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Legal & Compliance

Hosting Terms of Service

Effective January 1 2025 · Last updated October 16, 2026

This Universal Terms of Service (“Agreement”) sets the general terms and conditions for your use of TheraPro LLC’s websites, mobile applications, and services (the “Platform” and “Services”). This Hosting & Security Services Addendum (“Service Addendum”) governs your use of TheraPro’s hosting, managed operations, and security offerings. Capitalized terms not defined here have the meanings given in the Agreement.

By accessing or using any Hosting or Security Services, you acknowledge that you have read, understand, and agree to be bound by this Service Addendum and the Agreement.

1) Description of TheraPro Hosting & Security Services

1.1 Managed Platform Hosting (Multi-Tenant, Clinic-Isolated)

  • TheraPro provisions and operates the clinic’s web app, API layer (AWS API Gateway + AWS Lambda), and data plane (Amazon DynamoDB) in us-east-1 with clinic-level logical isolation.
  • Patient files and telehealth recordings are stored in Wasabi (S3-compatible) under clinic-specific buckets/prefixes.

1.2 Dedicated Clinic Instance (Enhanced Isolation)

  • For clinics requiring stricter segregation, TheraPro can deploy a dedicated per-clinic stack (separate DynamoDB tables, Wasabi buckets, keys, and configuration).
  • Intended for customers with custom BAAs, stricter data residency, or extended PHI workflows.

1.3 Managed Mobile/App Publishing

  • TheraPro builds and ships branded iOS/Android apps (public or unlisted) and manages release processes, certificates, and store submissions (first-year developer program fees credited per plan terms).

1.4 Managed Security Services

  • Configuration and lifecycle management of: encryption keys, signed URL file access, IAM role scoping, audit logging, SIEM/event alerting, API rate-limits, WAF rules, and security patching of the serverless/API perimeter.

1.5 Telehealth & Messaging Integrations

  • Amazon Chime SDK (AWS) for HIPAA-eligible video sessions, with visit audio captured for transcription; secure in-app messaging within TheraPro’s AWS environment; Amazon SNS for push notifications; Amazon SES for email.
  • TheraPro manages service keys, webhooks, and retention policies; clinics manage clinical use (e.g., when to record, who may message).

1.6 Backups & Disaster Recovery

  • DynamoDB: Point-in-Time Recovery (PITR) enabled in production.
  • Wasabi: versioning/snapshots per clinic bucket; periodic integrity validation.
  • Configuration and secrets: stored in AWS Secrets Manager with rotation.

1.7 Premium Support / Expert Services

  • Fee-based assistance for complex tasks (data imports/exports, schema changes, SOP customization, incident forensics, performance tuning).

1.8 Migration Services

  • Best-effort migration support from incumbent systems (data mapping, export/import, file move to Wasabi). Due to upstream variability, timelines and completeness are not guaranteed.

2) Account Termination; Migrations; Limits

2.1 Service Migration & Resource Changes

You acknowledge cloud resources (IPs/endpoints, ARNs, bucket URLs) may change during normal operations (e.g., scaling, failover). TheraPro does not guarantee persistent IPs/hostnames.

2.2 Termination Effects

Upon termination or expiry:

  • You must discontinue use of the Services and redirect DNS/CNAMEs away from TheraPro endpoints.
  • Prior to termination, you are responsible for exporting/migrating data you wish to retain.
  • After termination, TheraPro may delete data consistent with retention policies and applicable law/BAA. TheraPro is not obligated to host, transfer, or FTP content post-termination.

2.3 Complimentary/Included Items

Free or included add-ons (e.g., trial features or promotional credits) end when the associated subscription ends.

2.4 Licensed/Stock Assets

If your implementation uses licensed images, fonts, or content, you are responsible for ensuring you have continuing rights if you migrate off TheraPro. TheraPro makes no warranty for third-party asset usage after migration.

2.5 Storage Capacity & Overages

Advertised capacity may differ from usable capacity due to metadata, versioning, and system overhead. Add-on storage is available in 1 TB increments (billed monthly). Quotas and overages may be enforced by automated policies.

3) Your Obligations; Representations & Warranties

3.1 HIPAA & Legal Compliance

  • TheraPro operates under a Business Associate Agreement (BAA) with your clinic. You remain the Covered Entity (or equivalent) and are responsible for lawful collection, use, and disclosure of PHI, including obtaining consents and configuring privacy settings, role permissions, and retention durations required under law.

3.2 Acceptable Use & Stability

  • You must not use the Platform to conduct or facilitate abuse (e.g., DDoS, malware, spamming, credential stuffing, intrusion attempts).
  • Prohibited: attempts to bypass security controls, misuse pre-signed URLs, or actions that materially degrade service for others.
  • TheraPro may suspend access to protect the network, data, or other customers if necessary.

3.3 Security Hygiene

You are solely responsible for:

  • Maintaining least-privilege staff access (role-based permissions), enforcing strong authentication (and MFA where available), and promptly revoking access for departed staff.
  • Keeping your clinic’s client devices, browsers, and networks secure and up-to-date.
  • Ensuring content you upload to Wasabi is free of malware and complies with law and your policies.

3.4 Content & Licenses

You are responsible for the legality and accuracy of the content you upload or connect (files, forms, templates, media, brand assets). If you request installation or use of any third-party software, you represent you have the rights and licenses to do so.

4) Plan-Specific Provisions

4.1 Platform Plans (Essentials / Professional / Enterprise)

  • Plans carry published limits (e.g., patients, therapists, storage baseline, messaging allotments).
  • Excess usage (storage, Smart Notes, telehealth recording minutes) may incur overage pricing or require an add-on.

4.2 Storage Add-Ons

  • Add in 1 TB increments. Quotas are enforced at bucket/prefix level.
  • TheraPro Engineering can adjust quotas upon verified paid request (even if payment is processed externally).

4.3 Data & API Limits

  • API requests, message rates, and recording jobs may be rate-limited to preserve stability.
  • TheraPro may recommend plan upgrades when sustained usage materially exceeds plan thresholds.

5) Managed Certificates & TLS

  • TheraPro manages TLS for Platform endpoints (automated issuance/renewal).
  • Private keys used for TheraPro-managed endpoints are not exported. For external endpoints you control, you must manage your own certificate lifecycle.

6) Third-Party Services & Software

TheraPro integrates with third parties (collectively, “Integrated Services”), including but not limited to:

  • Amazon Chime SDK (telehealth, on AWS), Wasabi (S3-compatible storage), AWS (API, compute, database, in-app messaging, push notifications, email and logging).

Your Use & Licensing. Your use of Integrated Services is subject to the third parties’ terms, service levels, and policies. TheraPro supports and configures integrations but does not control third-party uptime or pricing.

Changes. TheraPro may modify, replace, or discontinue Integrated Services. If a material change affects your clinic materially, we will provide reasonable notice and available migration options.

Indemnity. You agree to indemnify and hold TheraPro harmless from claims arising from your misuse of third-party software or violations of third-party licensing.

7) Backups, Retention, and Data Export

  • Backups: DynamoDB PITR on production; Wasabi versioning/snapshots. Backups are encrypted in transit and at rest.
  • Retention: Production PHI is retained per your documented policy and applicable law; dev/test must not contain PHI.
  • Exports: TheraPro provides structured exports (database and file) on request; extensive, custom, or repeated exports may be fee-based.
  • Post-Termination: Data may be retained for a limited period for legal, audit, or recovery purposes, then securely deleted according to NIST-aligned destruction procedures.

8) Uptime & Maintenance

  • TheraPro targets ≥99.0% monthly availability for core Platform functions (see SLA for details and credits).
  • Scheduled Maintenance: Performed during low-usage windows with prior notice where practicable.
  • Exclusions: See SLA (e.g., force majeure, upstream outages, your network/device issues).

9) Support Tiers

  • Standard Support: Included with all plans via ticket/email for incidents, bugs, and how-to guidance.
  • Premium/Expert Services (Fee-Based): Advanced data work, custom analytics, performance/load testing, incident forensics, workflow engineering, bespoke integrations.

10) Privacy, Security & Compliance

  • TheraPro implements administrative, technical, and physical safeguards appropriate for HIPAA and industry best practices (encryption at rest/in transit, audit logging, least-privilege IAM, signed URLs for file access, monitoring/alerting).
  • The clinic is responsible for staff training, authorizations, and ensuring PHI is used and disclosed pursuant to law and policy.

PCI: TheraPro does not store raw cardholder data; any payments run via integrated PCI-compliant processors you select.

11) Service Uptime Guarantee (Summary)

TheraPro offers a 99.0% monthly availability target for the Platform. If not met and your clinic is materially impacted during normal business hours, you may request a 25% monthly fee credit per the SLA (exclusive remedy). See the SLA for reporting windows, scope, and exclusions.

12) Changes to Services or Terms

We may modify this Service Addendum, the Agreement, or the Services to maintain compliance, security, and performance or to reflect new features. The “Last Updated” date will be revised. Your continued use constitutes acceptance.

13) Governing Law; Disputes

This Service Addendum is governed by the laws of South Carolina, excluding conflict-of-laws rules. Disputes are subject to the binding arbitration and venue provisions stated in the Agreement.

14) Contact

TheraPro LLC

6650 Rivers Ave, Suite 100

Charleston, SC 29406

Email: legal@therapro.app | support@therapro.app

Website: www.therapro.app