Terms of Service

1. Who we are and what this is

TrustedPsych, LLC (“TrustedPsych,” “we,” “our,” or “us”) operates a practice-management platform for independent and small-group therapists. These Terms of Service (“Terms”) form a binding agreement between you and TrustedPsych. “You” means the licensed mental health professional who created an account (“therapist”) or, where relevant, the client accessing the client portal on a therapist's behalf.

By creating an account or using the platform you agree to these Terms. If you do not agree, do not use the platform.

2. Your account

You must be a licensed mental health professional (or an authorized employee or contractor of one) to register as a therapist on TrustedPsych. You are responsible for keeping your credentials secure and for all activity that occurs under your account. Notify us immediately at [email protected] if you suspect unauthorized access.

You may not share your account with other practitioners. Each therapist must create their own account. Multi-provider group practice support, if offered, will be governed by a separate agreement.

3. Therapist obligations

By using TrustedPsych you represent and warrant that you will:

• Maintain all required licenses, certifications, and insurance required to practice in your jurisdiction.
• Use the platform only for lawful purposes and in compliance with all applicable laws, including HIPAA, state mental health practice acts, and professional ethics codes.
• Obtain all legally required consents from your clients before entering their information into the platform.
• Maintain a Business Associate Agreement (BAA) with TrustedPsych before entering any Protected Health Information (PHI) into the system. We offer a BAA as part of our standard sign-up flow.
• Not use the platform to engage in deceptive, fraudulent, or abusive billing practices.
• Keep your practice information (name, license number, NPI, contact details) accurate and up to date.

TrustedPsych is a Business Associate under HIPAA, not a covered entity. You, as the therapist, remain the covered entity and are responsible for the lawful handling of your clients' PHI.

4. Client portal access

TrustedPsych provides a client-facing portal where your clients can view appointments, sign documents, access superbills, and manage their card on file. The client portal is a feature of your therapist account. You are responsible for ensuring clients use it appropriately and for revoking access when the therapeutic relationship ends.

Clients authenticate via a one-time passcode sent to their email. You should instruct clients to use a private, secure device. We do not establish a direct contractual relationship with your clients; their access flows through your therapist account and your agreement with them.

Prospective clients may optionally provide a phone number and separately consent to receive one-time passcodes and verification codes from TrustedPsych. Message frequency may vary. Message and data rates may apply. Reply HELP for help or STOP to opt out. Phone number and SMS consent are not required to submit a booking form; a verified phone is required before we send the request to a therapist. Consent to texts is collected on its own checkbox and is not bundled into these Terms.

5. Subscription and payment

TrustedPsych offers a free tier and a Pro plan. Pro plan pricing and included features are listed on the pricing page and may change with 30 days' written notice to your registered email address. Current pricing starts at $49 per month (billed monthly) or an annual equivalent.

Subscriptions are billed through Stripe. You authorize us to charge the payment method you provide on a recurring basis. If payment fails, we will notify you by email; access to Pro features may be suspended after a grace period. Cancellations take effect at the end of the current billing period — you will not be charged for subsequent periods, but no prorated refund is issued for partial periods.

Client payments are separate from your subscription. When you collect payments from your clients through TrustedPsych, the charges run on a Stripe account connected to your practice, and you are the merchant of record for your own clinical services. Stripe holds those funds and pays them out to the bank account you provide; TrustedPsych never holds your money. Refunds and chargebacks are settled against your Stripe balance. Before you can accept client payments you will need to complete Stripe's identity verification and provide payout details, and Stripe's own terms and processing rates apply to those transactions.

What TrustedPsych charges per session. In addition to Stripe's processing costs, TrustedPsych charges a flat fee of $1.05 per paid session, deducted from your payout. It is a fixed amount rather than a percentage of your session fee, it does not change with what you charge, and it is refunded proportionally when you refund a session. It is not added to what your client pays.

Two session prices, not a card fee. Stripe charges 2.9% + 30¢ on a card payment and 0.8%, capped at $5, on a bank transfer. Rather than add anything to a card payment, your practice posts two prices for each session: a credit card price and a lower bank transfer price. You set the bank transfer price; we calculate the card price from it, rounded up to the nearest 50 cents, so that your take-home is the same whichever way your client pays. On a $150 bank transfer price the card price is $154.00, and you take home $147.75 either way after Stripe and the $1.05 per-session fee. Because the card price is rounded up, a card session may leave you a few cents more; it will never leave you less.

Nothing is added at checkout. Both prices are posted prices, both are available to every client on the same terms, and your client pays whichever price matches the payment method they choose. We do not add a surcharge to card payments, we do not describe either price as a fee, and we do not declare a surcharge to the card networks. The lower bank transfer price is a discount for paying by a method that costs less to process, and it is disclosed to your client in dollars and cents, next to the card price, before they save any payment method.

Your card price is your posted rate. It appears on your directory listing, your profile page and your booking pages, with the bank transfer price beside it. Quote that figure when a client asks what you charge, including on your own website and by phone. This matters: if you advertise the bank transfer price as your rate, the difference can be characterised as a surcharge on card payments rather than a discount for bank payments, and several states restrict surcharges that they do not restrict discounts. Your Withdrawals page and your listing editor both show you both prices and your take-home as you set your fee.

Puerto Rico. Puerto Rico permits neither a card surcharge nor a discount for paying by another method, so a practice licensed there posts a single price for both payment methods and absorbs Stripe's full card fee on card payments: 2.9% + 30¢ instead of 0.8%, which on a $150 session is $4.65 rather than $1.20. Everywhere else in the United States, two posted prices are permitted and your take-home does not depend on how your client pays. Because you are the merchant of record for your own clinical services, we apply the rule for the state of your professional license.

Bank transfer costs you 0.8%, capped at $5, everywhere. That is why the client portal offers a bank account first and shows both prices side by side. Your Withdrawals page shows what this means for your own session fee.

Your license state determines the rule. We apply the pricing rule for the license state on your profile. Keeping that accurate is already your responsibility under section 3, and it directly affects what you and your clients are charged. If your license state changes, or you are licensed in more than one state, update your profile and contact us so we apply the right rule.

Debit and prepaid cards. We do not accept debit or prepaid cards for client payments. Differential pricing on debit is restricted considerably more widely than on credit, and rather than operate two sets of rules we decline the card and ask your client for a credit card or a bank account instead.

These rules change, and they are not advice about your own obligations. Payment-method pricing is governed by state law and by card network rules, both of which change. We will update this section and give notice under section 14 when they do. Nothing in this section is legal advice. As merchant of record you remain responsible for your own compliance with applicable law and with the rules of the card networks.

Pro plans include a 30-day free trial for new accounts. Only one trial per therapist. We reserve the right to end trials early if we detect abuse (e.g., repeated new-account creation to cycle trials).

6. Data handling and security

We take the security of your client records seriously. All PHI you enter is encrypted at rest using AES-256 and transmitted over TLS. Our full data practices are described in our Privacy Policy and HIPAA Notice.

You retain ownership of your client data at all times. We process it only to provide the platform services you have subscribed to and as described in our BAA. We do not sell your clients' protected health information, and we do not sell any information that identifies you, your practice, or a client. We may create de-identified data from platform activity using the standard set out in HIPAA at 45 CFR 164.514(b), and we may publish, license, or sell aggregate statistics derived from it. De-identified data cannot be traced back to you or to any client, we do not attempt to re-identify it, and we require anyone who receives it to agree not to.

If we wind the company down, we will give you at least 30 days' notice and a complete, machine-readable export of your records before deleting them from our systems.

7. Prohibited uses

You may not use TrustedPsych to:

• Provide false information to TrustedPsych or your clients.
• Attempt to access another therapist's records or circumvent any security measure we have implemented.
• Introduce malware, scripts, or other harmful code into the platform.
• Reverse-engineer, decompile, or create derivative works of the platform or its underlying technology.
• Resell or sublicense access to the platform without our written consent.
• Use the platform in any way that violates HIPAA or applicable state law.

8. Intellectual property

The TrustedPsych name and all platform code, design, and content we create belong to TrustedPsych, LLC. These Terms do not transfer any intellectual property rights to you beyond the limited license to use the platform as described here.

The clinical notes, documents, and client records you create belong to you. We do not claim any ownership over that content.

9. Third-party integrations

TrustedPsych integrates with third-party services including Google Calendar, Zoom, Stripe and AWS. Those services have their own terms and privacy policies. We are not responsible for third-party service outages, failures, or policy changes. We will notify you of material changes to key integrations with as much advance notice as practical.

Zoom. If you connect Zoom, we create meetings on your own Zoom account and let you and your clients join them inside the platform. Your use of Zoom is governed by your own agreement with Zoom, not by these Terms, and TrustedPsych does not have a Business Associate Agreement with Zoom. Before you use Zoom with client information, you are responsible for holding a Zoom plan and a BAA with Zoom that are appropriate for clinical use. When a call starts, each participant's name is sent to Zoom so it appears in the call. We never send Zoom client email addresses, diagnoses, or notes, and we do not record call audio or video. See Section 4 of our Privacy Policy for details.

10. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, TRUSTEDPSYCH WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITIES, ARISING OUT OF OR RELATED TO THESE TERMS OR YOUR USE OF THE PLATFORM, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS WILL NOT EXCEED THE GREATER OF (A) THE FEES YOU PAID TO TRUSTEDPSYCH IN THE TWELVE MONTHS PRECEDING THE CLAIM OR (B) ONE HUNDRED U.S. DOLLARS ($100).

Some jurisdictions do not allow the exclusion of certain warranties or limitation of liability. In those jurisdictions, our liability is limited to the maximum extent permitted by law.

11. Disclaimer of warranties

THE PLATFORM IS PROVIDED “AS IS” AND “AS AVAILABLE.” WE MAKE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.

12. Indemnification

You agree to indemnify, defend, and hold harmless TrustedPsych, its officers, employees, and contractors from any claim, loss, or expense (including reasonable attorney fees) arising from your use of the platform, your violation of these Terms, or your breach of applicable law or professional obligations.

13. Term and termination

These Terms remain in effect while you have an account with us. Either party may terminate at any time: you by canceling your subscription, us by giving you 30 days' written notice (or immediately for material violations of these Terms or applicable law).

When you cancel, you keep full access until the end of the period you have paid for. After that your account is read-only for 90 days: you can sign in, read everything and export it, but not add to it. At the end of those 90 days we permanently delete your client data from our production systems. Backups may retain it for up to an additional 90 days before they are rotated and overwritten. Reactivating your subscription at any point before deletion restores your account in full.

Retaining clinical records for the period your licensing board and jurisdiction require is your responsibility as the treating clinician, not ours. Our deletion schedule does not discharge it. Export your records before your access ends.

14. Changes to these Terms

We may update these Terms from time to time. We will post the updated version here and send a notice to your registered email address at least 14 days before changes take effect for existing users. Continuing to use the platform after the effective date means you accept the updated Terms.

15. Governing law and disputes

These Terms are governed by the laws of the State of Arizona, USA, without regard to conflict-of-law rules. Before initiating arbitration, the parties will attempt in good faith to resolve the dispute through mediation administered by a mutually agreed mediator. If the dispute is not resolved within 30 days of a written request for mediation, either party may proceed to arbitration. This requirement does not apply to claims within the jurisdiction of a small claims court or to requests for injunctive relief. Any dispute that cannot be resolved informally or through mediation will be submitted to binding arbitration in Coconino County, Arizona under the rules of the American Arbitration Association, except that either party may seek injunctive relief in a court of competent jurisdiction to protect intellectual property or confidential information. YOU WAIVE ANY RIGHT TO A JURY TRIAL OR CLASS ACTION.

16. Miscellaneous

If any provision of these Terms is found unenforceable, the rest of the Terms remain in effect. Our failure to enforce any provision is not a waiver of our right to enforce it later. These Terms, together with our Privacy Policy, HIPAA Notice, and any BAA you have signed, constitute the entire agreement between you and TrustedPsych.

Contact

Questions about these Terms? Email [email protected] or write to:

TrustedPsych, LLC
4539 N 22nd St #7488
Phoenix, Arizona 85016, USA
[email protected]