Terms of Service

Welcome to ApprovelyAI. These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "you," or "your") and ApprovelyAI, operated by FeltSense, Inc. ("ApprovelyAI," "we," "our," or "us"), governing your access to and use of the ApprovelyAI platform, including all associated websites, applications, APIs, and services (collectively, the "Service").

By creating an account, accessing, or using the Service in any manner, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are using the Service on behalf of a healthcare practice, organization, or other legal entity, you represent and warrant that you have the authority to bind that entity to these Terms, and "you" refers to both you individually and the entity you represent.

If you do not agree to these Terms, you must not access or use the Service. Your continued use of the Service following any modifications to these Terms constitutes acceptance of those modifications.

ApprovelyAI is an AI-powered prior authorization automation platform designed for healthcare practices. The Service automates and streamlines the submission, tracking, follow-up, and appeals processes for insurance prior authorizations, with the goal of reducing administrative burden and improving authorization approval rates.

The Service includes, but is not limited to, the following features:

• Automated prior authorization submission: AI-assisted preparation and electronic submission of prior authorization requests to insurance payers.
• Real-time tracking and status updates: Monitoring the status of submitted authorizations and providing notifications on determinations and pending actions.
• Intelligent follow-up: Automated follow-up workflows to reduce delays and ensure timely processing of authorization requests.
• Appeal management: AI-powered drafting of appeal letters and management of the appeals process for denied or partially approved authorizations.
• Analytics and reporting: Dashboards and reports providing insight into authorization metrics, approval rates, turnaround times, and payer performance.

We reserve the right to modify, enhance, or discontinue any feature of the Service at any time, with or without notice. We will use commercially reasonable efforts to provide advance notice of any material changes to the Service that may affect your workflows.

To access the Service, you must create an account by providing accurate, current, and complete registration information, including your name, email address, professional credentials, practice or organization name, and National Provider Identifier (NPI) number where applicable. You agree to update this information promptly if it changes.

You represent and warrant that you are an authorized healthcare professional, practice administrator, billing specialist, or other staff member with the authority to manage prior authorization activities on behalf of your healthcare practice or organization. ApprovelyAI reserves the right to verify your credentials and professional status before granting or continuing access to the Service.

You are solely responsible for maintaining the confidentiality of your account credentials, including your password and any multi-factor authentication methods. You agree to notify ApprovelyAI immediately at support@feltsense.com if you become aware of any unauthorized use of your account or any other breach of security. ApprovelyAI will not be liable for any loss or damage arising from your failure to safeguard your account credentials.

You may not share your account credentials with any other person or allow multiple individuals to use a single account. Each user who accesses the Service must have their own individual account.

You agree to use the Service only for its intended purpose of managing prior authorization workflows in connection with legitimate healthcare operations. You agree not to:

• Submit false, fraudulent, misleading, or fabricated prior authorization requests, clinical documentation, or any other data through the Service.
• Use the Service to submit claims or authorizations for services that were not or will not be rendered, or for patients who have not consented to such submissions.
• Attempt to gain unauthorized access to any portion of the Service, other user accounts, computer systems, or networks connected to the Service, whether through hacking, password mining, or any other means.
• Circumvent, disable, or otherwise interfere with any security, authentication, or access-control features of the Service, including features that prevent or restrict use or copying of content.
• Reverse-engineer, decompile, disassemble, or otherwise attempt to derive the source code, algorithms, or underlying structure of the Service or any AI models used within the platform.
• Use the Service in any manner that violates applicable federal, state, or local laws and regulations, including but not limited to HIPAA, the False Claims Act, the Anti-Kickback Statute, or any other healthcare fraud and abuse laws.
• Use automated scripts, bots, scrapers, or other automated means to access, collect data from, or interact with the Service without our prior written consent.
• Interfere with or disrupt the integrity or performance of the Service, or attempt to impose an unreasonable or disproportionately large load on the infrastructure supporting the Service.

Violation of this Acceptable Use policy may result in immediate suspension or termination of your account, and may be reported to applicable law enforcement or regulatory authorities.

ApprovelyAI is a technology platform that assists with prior authorization workflows. The Service does not provide medical advice, clinical diagnoses, treatment recommendations, or any other form of professional medical judgment. All AI-generated suggestions, including code recommendations, appeal language, and clinical summaries, are intended as decision support tools and must be reviewed and approved by a qualified healthcare professional before submission.

You are solely responsible for the accuracy and completeness of all clinical information, diagnosis codes, procedure codes, and supporting documentation submitted through the Service. You acknowledge that AI-generated outputs may contain errors or omissions, and it is your professional obligation to verify the clinical accuracy of all content before it is submitted to insurance payers.

ApprovelyAI complies with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Health Information Technology for Economic and Clinical Health Act (HITECH). A Business Associate Agreement (BAA) is available upon request and must be executed before any protected health information (PHI) is processed through the Service. It is your responsibility to ensure that a BAA is in place before uploading or transmitting any PHI.

You agree to comply with all applicable healthcare laws and regulations in connection with your use of the Service, including but not limited to HIPAA, state privacy laws, the False Claims Act, and payer-specific requirements. The Service is a tool to support your compliance efforts and is not a substitute for your own compliance programs, policies, and professional judgment.

The Service, including all software, code, algorithms, AI models, user interface designs, graphics, logos, trademarks, service marks, trade names, documentation, and all other content and materials made available through the Service (collectively, "ApprovelyAI Content"), are owned by or licensed to FeltSense, Inc. and are protected by United States and international copyright, trademark, patent, trade secret, and other intellectual property or proprietary rights laws.

Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Service solely for your internal business purposes related to managing prior authorization workflows. This license does not include the right to modify, reproduce, distribute, create derivative works of, publicly display, or otherwise exploit any ApprovelyAI Content.

You retain full ownership of all data, clinical documentation, patient information, and other content that you upload, submit, or transmit through the Service ("User Data"). By using the Service, you grant ApprovelyAI a limited, non-exclusive license to process, store, and transmit your User Data solely as necessary to provide the Service and as described in our Privacy Policy.

Your privacy is critically important to us, especially given the sensitive nature of healthcare data. Our collection, use, and protection of your information is governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you acknowledge that you have read and agree to the Privacy Policy.

You retain control over your data at all times. You may export your data at any time through the platform's data export features, and you may request deletion of your data in accordance with our Privacy Policy and applicable law. We will not use your data for any purpose other than providing and improving the Service, as described in the Privacy Policy.

All protected health information processed through the Service is handled in accordance with HIPAA requirements and the terms of the Business Associate Agreement between you and ApprovelyAI. We implement administrative, physical, and technical safeguards designed to protect the confidentiality, integrity, and availability of PHI, including encryption at rest and in transit, role-based access controls, and comprehensive audit logging.

Access to the Service requires a paid subscription. Subscription plans, pricing, and included features are described on our website or as otherwise communicated to you during the registration or upgrade process. All fees are quoted in United States dollars unless otherwise specified.

Subscription fees are billed in advance on a monthly or annual basis, depending on the plan you select. Payment is due at the beginning of each billing cycle and will be automatically charged to the payment method on file. You are responsible for providing accurate and current billing information and for ensuring that your payment method remains valid.

ApprovelyAI reserves the right to change subscription fees at any time. We will provide you with at least thirty (30) days' advance written notice of any fee changes, delivered via email or in-app notification. If you do not agree to a fee change, you may cancel your subscription before the new fees take effect. Continued use of the Service after a fee change takes effect constitutes acceptance of the updated fees.

All fees are non-refundable. No refunds or credits will be issued for partial billing periods, unused features, downgraded plans, or early termination of your subscription, except as expressly required by applicable law. If your account is suspended or terminated due to your breach of these Terms, you will not be entitled to a refund of any prepaid fees.

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. To the fullest extent permitted by applicable law, ApprovelyAI disclaims all warranties, including but not limited to implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranties arising out of course of dealing or usage of trade.

ApprovelyAI does not warrant that the Service will be uninterrupted, error-free, or completely secure, that any defects will be corrected, or that the AI-generated outputs will be accurate, complete, or suitable for any particular clinical or administrative purpose.

ApprovelyAI shall not be liable for any claim denials, delayed authorizations, payer decisions, adverse clinical outcomes, or any other consequences arising from the use of or reliance on the Service. You acknowledge that prior authorization decisions are ultimately made by insurance payers and that clinical decisions are the sole responsibility of qualified healthcare professionals.

To the maximum extent permitted by applicable law, in no event shall ApprovelyAI, its officers, directors, employees, agents, affiliates, or licensors be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, loss of profits, loss of data, loss of business opportunity, or cost of procurement of substitute services, arising out of or in connection with these Terms or the use of the Service, regardless of the theory of liability and even if ApprovelyAI has been advised of the possibility of such damages.

ApprovelyAI's total aggregate liability to you for all claims arising out of or in connection with these Terms or the Service shall not exceed the total amount of fees paid by you to ApprovelyAI during the twelve (12) months immediately preceding the event giving rise to the claim.

You agree to indemnify, defend, and hold harmless ApprovelyAI, FeltSense, Inc., and their respective officers, directors, employees, agents, affiliates, successors, and assigns (collectively, the "Indemnified Parties") from and against any and all claims, demands, actions, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees and court costs) arising out of or relating to:

• Your use of the Service or any activity conducted through your account, whether or not authorized by you.
• Your breach of any provision of these Terms or any applicable law or regulation, including healthcare compliance laws.
• The submission of inaccurate, incomplete, false, or fraudulent data, clinical documentation, or prior authorization requests through the Service.
• Any claim by a third party (including patients, insurance payers, or regulatory bodies) arising from your use of the Service or the data you submit through the Service.
• Your violation of any third-party rights, including intellectual property rights, privacy rights, or contractual rights.

ApprovelyAI reserves the right, at its own expense, to assume the exclusive defense and control of any matter otherwise subject to indemnification by you. In such event, you agree to cooperate with ApprovelyAI in asserting any available defenses.

Either party may terminate this agreement at any time. You may cancel your subscription and close your account at any time through your account settings or by contacting us at support@feltsense.com. Cancellation will take effect at the end of the current billing period, and you will retain access to the Service until that time.

ApprovelyAI may suspend or terminate your access to the Service immediately, without prior notice or liability, if we reasonably believe that you have violated these Terms, engaged in fraudulent or unlawful activity, or if your use of the Service poses a risk to the security, integrity, or availability of the platform or other users' data.

Upon termination of your account, your right to access and use the Service will cease immediately. However, you will have a period of thirty (30) days following termination to export your data from the platform. During this 30-day window, you may request a data export by contacting us, and we will provide your data in a structured, commonly used, machine-readable format. After the 30-day period, we will delete your data from our active systems, subject to any legal retention obligations as described in our Privacy Policy.

The following provisions of these Terms shall survive termination: Intellectual Property, Limitation of Liability, Indemnification, Governing Law, and any other provisions that by their nature should survive termination.

These Terms and any disputes arising out of or relating to these Terms or the Service shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict of law provisions.

Any legal action or proceeding arising out of or relating to these Terms shall be brought exclusively in the state or federal courts located in the State of Delaware, and you hereby consent to the personal jurisdiction and venue of such courts. You agree to waive any objection to the exercise of jurisdiction over you by such courts and to venue in such courts on the basis of forum non conveniens or any other basis.

Notwithstanding the foregoing, ApprovelyAI may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of our intellectual property rights, data security obligations, or confidentiality requirements.

ApprovelyAI reserves the right to modify or update these Terms at any time to reflect changes in our Service, business practices, legal requirements, or for any other reason. When we make material changes to these Terms, we will provide you with at least thirty (30) days' advance notice through one or more of the following methods:

• An email notification sent to the address associated with your account
• An in-app notification displayed within the ApprovelyAI dashboard
• A prominent notice on our website

The updated Terms will indicate the new effective date at the top of the document. We encourage you to review these Terms periodically. Your continued use of the Service after the revised Terms become effective constitutes your acceptance of and agreement to be bound by the updated Terms. If you do not agree to the revised Terms, you must stop using the Service before the changes take effect.

If you have any questions, concerns, or feedback regarding these Terms of Service, please contact us:

Email: support@feltsense.com

We aim to respond to all inquiries within 30 business days.