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Terms of Service

Our terms and conditions

Last updated: October 2, 2026

By accessing and using DSPLife™ ("the Service"), you agree to be bound by these Terms of Service. Please read them carefully before using our platform.

1. Data Responsibility

You are solely responsible for all data, information, and content that you or your authorized users input, upload, or store within the Service. This includes, but is not limited to:

  • Personal health information (PHI)
  • Individual records and documentation
  • Staff information and employment records
  • Medical administration records (MAR)
  • Incident reports and daily notes
  • Any other documentation created or maintained through the Service

You represent and warrant that you have the legal right to input and store such data and that the data is accurate and complete.

2. Access Control and Authorization

You are responsible for managing and controlling access to your organization's data within the Service. This includes:

  • Determining which individuals are granted access to the Service
  • Assigning appropriate roles and permissions to users
  • Promptly revoking access when users are no longer authorized
  • Ensuring that users understand and comply with their access privileges
  • Maintaining accurate records of authorized users and their access levels

You acknowledge that you bear full responsibility for any actions taken by users you have authorized to access the Service. DSPLife™ shall not be liable for any unauthorized access resulting from your failure to properly manage user permissions.

3. HIPAA Compliance

While DSPLife™ provides tools and features designed to support HIPAA compliance, you are ultimately responsible for ensuring your organization's compliance with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable healthcare regulations. This includes:

  • Implementing appropriate administrative, physical, and technical safeguards
  • Training your staff on privacy and security requirements
  • Executing a Business Associate Agreement (BAA) with DSPLife™ if required
  • Conducting regular risk assessments and security audits
  • Reporting any suspected breaches in accordance with HIPAA requirements

4. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You shall not:

  • Use the Service to store, transmit, or process any data that violates applicable laws
  • Infringe on the intellectual property rights or privacy rights of others
  • Upload or transmit any malicious code, viruses, or harmful content
  • Attempt to gain unauthorized access to any portion of the Service
  • Use the Service in any manner that could damage, disable, or impair the Service
  • Share your account credentials with unauthorized individuals

5. Intellectual Property

The Service, including but not limited to all software, source code, algorithms, user interfaces, screen layouts, workflows, form designs, compliance frameworks, data models, documentation, graphics, logos, and trademarks, is the exclusive property of DSPLife™ and is protected by United States copyright, trademark, trade secret, and other intellectual property laws. "DSPLife™" is a registered trademark with the United States Patent and Trademark Office (USPTO).

Your subscription grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Service solely for your organization's internal business operations. This license does not convey any ownership interest in the Service or any of its components. All rights not expressly granted herein are reserved by DSPLife™.

6. Prohibited Conduct, Reverse Engineering and Competitive Use

You expressly agree that you shall not, directly or indirectly, nor permit any third party to:

  • Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code, underlying algorithms, data structures, or architecture of the Service
  • Copy, reproduce, adapt, modify, or create derivative works based on the Service, its features, workflows, user interface designs, or any component thereof
  • Use the Service, including any demo, trial, or free-tier access, for the purpose of building, designing, or informing a competing or substantially similar product or service
  • Scrape, crawl, index, or systematically extract any content, data, form structures, compliance templates, or other materials from the Service by any automated or manual means
  • Benchmark, analyze, or evaluate the Service for the purpose of developing or improving a competing product or service
  • Share, disclose, or distribute screenshots, recordings, workflow descriptions, feature specifications, or any other proprietary information about the Service with any third party for competitive purposes
  • Access the Service through any account you do not own or are not authorized to use, or misrepresent your identity or affiliation when requesting access, a demo, or a trial
  • Use knowledge gained from the Service to design, develop, or advise on any product or service that competes with DSPLife™

Violation of this section constitutes a material breach of these Terms and may result in immediate termination of your access without notice, in addition to any other legal remedies available to DSPLife™, including injunctive relief and monetary damages.

7. Confidentiality

You acknowledge that, through your use of the Service, you may be exposed to proprietary and confidential information of DSPLife™, including but not limited to software design, business processes, compliance methodologies, pricing structures, and technical architecture ("Confidential Information"). You agree to:

  • Hold all Confidential Information in strict confidence and not disclose it to any third party
  • Use Confidential Information solely for the purpose of using the Service as permitted under these Terms
  • Take all reasonable measures to protect the secrecy and confidentiality of the Confidential Information
  • Promptly notify DSPLife™ if you become aware of any unauthorized disclosure or use of Confidential Information

This obligation of confidentiality shall survive termination of your account and these Terms for a period of three (3) years.

8. Data Security

You are responsible for maintaining the confidentiality of your account credentials and for implementing reasonable security measures within your organization. You must:

  • Use strong, unique passwords for all user accounts
  • Immediately notify DSPLife™ of any unauthorized access to your account
  • Report any suspected security breaches promptly
  • Ensure that all users log out when leaving their workstations

DSPLife™ shall not be liable for any loss or damage arising from your failure to protect your account credentials or implement appropriate security measures.

9. Service Availability

DSPLife™ strives to provide reliable and continuous access to the Service. However, we do not guarantee that the Service will be available at all times. The Service may be temporarily unavailable due to:

  • Scheduled maintenance and updates
  • Technical issues or system failures
  • Circumstances beyond our reasonable control

10. Limitation of Liability

To the maximum extent permitted by law, DSPLife™ shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation:

  • Loss of profits or revenue
  • Loss of data or data corruption
  • Loss of goodwill or reputation
  • Cost of substitute services
  • Any other intangible losses

These limitations apply whether the damages arise from your use of or inability to use the Service, unauthorized access to or alteration of your data, or any other matter relating to the Service.

11. Indemnification

You agree to indemnify, defend, and hold harmless DSPLife™ and its officers, directors, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or in any way connected with:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any rights of another party
  • Any data you input or store in the Service
  • Actions taken by users you have authorized to access the Service

12. Modifications to Terms

DSPLife™ reserves the right to modify these Terms at any time. We will notify you of any material changes by:

  • Posting the updated Terms on our website
  • Sending an email notification to your registered email address
  • Displaying a notice within the Service

Your continued use of the Service after such modifications constitutes your acceptance of the updated Terms. If you do not agree to the modified Terms, you must discontinue use of the Service.

13. Termination

DSPLife™ may terminate or suspend your access to the Service at any time, with or without cause, and with or without notice. Reasons for termination may include:

  • Violation of these Terms of Service
  • Non-payment of subscription fees
  • Suspected fraudulent or illegal activity
  • Upon your request

Upon termination, your right to use the Service will immediately cease, except for the limited post-termination access described in Section 14. You may export your data before termination, and during the ninety (90) day window that follows it, in accordance with our data export procedures.

14. Data Retention and Export

While your subscription is active and in good standing, DSPLife™ retains all records you create in CareHub (individuals, daily notes, incident reports, MAR, plans, billing history, and supporting documents) for a minimum of seven (7) years from the date of service. This retention period exceeds the federal HIPAA six-year minimum and Virginia Medicaid's five-year minimum so your organization meets all applicable audit and recordkeeping requirements while you remain a paying client.

Upon termination, non-renewal, or cancellation of your subscription, your organization's records remain accessible and exportable for ninety (90) days from the effective date of termination. During that window you may export any data you wish to retain, and DSPLife™ will, on request, produce a complete export of your organization's records on your behalf. After the ninety (90) day window closes, your data may be permanently deleted, and DSPLife™ has no obligation to provide access to or restore it. Where your Business Associate Agreement or a signed order form specifies a longer period, that period controls.

Export tools are available throughout your active subscription and during the ninety (90) day post-termination window: CSV export for claims, payroll, EVV, staff, and reporting data, and PDF export for daily notes, plans, ISPs, forms, and audit packets. A single complete archive of the entire account is produced by DSPLife™ on request rather than as a self-service download.

15. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be resolved in the state or federal courts located in Virginia.

16. Claims and Medicaid Billing

CareHub builds Medicaid claim files (837P and related electronic transactions) and, where you choose electronic submission, transmits them, using the data in your organization's account: individual and billing identifiers, service authorizations, documented units, and the procedure codes and rates you enter or accept from the catalogs the Service provides.

DSPLife™ has no access to your organization's Medicaid, DMAS, or managed care organization (MCO) accounts or portals beyond what you connect to the Service. Where you choose Vendor submission, the acknowledgments and remittance files DMAS returns for your submissions are retrieved by DSPLife™ through its own Service Center and delivered into the Service so you can view them there; DSPLife™ does not use them for any other purpose. DSPLife™ cannot test claim submissions on its own account because DSPLife™ holds no National Provider Identifier (NPI) and is not itself a Medicaid provider. DSPLife™ does not review your claims before they are sent.

You are solely responsible for reviewing every claim submission, every acknowledgment (such as a 999 or 277CA), and every remittance advice (such as an 835), both before and after it is sent. You are solely responsible for the accuracy and completeness of all billing data you enter, including member and Medicaid identifiers, authorization numbers, procedure and modifier codes, units, and rates, and for timely filing and for correcting and resubmitting any claim that is denied, rejected, delayed, underpaid, or recouped.

DSPLife™ shall not be liable for any denied, rejected, delayed, underpaid, or recouped claim, or for any loss resulting from it, including lost revenue, interest, or penalties. The validation checks and warnings the Service displays before a claim is submitted are an aid to catch common errors. They are not a guarantee that a claim will be accepted or paid, and they do not substitute for your own review.

17. Contact Information

If you have any questions about these Terms of Service, please contact us at:

DSPLife™
Email: support@dsplifecollaborative.com