AI Terms & Governance Statement
DocuGuard AI, LLC
189 Bentwood Dr, Corbin, KY 40701
(606) 620-8833 | FEI: 39-3753810

These AI-Related Terms & Conditions (the “Terms”) are issued by DocuGuard AI, LLC (“Docuguard.ai,” “we,” “our,” or “us”), provider of the Docuguard.ai platform (“Services”). These Terms govern your access to and use of the platform, its AI-powered features, related tools, and all outputs generated thereby.

By accessing, using, or integrating the Services, all customers, partners, and end users (“you” or “users”) acknowledge and agree to be bound by these Terms, along with any applicable written agreements between you and Docuguard.ai.

1. Provision and Nature of Services

1.1 Assistive Services. The Services provide AI-enabled functionality to assist healthcare providers, EHR platforms, RCM entities, and related organizations in automating workflows, supporting compliance, and enhancing operational efficiency.

1.2 Assistive Only. The Services function exclusively as assistive technologies. They do not replace professional judgment, institutional policy, or legal/regulatory obligations.

1.3 Mandatory Human Review. Users retain full responsibility for reviewing, validating, and approving all outputs prior to reliance or implementation. Human review is mandatory.

2. Nature of AI Outputs and Limitations

2.1 Reasonable Efforts. Docuguard.ai employs commercially reasonable efforts to generate accurate and relevant outputs.

2.2 Acknowledgments. Users acknowledge that:
(a) Outputs are modeled from your inputs, instructions, and uploaded documents.
(b) The platform uses machine learning (ML), artificial intelligence (AI), large language models (LLMs), and retrieval-augmented generation (RAG).
(c) Owing to the probabilistic nature of AI, outputs may be inaccurate, incomplete, biased, or contextually irrelevant without human review.
(d) Docuguard.ai provides no warranty as to accuracy, suitability, timeliness, or fitness for any specific purpose.

3. Responsibility for PHI and Sensitive Data

3.1 Scope. The Services may process Protected Health Information (PHI) under HIPAA and other sensitive data.

3.2 Customer Responsibility. You are solely responsible for ensuring compliance with your organization’s PHI and data-protection policies.

3.3 Devices and Networks. Users must:
(a) Follow internal compliance and IT-security policies prior to uploading or processing PHI.
(b) Access and handle PHI only through authorized devices and secure networks.
(c) Refrain from using personal devices, personal accounts, or unauthorized connections.

3.4 Exclusion of Liability. Docuguard.ai assumes no liability for mishandling of PHI in violation of these terms.

4. No Liability for Reliance Without Human Review

Docuguard.ai shall not be liable for any reliance, decision, or action based on outputs that have not been subject to professional human review and validation.

5. AI Clinical Decision Support Disclaimer

i. Assistive Use Only — The Services support clinicians but do not diagnose, prescribe, or provide treatment.
ii. No Reliance Without Review — Licensed professionals must verify all outputs before making clinical decisions.
iii. No Warranties — Outputs may contain inaccuracies or omissions. Use is at the user’s own risk.
iv. Limitation of Liability — Docuguard.ai, its affiliates, and licensors are not liable for malpractice claims or damages arising from reliance on outputs.
v. Clinician Acknowledgment — Clinicians retain sole responsibility for patient care and regulatory compliance.
vi. Pass-Through Disclaimer — Customers must present end users with disclaimers that:
• AI tools are assistive only.
• AI does not diagnose or prescribe.
• Clinicians remain responsible for care decisions.
vii. Integration and Enforcement — Disclaimers must be displayed within workflows and acknowledged by users.
viii. Indemnification — Each Party shall indemnify and hold harmless the other for misuse of Services, except where caused by willful misconduct.

6. Data Security, Storage, and Purging

6.1 Safeguards and Framework Alignment.
Docuguard.ai employs administrative, technical, and physical safeguards aligned with HIPAA, SOC 2, and ISO/IEC 27001 standards.

6.1.1 Scope of Alignment. Alignment means internal controls are modeled after these frameworks. It does not constitute certification unless expressly stated in valid documentation.

6.1.2 Independent Assessments. Independent audits or assessments may occur periodically. Customers should rely on the latest official certification or attestation.

6.1.3 Customer Due Diligence. Customers are responsible for evaluating whether Docuguard.ai’s controls meet their compliance requirements.

6.2 No Absolute Guarantee. While safeguards are in place, Docuguard.ai cannot guarantee that unauthorized access, misuse, or loss will never occur.

6.3 Temporary Retention. Contextual data, PHI, and logs may be temporarily retained for:
(a) Improving performance and accuracy.
(b) Supporting operations, troubleshooting, and analytics.
(c) Meeting legal or compliance obligations.

6.4 Deletion Upon Termination. Customer-specific PHI and contextual data will be deleted within 30 days of termination unless law requires longer retention.

6.5 Security Incidents. In the event of a confirmed incident, Docuguard.ai will notify affected customers promptly, consistent with applicable laws.

6.6 Customer Security Responsibilities. Customers must manage user access, secure endpoints, and report unauthorized activity.

7. Customer Responsibility for Output Retention

Customers are solely responsible for securely storing reports or outputs. Docuguard.ai does not guarantee long-term data storage or retrieval.

8. Data Ownership

Customers retain full ownership of all input data, PHI, and outputs. Docuguard.ai does not claim ownership of customer data at any point.

9. Intellectual Property and Use Restrictions

All intellectual property within the Services—including models, algorithms, and software—remains the exclusive property of Docuguard.ai.

Users are granted a limited, non-transferable license to use the Services in accordance with their agreement. Reverse engineering, sublicensing, or modification is prohibited.

10. Limitation of Liability

Docuguard.ai shall not be liable for:
(a) Misuse or reliance on outputs;
(b) Mishandling of PHI;
(c) Reliance without review;
(d) Regulatory noncompliance; or
(e) Indirect or consequential damages.

Total liability shall not exceed the remedies stated in your agreement.

11. Customer and End-User Obligations

Users must:
(a) Use AI features responsibly and lawfully.
(b) Handle PHI in accordance with compliance requirements.
(c) Conduct mandatory human review of all outputs.
(d) Accept full responsibility for results of reliance or misuse.

12. Changes to These Terms

Docuguard.ai may modify these Terms at its discretion. Updates become effective upon posting or the date specified therein. Urgent legal or security updates may take immediate effect. Continued use signifies acceptance of updated Terms.

13. Governing Law, Jurisdiction, and Dispute Resolution

This Agreement is governed by U.S. and Delaware law.
Disputes shall first undergo mediation in Delaware (virtual if agreed), then binding arbitration in Kentucky if unresolved. Arbitration decisions are final and enforceable in any competent court.

Each party bears its own legal fees unless otherwise ordered.

14. Contact Information

DocuGuard AI, LLC
189 Bentwood Dr, Corbin, KY 40701
(606) 620-8833 | FEI: 39-3753810
Email: info@docuguard.ai

[ADDED] Clickwrap Acknowledgment

By clicking “Accept” or using the Services, you confirm that you have read, understood, and agree to be bound by these Terms, including AI disclaimers, PHI responsibilities, and liability limitations.

[ADDED] Third-Party AI Engine Clause

The Services may rely on third-party AI engines or APIs. Docuguard.ai is not responsible for independent data processing or storage by those third parties, which are governed by their own terms and privacy policies.

[ADDED] Data Use Limitation

No customer PHI or confidential data is used to train or fine-tune Docuguard.ai’s foundational AI models unless expressly authorized in writing.

[ADDED] Accessibility and Regulatory Compliance

Docuguard.ai strives to maintain accessibility and compliance with applicable laws including Section 508, HIPAA, and relevant state privacy regulations.

[ADDED] Termination and Survival Clause

Sections covering PHI responsibilities, intellectual property, liability limits, dispute resolution, and data ownership shall survive termination of the Services.

[ADDED] User Summary (for in-app display)

Summary: Docuguard.ai’s AI tools are assistive, not autonomous. Users must review all outputs, uphold PHI compliance, and acknowledge that Docuguard.ai is not responsible for unreviewed or misused outputs.