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Client Terms & Conditions

Effective Date:  August 1s, 2025
Last Updated: January 1st, 2024

These Terms and Conditions (“Agreement”) form a legally binding agreement between you (“Client”) and Automatic Practice Profits, LLC, doing business as TrackStat (“we,” “us,” or “our”), a Nevada limited liability company. By using our website, software, or services, you agree to the following terms.

1. Service Overview

We provide practice management tools, automation features, HIPAA-compliant data handling, analytics, technical support, and integrations for healthcare providers and their teams. Services are delivered through our web-based application (“Platform”).

 

2. Billing & Payments

  • All subscriptions are billed in advance on a monthly or annual basis and are non-refundable.
  • A one-time setup fee is charged upon activation.
  • Payments are collected securely through the TrackStat platform via credit card or ACH.
  • You must keep payment information up to date to avoid service disruption.
  • A $35 fee applies to failed ACH transactions due to insufficient funds.

 

3. Trial Period

A 14-day trial is available. Service will be disabled if no payment method is added before the trial ends. We may extend the trial during EHR/EMR transitions at our discretion.

 

4. Cancellation Policy

  • A minimum of 21 days’ written notice is required to cancel your subscription.
  • Email your cancellation request to: support@trackstat.org
  • All payments are non-refundable, including for partial months or unused services.
  • Service remains active through the end of the current billing cycle.

 

5. Text & Email Messaging Terms

  • You are responsible for compliance with all applicable laws (e.g., TCPA, CAN-SPAM).
  • Opt-in consent is required before sending any messages.
  • An opt-out option must be included in every message.
  • Message usage:
    • 1 credit = up to 160 characters
    • MMS (media) = 3 credits
  • Unused credits roll over (up to 2x plan allowance) but are forfeited upon cancellation or tier change.
  • Additional SMS credits may be purchased.

 

6. Termination of Service

By APP: We may terminate with 10 days’ notice for non-cooperation or breach. Services and access will end and data may be deleted.

By Client: Requires 21 days’ notice. You will have 7 days after termination to retrieve your data before deletion.

Immediate Termination: We may terminate immediately for:

  • Breach of terms
  • Non-payment
  • Illegal activity
  • Misuse of the software

 

7. Data Security & HIPAA Compliance

  • You are responsible for securing and backing up your data.
  • We use HIPAA-compliant encryption and hosting procedures.
  • You must obtain patient authorization to store or process PHI using TrackStat.

 

8. Confidentiality

Both parties agree to protect confidential information and only use it to fulfill this Agreement. This includes client data, pricing, and proprietary software.

 

9. Intellectual Property

All TrackStat content, branding, and software are the property of Automatic Practice Profits, LLC. You are granted a limited, non-exclusive license for internal business use.

 

10. Limitation of Liability

Our total liability will not exceed the greater of $100 or the total amount you paid in the prior 12 months. We are not liable for indirect or incidental damages.

 

11. Indemnification

You agree to hold us harmless from claims or liabilities arising from:

  • Your use or misuse of the platform
  • Violations of law (e.g., HIPAA, TCPA)
  • Unauthorized use of your account
  • Content or messages you transmit

 

12. Changes to These Terms

We may update these Terms at any time. Updates will become effective:

  • Upon your next login, or
  • 10 days after posting on our site

Continued use of the platform constitutes acceptance.

 

13. Marketing Use

We may use your business name in testimonials, client lists, and marketing. You may use our brand with written permission.

 

14. Governing Law & Dispute Resolution

This Agreement is governed by the laws of the State of Nevada. Any dispute will be resolved through binding arbitration in Clark County, Nevada. Mediation must be attempted first.

 

15. Miscellaneous

  • No refunds for unused services or partial months
  • No waiver is valid unless in writing
  • We are not liable for delays due to Force Majeure events (e.g., natural disasters, pandemics)

 

16. Contact Information

Email: support@trackstat.org
Mailing Address:
Automatic Practice Profits, LLC
2381 E Windmill Lane, Suite 3 PMB1004
Las Vegas, NV 89123