Kairos LogoKairos

Terms of Service

Pilot / Early-Access Version For Kairos Compliance Engine

Last Updated: January 2, 2026

1. Acceptance of Terms

By accessing, using, or creating an account on the Kairos Compliance Engine (“Service”), you (“User,” “Clinic,” “Provider”) agree to be bound by these Terms of Service (“Terms”). If you do not agree, you must not use the Service.

These Terms form a binding contract between you and Kairos Automata LLC, an Arkansas Limited Liability Company (“Company,” “We,” “Us”).

2. Description of the Service

The Service provides software tools that analyze de-identified clinical notes and generate compliance-related suggestions, documentation summaries, and other automated outputs.

The Service is experimental, in pilot testing, and may produce errors, omissions, or inaccurate outputs.

The Service is not:

  • Legal advice
  • Medical advice
  • Billing or coding certification
  • A guarantee of reimbursement or claim approval
  • A replacement for compliance officers, coders, or provider judgment

All clinical, billing, and compliance decisions remain solely with the User.

3. De-Identification Requirement (No PHI Permitted)

Users agree to remove all Protected Health Information (PHI) before submitting any content to the Service.

You must not upload:

  • Patient names
  • Dates of birth
  • Addresses
  • Phone numbers
  • Identifiers
  • Medical record numbers
  • Any HIPAA identifiers

The Company assumes no responsibility for PHI improperly submitted by the User. Any violation of this policy is grounds for immediate account suspension.

4. User Responsibilities

Users agree that they are solely responsible for:

  • Ensuring all notes are de-identified before submission
  • Verifying and editing every output before using it in documentation
  • Using their professional judgment for all billing and clinical decisions
  • Ensuring the Service fits within their compliance obligations

Users acknowledge that:

“All outputs must be reviewed, validated, and corrected by a qualified human before use.”

5. No Guarantee of Reimbursement or Financial Outcomes

You understand and agree that:

  • The Service does not guarantee improved compliance
  • The Service does not guarantee reduced denials
  • The Service does not guarantee claim reimbursement
  • Billing outcomes may vary due to payer policies, coding decisions, audits, or factors outside the Company’s control

The Company is not liable for:

  • Denials
  • Lost revenue
  • Audit findings
  • Payer disputes
  • Incorrect billing submissions

6. Account Sharing Prohibited

Each PT, clinician, or staff member using the Service must have an individual account unless otherwise permitted by a written agreement.

Account sharing, password sharing, or unauthorized access is strictly prohibited.

7. Intellectual Property

All software, algorithms, models, prompts, tools, and content provided by the Service remain the exclusive property of the Company.

Users may not:

  • Reverse engineer
  • Scrape
  • Copy
  • Clone
  • Replicate
  • Build competing products using confidential outputs
  • Access or attempt to access underlying source code
  • Use the Service to train competing machine-learning models

All rights not expressly granted are reserved.

8. License to User Content

You retain ownership of your de-identified content. By using the Service, you grant the Company a worldwide, non-exclusive license to process the content solely for:

  • Generating outputs
  • Improving system accuracy
  • Debugging and quality assurance
  • Safety testing

We will never sell, share, or disclose your content to third parties except:

  • To vendors necessary to operate the Service
  • As required by law

9. Early Access / Pilot Program Disclosures

Users acknowledge and agree that the Service is:

  • In pilot testing
  • Under active development
  • Not fully validated
  • May contain bugs
  • May sometimes fail or produce incorrect results

The User assumes all risk associated with using pre-production software.

10. Limitation of Liability

To the maximum extent permitted by law, the Company’s total liability for any claim is limited to the amount paid by the User in the last three (3) months.

The Company is not liable for:

  • Lost revenue
  • Billing errors
  • Denials
  • Data loss
  • Business interruption
  • Incorrect outputs
  • Indirect or consequential damages

This limitation survives termination.

11. Warranty Disclaimer

The Service is provided “AS IS” and “AS AVAILABLE” with no warranties, express or implied. This includes (but is not limited to):

  • Accuracy
  • Reliability
  • Fitness for a particular purpose
  • Compliance correctness
  • Billing or reimbursement outcomes

12. Indemnification

Users agree to indemnify and hold harmless the Company from any claims arising out of:

  • Improper use of the Service
  • Failure to de-identify content
  • Relying on outputs without verification
  • Misuse leading to billing errors or denials

13. Termination

We may suspend or terminate accounts for:

  • ToS violations
  • PHI submission
  • Abuse or misuse
  • Reverse engineering attempts
  • Non-payment

Users may terminate at any time by discontinuing use.

14. Governing Law

These Terms are governed by the laws of the State of Arkansas.

15. Changes

We may update these Terms. Continued use constitutes acceptance.

16. Contact

Kairos Automata LLC austinzdarnold@gmail.com