Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer," "you," or "your") and Polaris HIPAA Compliance, operated by IDI-Tech Compliance Services ("Polaris," "we," "us," or "our"). By accessing or using the Polaris platform, you agree to be bound by these Terms.

If you are entering into these Terms on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

2. Description of Service

Polaris provides a cloud-based HIPAA compliance management platform that includes:

• AI-powered Security Risk Assessment (SRA) questionnaires tailored to your entity type
• Compliance tracking dashboards with real-time progress monitoring
• Automated PDF report generation with HIPAA citations and risk analysis
• Expert consultation services (available as add-on or included in certain tiers)
• Documentation templates, remediation guidance, and compliance resources

Important Disclaimer: Polaris is a compliance management tool. Use of the platform does not guarantee HIPAA compliance or immunity from regulatory enforcement. You are solely responsible for implementing the security measures and policies required by HIPAA.

3. Account Registration

3.1 Eligibility

You must be at least 18 years old and have the legal capacity to enter into contracts. By creating an account, you represent that all information you provide is accurate and complete.

3.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials. You agree to:

• Use a strong, unique password
• Enable multi-factor authentication when available
• Notify us immediately of any unauthorized access
• Not share your account with others

4. Subscription Plans and Pricing

4.1 Pricing Tiers

Polaris offers three subscription tiers:

• Essentials: $99/month (or $891/year with 25% annual discount)
• Professional: $199/month (or $1,791/year with 25% annual discount)
• SaaS Advanced: $299/month (or $2,691/year with 25% annual discount)

Nonprofit organizations are eligible for 40% discount across all tiers, subject to verification.

4.2 Free Trial

New customers receive a 14-day free trial with limited access:

• Access to intake classifier and dashboard
• Up to 30 SRA questions
• View compliance percentage and gap analysis
• No PDF report downloads or full question access during trial

4.3 Payment Terms

Subscriptions are billed monthly or annually in advance. By providing payment information, you authorize us to charge your payment method for all fees incurred.

Late Payments: If payment fails, we may suspend your account after 7 days. A $25 late fee may apply to overdue accounts.

4.4 Price Changes

We reserve the right to modify pricing with 30 days' notice. Existing customers will be grandfathered at their current rate for 12 months from the price change announcement.

5. Cancellation and Refunds

5.1 Cancellation

You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of your current billing period. No refunds are provided for partial months.

5.2 Refund Policy

• Free Trial: Cancel anytime during the 14-day trial with no charge
• Monthly Plans: No refunds for partial months
• Annual Plans: Prorated refunds available within first 30 days; no refunds after 30 days
• Consultation Services: Non-refundable once scheduled

6. Acceptable Use

You agree not to:

• Violate any laws or regulations
• Upload malicious code, viruses, or harmful content
• Attempt to gain unauthorized access to the platform or other users' accounts
• Reverse engineer, decompile, or disassemble the platform
• Use the platform to store Protected Health Information (PHI) without a Business Associate Agreement
• Resell or redistribute access to the platform
• Use automated tools to scrape or extract data from the platform

Violation of these terms may result in immediate account suspension or termination.

7. Intellectual Property

7.1 Our IP

The Polaris platform, including all software, content, designs, trademarks, and logos, is owned by IDI-Tech Compliance Services and protected by copyright, trademark, and other intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to use the platform during your subscription.

7.2 Your Content

You retain ownership of all data and content you upload to the platform ("Customer Data"). By using the platform, you grant us a limited license to process Customer Data solely to provide the services.

We may use aggregated, anonymized data for analytics and platform improvement, but will never share your identifiable Customer Data without your consent.

8. Data Privacy and Security

Our collection and use of personal information is governed by our Privacy Policy. We implement industry-standard security measures, including:

• Encryption in transit (TLS 1.3) and at rest (AES-256)
• Role-based access controls and multi-factor authentication
• Regular security audits and vulnerability assessments
• 24/7 monitoring and incident response procedures

9. Business Associate Agreement

If you are a HIPAA-covered entity or business associate and intend to store Protected Health Information (PHI) on the platform, you must request a Business Associate Agreement (BAA) before doing so. Contact us at [email protected] to execute a BAA.

Important: The platform is not designed to store PHI. If you inadvertently upload PHI without a BAA in place, you may be in violation of HIPAA regulations.

10. Disclaimers and Limitations of Liability

10.1 Service Disclaimer

THE PLATFORM IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. WE DO NOT WARRANT THAT:

• The platform will be uninterrupted, error-free, or secure
• Use of the platform will guarantee HIPAA compliance
• AI-generated recommendations are suitable for your specific situation

10.2 Not Legal or Professional Advice

Polaris provides compliance management tools and general guidance. This does not constitute legal, accounting, or professional advice. You should consult with qualified professionals for advice specific to your situation.

10.3 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, POLARIS SHALL NOT BE LIABLE FOR:

• Indirect, incidental, consequential, or punitive damages
• Loss of profits, revenue, data, or business opportunities
• HIPAA violations, fines, or penalties resulting from your use of the platform

OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM.

11. Indemnification

You agree to indemnify and hold harmless Polaris, its officers, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from:

• Your use of the platform
• Violation of these Terms
• Infringement of third-party rights
• Your failure to comply with HIPAA or other regulations

12. Termination

12.1 Termination by You

You may terminate your account at any time by canceling your subscription from your account settings.

12.2 Termination by Us

We may suspend or terminate your account immediately if you:

• Violate these Terms
• Fail to pay fees when due
• Engage in fraudulent or illegal activity
• Pose a security risk to the platform or other users

12.3 Effect of Termination

Upon termination, your access to the platform will cease immediately. You may request an export of your Customer Data within 30 days of termination. After 30 days, we may delete your data in accordance with our retention policies.

13. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated via:

• Email notification (if you have an account)
• In-platform notification
• Update to the "Last Updated" date

Continued use of the platform after changes constitutes acceptance of the updated Terms. If you do not agree to the changes, you must cancel your subscription.

14. Dispute Resolution

14.1 Informal Resolution

Before filing a claim, you agree to contact us at [email protected] to attempt to resolve the dispute informally.

14.2 Arbitration

Any disputes that cannot be resolved informally shall be settled by binding arbitration in accordance with the American Arbitration Association's Commercial Arbitration Rules. The arbitration shall take place in the United States, and judgment on the award may be entered in any court having jurisdiction.

14.3 Class Action Waiver

You agree to resolve disputes on an individual basis only. You waive the right to participate in class actions, class arbitrations, or representative actions.

15. General Provisions

15.1 Governing Law

These Terms are governed by the laws of the United States and the state in which IDI-Tech Compliance Services is registered, without regard to conflict of law principles.

15.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions shall remain in full force and effect.

15.3 Entire Agreement

These Terms, together with our Privacy Policy and any applicable Business Associate Agreement, constitute the entire agreement between you and Polaris regarding use of the platform.

15.4 Assignment

You may not assign or transfer these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

16. Contact Information

For questions about these Terms or to report violations: