Terms and Conditions for Neurvana AI, LLC

Our Partnership, Our Terms

Neurvana.ai provides clear frameworks for a transparent automation partnership. Understand our mutual roles, responsibilities, and the clear boundaries of ownership: where your clinic and patient data remain yours, while our proprietary automation logic remains ours, ensuring clinical integrity and structured relief for your practice.

Last Updated: January 31, 2026

These Terms and Conditions ("Terms") govern the use of the services provided by Neurvana AI LLC ("Neurvana," "we," "us," or "our"). By engaging our services, subscribing to our Website as a Service (WaaS) platform, or utilizing our Digital Front Desk automation solutions, you ("Clinic," "you," or "Client") agree to be bound by these Terms.

1. Description of Services

Neurvana provides a specialized Digital Front Desk and automation ecosystem designed for independent clinics:

• Website as a Service (WaaS): A managed web presence designed to facilitate patient intake and lead capture.

• Structured Relief Automation: Workflow logic (utilizing tools such as n8n and Airtable) designed to organize incoming lead data and administrative tasks.

• Intelligent Lead Routing: AI-assisted categorization of administrative inquiries to streamline clinic operations.

2. Clinic Responsibilities and Human-in-the-Loop

You acknowledge that Neurvana’s services are designed to assist, not replace, human administrative and clinical judgment:

• Final Data Entry: While Neurvana organizes structured data, the Clinic is solely responsible for the final review and entry of any data into Electronic Medical Record (EMR) systems (such as Jane or SimplePractice).

• Clinical Oversight: Neurvana does not provide clinical services. All clinical decisions, patient triage, and medical judgments remain the exclusive responsibility of the Clinic’s licensed professionals.

• Administrative Accuracy: You are responsible for verifying the accuracy of automated communications and scheduling logic before they are finalized within your practice.

3. Subscription and Payment Terms

• WaaS Model: Services are provided on a recurring subscription basis (monthly or annually).

• Payment: Fees are due in advance of each service period. Failure to maintain a valid payment method may result in the suspension of the Digital Front Desk and automation workflows.

• Cancellations: You may cancel your subscription at any time. Upon cancellation, access to the managed website and automation logic will terminate at the end of the current billing cycle.

4. Data Ownership and Intellectual Property

We maintain a strict "Your Data, Our Logic" policy to ensure transparency and security:

• Clinic Data Ownership: The Clinic retains full and exclusive ownership of all patient data, lead information, clinical content, and any practice-specific data provided to or captured by the platform. Neurvana claims no ownership over your clinical records or patient lists.

• Neurvana Property: Neurvana retains all rights, title, and interest in the proprietary "Relief-First" code, custom n8n workflows, automation logic, Digital Front Desk configurations, and any software developed or provided by us during the service.

• License to Use: During the term of your active subscription, Neurvana grants you a non-exclusive, non-transferable license to utilize our proprietary automation logic and tools for your internal practice operations.

5. Data Privacy and HIPAA

• Business Associate Agreement (BAA): As a service provider handling structured data for healthcare entities, Neurvana will execute a BAA with the Clinic to ensure HIPAA compliance.

• Data Security: We utilize industry-standard encryption and secure cloud environments for all automation processing.

• Third-Party Providers: You acknowledge that Neurvana utilizes vetted third-party services (such as OpenAI, Twilio, and Airtable). These providers are bound by their own security protocols and BAAs where applicable.

6. Disclaimer of Warranties (The Anti-Magic Protocol)

Neurvana provides "Structured Relief" rather than "Total Automation":

• No "Magic" Guarantee: We do not guarantee that automation will be 100% error-free or that it will eliminate all manual tasks.

• Service Availability: While we strive for 99.9% uptime, we are not liable for disruptions caused by third-party API outages (e.g., OpenAI or Twilio downtime).

• As-Is Basis: Services are provided on an "as-is" and "as-available" basis without warranties of any kind, either express or implied.

7. Limitation of Liability

To the maximum extent permitted by law, Neurvana AI LLC shall not be liable for:

• Clinical Outcomes: Any issues arising from patient care or clinical decisions.

• Data Entry Errors: Errors occurring during the manual transfer of data from Neurvana’s structured relief tools to your EMR.

• Indirect Damages: Any lost profits, loss of data, or incidental damages resulting from the use of our services.

• Liability Cap: Our total liability for any claim arising from these Terms shall not exceed the amount paid by the Clinic to Neurvana during the three months preceding the claim.

8. Termination

Either party may terminate the agreement if the other party materially breaches these Terms and fails to cure the breach within 30 days of notice. Upon termination:

• All licenses to Neurvana’s proprietary automation logic will cease.

• Clinic data will be provided in a structured format (CSV or similar) upon request, subject to data retention laws.

9. Modifications to Terms

We reserve the right to modify these Terms to reflect changes in technology, law, or our business model. Clinics will be notified of material changes via email or through the service dashboard. Continued use of the services following such changes constitutes acceptance of the new Terms.

10. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State where Neurvana AI LLC is registered, without regard to its conflict of law principles.

11. Contact Information

For questions regarding these Terms and Conditions:

Neurvana AI LLC

Email: connect@neurvana.studio

Subject Line: Terms and Conditions Inquiry