP-E's breach of the executed BAA

14. Indemnification

You agree to indemnify SOAP-E from claims arising from:

  • Your misuse of the Service
  • Clinical decisions or patient care
  • Violations of law or professional standards

11. Termination

You may terminate your account at any time.

SOAP-E may suspend or terminate access for breach, legal compliance, or security reasons, subject to applicable law.

Sections relating to IP, liability, indemnification, dispute resolution, and data protection survive termination.

15. Governing Law and Dispute Resolution

These Terms are governed by the laws of North Carolina.

15.1 Arbitration

Except as provided below, disputes shall be resolved by binding arbitration administered by the AAA. You waive the right to a jury trial and class actions, except where prohibited by law.

You may opt out of arbitration within 30 days of account creation by written notice to support@soap-e.com.

15.2 Exceptions to Arbitration

The following matters are excluded from arbitration and may be brought in court:

  • Government enforcement actions, including HIPAA enforcement by HHS or OCR
  • Requests for equitable relief, including injunctions related to security incidents, data breaches, intellectual property misuse, or unauthorized use of the Service
  • Regulatory cooperation and compliance obligations under HIPAA or other healthcare laws
  • Emergency breach response and notification requirements
  • Claims for which arbitration is prohibited by applicable law

16. General Provisions

  • Assignment: SOAP-E may assign these Terms in connection with a merger, acquisition, or sale of assets.
  • Severability: Invalid provisions do not affect the remainder.
  • Entire Agreement: These Terms, the Privacy Policy, and any BAA constitute the entire agreement.

17. Contact Information

Questions may be directed to support@soap-e.com.

This document was last updated on January 4, 2026. By continuing to use SOAP-E after this date, you agree to these Terms of Service.