EEGVault Terms of Service

By creating an account, you agree to the following terms:

1. Service Description

EEGVault is a clinical management platform for neurofeedback practitioners. The service includes patient record management, session tracking, and AI-assisted protocol recommendations.

2. HIPAA Compliance & Data Security

EEGVault is designed to support HIPAA-compliant workflows:

• All patient data is encrypted in transit and at rest
• Access is restricted to authenticated clinicians only
• EEGVault maintains a signed Business Associate Agreement (BAA) with Google Cloud
• You, as the clinician, are responsible for maintaining appropriate safeguards in your practice
• You agree not to share your login credentials with unauthorized individuals

3. Your Responsibilities

• Maintain the confidentiality of your account credentials
• Ensure you have proper patient consent for data storage
• Use the platform only for legitimate clinical purposes
• Report any suspected security breaches immediately
• Comply with all applicable healthcare regulations in your jurisdiction

4. AI-Assisted Recommendations (Dr. EEGHead)

EEGVault provides AI-powered protocol suggestions through "Dr. EEGHead." These are intended as clinical decision support tools only:

• AI recommendations do not constitute medical advice, diagnosis, or treatment
• Clinical judgment remains solely your responsibility as the treating clinician
• Always verify AI suggestions against your training, clinical experience, and patient needs
• AI is not perfect: Dr. EEGHead may occasionally provide incomplete, outdated, or incorrect information
• AI outputs should always be double-checked before applying to patient care
• You are responsible for all clinical decisions, regardless of AI recommendations
• EEGVault and Dr. EEGHead are not liable for clinical outcomes based on AI suggestions
• AI features may be updated, modified, or improved over time without notice

5. Free Trial

• Your 30-day free trial includes full access to all features, including AI
• No credit card is required to start your trial
• At the end of your trial, you must subscribe to continue using EEGVault
• Your data will be preserved for 90 days after trial expiration

6. Subscription Plans & Pricing

Solo Practitioner Plans:

• EEGVault Core: $79/month — includes patient management, session tracking, assessments, unlimited SMS/email notifications, and progress reporting for up to 30 active patients per clinician
• EEGVault + AI: $129/month — includes all Core features plus Dr. EEGHead AI assistant with unlimited queries

Group & Clinic Rates (Additional Clinicians):

• Additional Clinician — Core: $59/month per clinician
• Additional Clinician — AI: $89/month per clinician
• Group rates apply to the second and subsequent clinicians added to an existing practice
• Each clinician receives their own login, patient roster, and session history
• Contact [email protected] to add clinicians to your practice

General:

• All prices are in USD and subject to applicable taxes

7. Billing & Payment

• Payments are processed securely by Stripe, Inc.
• By subscribing, you authorize EEGVault to charge your payment method on a recurring monthly basis
• Billing occurs on the same date each month as your initial subscription
• You will receive email receipts for each payment
• Failed payments will be retried; continued failure may result in service suspension
• You may update your payment method at any time through the Stripe Customer Portal

8. Plan Changes

• You may upgrade or downgrade your plan at any time
• Upgrades take effect immediately; you will be charged a prorated amount
• Downgrades take effect at the end of your current billing cycle
• Downgrading from AI to Core will remove access to Dr. EEGhead features

9. Cancellation & Refunds

• You may cancel your subscription at any time through Settings or the Stripe Customer Portal
• Cancellation takes effect at the end of your current billing period
• You will retain access until the end of the period you've paid for
• We do not provide refunds for partial months of service
• Refund requests for extenuating circumstances may be submitted to [email protected]

10. Failed Payments & Account Suspension

• If your payment method fails, we will attempt to process the payment multiple times over a 21-day period
• You will receive email notifications for each failed payment attempt
• During this period, you may update your payment method through the Stripe Customer Portal
• After 21 days of unsuccessful payment attempts, your account will be marked inactive and access to EEGVault will be suspended
• Your data will be preserved for 90 days after account suspension
• To reactivate your account, you must provide a valid payment method and pay any outstanding balance
• EEGVault is not responsible for any disruption to your practice caused by failed payments

11. Price Changes

• EEGVault reserves the right to modify pricing
• You will be notified at least 30 days before any price increase
• Continued use after notification constitutes acceptance of new pricing
• You may cancel before the new pricing takes effect

12. Data Retention & Account Termination

• You may export your data at any time from Settings
• Upon subscription cancellation, your data is retained for 90 days
• After 90 days, your data may be permanently deleted
• You may request immediate data deletion in writing to [email protected]
• EEGVault reserves the right to terminate accounts that violate these terms

13. Limitation of Liability

EEGVault is provided "as is" without warranty. We are not liable for clinical outcomes, data loss beyond our reasonable control, or any indirect damages arising from use of the service. Our total liability shall not exceed the amount paid by you in the 12 months preceding any claim.

14. Privacy Policy

Your personal information (name, email, address, payment details) is used solely for account management, billing, and service delivery. Payment information is processed and stored securely by Stripe; EEGVault does not store your full credit card number. We do not sell or share your information with third parties except as required to provide the service or comply with legal obligations.

15. Governing Law

These terms are governed by the laws of the State of Oregon, USA. Any disputes shall be resolved in the courts of Lane County, Oregon.

Contact

For questions about these terms, billing inquiries, or to report issues: [email protected]

Last updated: December 2025