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.

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.

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 data or your clients' data.

If we wind the company down, we will give you at least 90 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, Square, Stripe, Resend, 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.

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 and deleting your account, us by giving you 30 days' written notice (or immediately for material violations of these Terms or applicable law). On termination, your access to the platform ends. We will retain your data for 30 days after termination to allow export, then delete it in accordance with our data retention schedule and applicable law.

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. Any dispute that cannot be resolved informally 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
Flagstaff, Arizona, USA
[email protected]