Terms of Service

By accessing or using the HaloPT platform, you confirm that you have read, understood, and agree to be bound by these Terms. If you are using HaloPT on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

If you do not agree to these Terms, you must not access or use our platform. We recommend that you review these Terms carefully and print or save a copy for your records.

These Terms constitute a legally binding agreement between you and HaloPT. They apply to all users of our platform, including therapists, patients, practice administrators, and referring physicians. Different user roles may have different permissions and obligations as described below.

HaloPT is a multi-tenant Software-as-a-Service (SaaS) platform designed specifically for physical therapy practices. Our platform provides the following core capabilities:

HaloPT reserves the right to modify, suspend, or discontinue any feature or functionality of the platform at any time. We will provide reasonable notice for material changes that affect core service functionality.

Account Creation and Credentials

To access HaloPT, you must create an account or be invited by an authorized practice administrator. You must provide accurate, current, and complete information during registration and keep your account information updated. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account.

Authorized Use

Your account is for your individual use only. You may not share your credentials, transfer your account, or allow others to access the platform through your account. Practice administrators may create and manage accounts for their staff members but remain responsible for ensuring each individual user complies with these Terms.

Account Suspension

HaloPT reserves the right to suspend or terminate your account if we determine that you have violated these Terms, engaged in fraudulent or unlawful activity, failed to pay applicable fees, or if suspension is necessary to protect the security or integrity of our platform. We will provide notice of suspension when practicable, except in cases involving security concerns or legal obligations.

Security Requirements

All users must enable multi-factor authentication on their accounts. We require strong passwords and recommend the use of a password manager. If you suspect your account has been compromised, you must notify us immediately at security@halopt.com.

You agree to use HaloPT only for lawful purposes and in accordance with these Terms. The following restrictions apply to all users:

Prohibited Activities

You must not attempt to gain unauthorized access to any portion of the platform, other user accounts, or any systems or networks connected to the platform. You must not use any automated means, including bots, scrapers, or scripts, to access, collect, or extract data from the platform. You must not introduce malware, viruses, or other malicious code into the platform.

Data Scraping and Reverse Engineering

You must not scrape, crawl, or systematically extract data or content from the platform using any automated method. You must not reverse engineer, decompile, disassemble, or attempt to derive the source code of any software that is part of the platform, except to the limited extent permitted by applicable law.

HIPAA Compliance

All users who handle protected health information through the platform must comply with applicable provisions of the Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act. Covered entity customers remain responsible for ensuring their use of the platform meets their own HIPAA obligations. Business associates must use the platform in accordance with their Business Associate Agreements with HaloPT.

Professional Standards

Therapist users must maintain all professional licenses required to provide services in their jurisdiction. The platform does not constitute the practice of medicine or physical therapy. Clinical decisions remain the sole responsibility of the licensed professional.

Patient Data Ownership

Protected health information and patient data entered into the platform by or on behalf of our customers remain the property of the respective practice or covered entity. HaloPT does not claim ownership of patient data. We process this data solely on behalf of our customers in accordance with applicable law and our Business Associate Agreements.

Tenant Isolation

HaloPT is a multi-tenant platform. We implement strict logical separation of data between tenants. Each practice and its associated patient data are isolated from all other tenants at the database and application layers. No tenant can access the data of another tenant through the platform. Our architecture ensures that data access controls enforce tenant boundaries at every level.

Audit Logging

The platform maintains comprehensive audit logs of all user actions involving protected health information. These logs record the user identity, action performed, data accessed, and timestamp. Audit logs are immutable and retained in accordance with HIPAA requirements. Practice administrators can access audit logs for their own tenant through the platform admin console.

Data Retention and Export

Upon termination of your account, you may export your data for a period of 90 days following termination. After this period, we may delete your data in accordance with our data retention policies, unless a longer retention period is required by applicable law or agreed to in writing. We will provide at least 30 days notice before deleting customer data.

For more information about our data practices, please see our Privacy Policy.

HaloPT Ownership

The HaloPT platform, including all software, source code, algorithms, user interfaces, documentation, trademarks, and other intellectual property, is owned by HaloPT, Inc. and its licensors. These Terms grant you a limited, non-exclusive, non-transferable, revocable license to use the platform for its intended purposes. Nothing in these Terms transfers ownership of any intellectual property rights from HaloPT to you.

Practice Data Ownership

Each practice retains full ownership of the patient data, clinical notes, treatment plans, and other content they create and store on the platform. By submitting content to the platform, you grant HaloPT a limited license to host, process, and display that content solely for the purpose of providing the platform services to you.

Feedback and Suggestions

If you provide feedback, suggestions, or ideas about the platform, you grant HaloPT a perpetual, irrevocable, royalty-free license to use, modify, and incorporate such feedback into our products and services without any obligation to you.

Subscription Terms

Access to HaloPT is provided through subscription plans as described on our pricing page. Subscriptions are billed in advance on a monthly or annual basis depending on the plan selected. Annual subscriptions receive a discounted rate compared to monthly billing. All fees are non-refundable except as expressly stated in these Terms or required by applicable law.

Refunds

We offer a 14-day free trial for new accounts. If you are unsatisfied with the platform during the trial period, you may cancel at no charge. After the trial period, we do not provide refunds for partially used subscription periods. If we terminate your account for cause due to a material breach, no refund will be provided. If we terminate your account without cause, we will provide a pro-rated refund for the unused portion of your subscription.

Price Changes

HaloPT reserves the right to change subscription pricing. We will provide at least 60 days written notice before any price increase takes effect for existing customers. Price changes will not affect the current billing period. Your continued use of the platform after the price change becomes effective constitutes your acceptance of the new pricing. If you do not accept the price change, you may terminate your subscription before the effective date.

Payment Processing

All payments are processed through secure third-party payment processors. You must provide current and valid payment information. If payment fails for any reason, we may suspend access to the platform until payment is received. Overdue accounts may be subject to reactivation fees.

To the maximum extent permitted by applicable law, in no event shall HaloPT, its directors, employees, agents, or affiliates be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages, including but not limited to:

• Loss of profits, revenue, data, or business opportunities
• Business interruption or interruption of clinical operations
• Costs of procurement of substitute services or platforms
• Damages arising from unauthorized access to your account or data
• Any clinical decisions or treatment outcomes resulting from use of the platform

Our total aggregate liability for all claims arising out of or related to these Terms or the platform, whether in contract, tort, or any other legal theory, shall not exceed the total amount you paid to HaloPT during the twelve months immediately preceding the event giving rise to the claim.

Some jurisdictions do not allow the exclusion or limitation of certain damages. In those jurisdictions, our liability shall be limited to the maximum extent permitted by law. The exclusions and limitations in this section do not apply to liabilities that cannot be limited under applicable law, including gross negligence or willful misconduct.

You agree to indemnify, defend, and hold harmless HaloPT, its affiliates, officers, directors, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys fees) arising out of or related to:

• Your use of the platform or any activities conducted through your account
• Your violation of these Terms or any applicable laws or regulations
• Your violation of any third-party rights, including intellectual property rights
• Your failure to comply with HIPAA or other applicable healthcare privacy laws
• Any clinical decisions, diagnoses, or treatment recommendations made by you or your staff

HaloPT reserves the right to assume the exclusive defense and control of any matter subject to indemnification by you. In such case, you agree to cooperate with HaloPT in asserting any available defenses. You may not agree to any settlement that imposes any obligation on HaloPT without our prior written consent.

Termination by You

You may terminate these Terms and your account at any time by contacting us or using the account cancellation features within the platform. Termination will be effective at the end of your current billing cycle. You remain responsible for all fees accrued prior to the effective date of termination.

Termination by HaloPT

We may suspend or terminate your access to the platform immediately if you materially breach these Terms and fail to cure the breach within 30 days of receiving notice from us. We may also terminate your access immediately without notice if we believe termination is necessary to protect the security or integrity of the platform, to comply with legal obligations, or to prevent harm to other users.

Effect of Termination

Upon termination, your right to access the platform will cease immediately. You will have a 90-day period following termination to export your data from the platform. After this period, we may delete your data in accordance with our data retention and destruction policies. Termination does not relieve you of any obligations accrued prior to termination, including payment obligations.

The following sections survive termination of these Terms: Intellectual Property, Limitation of Liability, Indemnification, Governing Law, and any provisions that by their nature are intended to survive.

These Terms and any dispute arising out of or related to these Terms or your use of the platform shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict of law principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply to these Terms.

Any legal action or proceeding arising out of or related to these Terms shall be brought exclusively in the federal or state courts located in Wilmington, Delaware, and you hereby consent to the personal jurisdiction and venue of such courts.

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect. The parties agree to replace any invalid provision with a valid provision that most closely reflects the original intent of the parties.

HaloPT reserves the right to modify these Terms at any time. When we make material changes, we will:

• Update the "Last updated" date at the top of this page.
• Notify our active users via email or in-app notification at least 30 days before material changes take effect.
• Post the updated Terms on our website with a clear summary of material changes.

Your continued use of the platform after the effective date of updated Terms constitutes your acceptance of the changes. If you do not agree to the updated Terms, you must stop using the platform and terminate your account before the effective date.

We encourage you to review these Terms periodically to stay informed of any updates.

If you have questions about these Terms of Service, need clarification, or wish to discuss any aspect of your use of the HaloPT platform, please contact us:

We aim to respond to all legal inquiries within 5 business days.