Terms of Service

Last updated: October 20, 2025

Purpose
This document outlines how SMARTCharts, Inc. communicates its service commitments, system requirements, and relevant changes to customers and external stakeholders. The goal is to ensure clear, transparent, and verifiable communication of the company’s obligations regarding data privacy, security, availability, and compliance.

Scope
This applies to:

All SMARTCharts customers, partners, and vendors who access or integrate with SMARTCharts products and services.
All company personnel responsible for managing customer communication, contractual commitments, or service operations.

Security and Compliance – Maintaining HIPAA, SOC 2, and applicable data-protection standards across all systems and services.
Data Privacy – Safeguarding protected health information (PHI) and personally identifiable information (PII) according to federal and state laws.
Service Availability – Providing reliable access to the SMARTCharts Platform with proactive monitoring and redundancy safeguards.
Transparency – Clearly communicating data-handling practices, subprocessors, and incident notifications through published policies and direct updates.
Ethical and Responsible AI – Using data solely for intended healthcare and operational purposes within contractual and legal boundaries.

Customer Contracts and Business Associate Agreements (BAAs) – Formal documents outlining security, confidentiality, and compliance obligations.
SMARTCharts Website – Public pages including the Terms of Service and Privacy Policy.
Customer Communications – Direct emails, support tickets, newsletters, and platform notices regarding policy updates, feature changes, or system availability.
Incident and Breach Notifications – In accordance with HIPAA and SOC 2 incident-response requirements, affected customers will be notified promptly if an event impacts their data.

Updates to Terms of Service or Privacy Policy (reflected on website and via email).
Major service or infrastructure changes affecting data flow or availability.
New subprocessors, integrations, or compliance certifications.
Incident-response findings and resolution outcomes where applicable.

The Privacy & Compliance Officer reviews this policy annually or following any material change to business practices.
Change logs and communications are retained in accordance with SMARTCharts’ data-retention schedule.
Evidence of updates is tracked in Drata and internal documentation repositories.