Clinicount

Terms of Service

Effective and last updated November 1, 2026

1. Agreement

These Terms of Service (“Terms”) are an agreement between you and Clinicount (“Clinicount,” “we,” “us”). They cover your use of the Clinicount website, web app, and installed app (together, the “Service”). By creating an account or using the Service, you agree to these Terms, our Privacy Policy, and our Disclaimer. If you don't agree, please don't use the Service.

2. Who can use Clinicount

You must be at least 18 years old and able to enter a binding contract. The Service is meant for students, associates, supervisees, supervisors, and licensed professionals keeping their own professional records. If you use it on behalf of an organization, you confirm you're allowed to accept these Terms for it.

3. What Clinicount is, and isn't

• Clinicount is a personal record-keeping and organizing tool for clinical hours, supervisors, continuing education, notes, and documents.
• It is not legal advice, clinical advice, or licensing advice, and it is not affiliated with, endorsed by, or connected to any licensing board, government agency, school, or professional association.
• It is not an electronic health record, a clinical documentation system, or a HIPAA-covered service. We do not sign Business Associate Agreements.
• It is not an emergency or crisis service.
• It does not submit anything to a licensing board for you. You are responsible for your own application.

4. Your account

• Give accurate information and keep your email up to date so you can reset your password and receive notices.
• Keep your password and notebook passcodes private. You're responsible for activity on your account.
• Tell us right away through the help center or support@clinicount.com if you think someone else has accessed your account.
• One person per account. Don't share, sell, or transfer accounts.

5. No client or patient information

You agree not to enter, upload, or post any client or patient information, including names, initials, dates of birth, record numbers, contact details, diagnoses, or session details that could identify someone. Log hours as numbers and categories only. Before uploading a form or document, remove or cover any client information. If we find client information, we may remove it without notice. You are solely responsible for meeting your own legal, ethical, and employer obligations about confidentiality.

6. Your responsibilities for your records

• You are responsible for the accuracy of everything you log, upload, or confirm.
• Built-in state and license requirements are summaries we prepared from public sources. They can be incomplete, out of date, or interpreted differently by your board. Always confirm requirements with your licensing board before relying on them.
• Keep your own copies of signed supervision forms, verification forms, and other original records. Clinicount is a convenient backup, not a substitute for your originals.

7. AI features

Some features (like reading an hour-verification form or updating a resume) use artificial intelligence provided by a third party. AI can misread documents or produce inaccurate or incomplete text. You must review and confirm every number the AI reads before it is saved, and review any AI-written text before you use it. You are responsible for what you choose to save, send, or submit.

8. Supervisor tools, emails, and lookups

• When you send a supervisor-form request, the email goes from our system to the address you enter, with replies going to you. Only send requests to people you actually work with, and only for legitimate purposes.
• License lookups use public government records. We don't guarantee they're current or correct; check with the board if something looks off.
• If you use supervisor tools to track other people's hours, you confirm you have their permission, and you are responsible for that information. Don't enter client information about their clients either.

9. Community, connections, and messages

Members with a profile can follow each other (to see posts) and connect (to follow each other and send direct messages). When you post, reply, send a connection request, message someone, or share your profile, you agree to:

• Never share client or patient information, even without names.
• Be respectful. No harassment, hate, threats, discrimination, or bullying.
• Not post anything illegal, false and harmful, sexually explicit, or that infringes someone else's rights.
• Not advertise, spam, or solicit, and not impersonate anyone.
• Not present your posts as official legal, clinical, or board guidance.
• Not use connection requests or messages to spam, recruit, sell, or contact people who have shown they aren't interested.
• Not provide clinical consultation about identifiable clients through messages.

You can remove a connection, unfollow, block, or report a member at any time. Messages are private between you and the other person, but if you report a member, your recent messages with them are shared with our team for review.

Community content reflects the views of the members who post it, not Clinicount. We don't check every post and aren't responsible for what members say. We may hide or remove content and suspend or close accounts that break these rules, at our discretion and without prior notice.

10. Acceptable use

You agree not to:

• Break any law, or use the Service to violate anyone's privacy or rights.
• Upload viruses or harmful code, or try to access accounts, data, or systems you aren't authorized to access.
• Scrape, copy, or bulk-download the Service or other members' content, or use automated tools to access it, except your own data through our export features.
• Reverse engineer, resell, sublicense, or build a competing product from the Service.
• Interfere with the Service, get around limits or security features, or overload it.
• Falsify hours, forms, signatures, or records.

11. Plans, free trials, and billing

• Free trial. New accounts get a free trial with full access for the number of days shown in the app. When it ends, you can still view and export your records, but adding new records requires a paid membership. We may change trial terms for new accounts.
• Membership. $7 every month, $17 every 3 months (saves 19% compared with monthly), or $60 every year (saves 29% compared with monthly), plus any taxes that apply. Payments are processed by Stripe.
• Free trial. Each person can get one 7-day free trial. Unless you cancel before the trial ends, your membership starts and you're charged for the plan you chose.
• Automatic renewal. Your membership renews automatically at the end of each billing period, and you authorize us (through Stripe) to charge your payment method until you cancel.
• Cancel anytime. Cancel online from Account → Manage billing. Canceling stops future renewals. You keep membership features until the end of the period you already paid for.
• Refunds. Payments are non-refundable, including for partial periods, except where required by law. If you believe you were charged in error, contact us through the help center or support@clinicount.com within 30 days.
• Price changes. We may change prices. We'll tell you at least 30 days before a change applies to your membership, and the new price starts at your next renewal. You can cancel before then.
• Failed payments. If a payment fails, we may pause membership features until it's fixed. Your records stay in your account.

12. Your content

You own the content you add to Clinicount (“Your Content”), including your entries, notes, documents, photos, and posts. You give us a limited, non-exclusive, worldwide, royalty-free license to host, store, copy, process, display, and transmit Your Content only as needed to run, secure, and improve the Service for you, and to show community posts and profile details to other signed-in members as you choose. This license ends when you delete the content or your account, except for backup copies kept for a short time and content we must keep by law. You confirm you have the rights to everything you upload.

13. Our content and intellectual property

The Service, including its software, design, text, graphics, logo, the name “Clinicount,” templates, reports, and compiled requirement summaries, is owned by Clinicount and protected by copyright, trademark, and other laws. We give you a limited, personal, non-transferable, revocable right to use the Service under these Terms. You may print and share reports of your own data. Otherwise, you may not copy, modify, distribute, or create works based on the Service without our written permission. See our Copyright Notice, including how to report infringement.

If you send us ideas or feedback, we may use them without any obligation to you.

14. Disclaimer of warranties

The Service is provided “as is” and “as available.” To the fullest extent permitted by law, Clinicount disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, title, accuracy, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure, that data will never be lost, that requirement summaries, calculations, license lookups, or AI output will be accurate or complete, or that using the Service will result in any license, certification, or approval.

15. Limitation of liability

To the fullest extent permitted by law, Clinicount and its owners, employees, and contractors will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of data, profits, income, employment, licensure, or opportunity, including any denial or delay of a license or certification, missed deadlines, rejected hours, or decisions by a licensing board, employer, or school, arising from or related to the Service, even if we were told such damages were possible.

Our total liability for all claims relating to the Service is limited to the greater of (a) the amount you paid us for the Service in the 12 months before the event giving rise to the claim, or (b) fifty U.S. dollars ($50).

Some places don't allow certain warranty exclusions or liability limits, so some of the above may not apply to you. Nothing in these Terms limits liability that can't be limited by law.

16. Indemnity

You agree to defend, indemnify, and hold harmless Clinicount and its owners, employees, and contractors from claims, damages, losses, and costs (including reasonable attorneys' fees) arising from Your Content, your use of the Service, your breach of these Terms, or your violation of any law or anyone else's rights, including any client information you entered.

17. Third-party services

The Service relies on and links to third parties, such as Stripe (payments), our email and hosting providers, our AI provider, government license databases, licensing board websites, and continuing-education providers. We aren't responsible for their content, accuracy, availability, or practices, and their own terms apply to your use of them. Links aren't endorsements.

18. Suspension, termination, and deleting your account

• You can stop using the Service and delete your account anytime from Account → Danger zone. Download anything you want to keep first; deletion is permanent.
• We may suspend or close your account if you break these Terms, create risk or legal exposure for us or others, or if required by law. Where reasonable, we'll give notice and a chance to export your data.
• We may change or discontinue features, or the Service as a whole. If we shut down the Service, we'll give at least 30 days' notice so you can export your records.
• Sections that by their nature should survive (including 12 through 16 and 19 through 21) survive termination.

19. Disputes and governing law

If you have a concern, please contact us first through the help center or support@clinicount.com. Most issues can be solved quickly that way. If we can't resolve a dispute informally within 30 days, either of us may bring a claim. These Terms are governed by the laws of the State of Washington and applicable U.S. federal law, without regard to conflict-of-law rules. Claims must be brought in the state or federal courts located in Washington, and you and we consent to their jurisdiction, except that either of us may bring an individual claim in small claims court where it qualifies.

20. Changes to these Terms

We may update these Terms. If a change is material, we'll let you know in the app or by email before it takes effect. Continuing to use the Service after changes take effect means you accept them. If you don't agree, you can delete your account.

21. General

• These Terms, the Privacy Policy, the Disclaimer, and the Copyright Notice are the entire agreement between you and us about the Service.
• If any part is found unenforceable, the rest stays in effect.
• If we don't enforce a provision right away, that isn't a waiver.
• You can't transfer these Terms without our consent. We may transfer them as part of a merger, sale, or reorganization.
• We aren't responsible for delays or failures caused by events beyond our reasonable control.
• Notices to you may be sent to your account email or shown in the app.

22. Contact

Questions about these Terms? Reach us through the help center or support@clinicount.com.