Public document · Version 1.1

Terms of Service

Version: 1.1 Effective: May 13, 2026 Service: Due Your Notes (dueyournotes.com) Provider: Due Your Notes

1. PHI prohibited — this is a reminder app, not an EHR

Due Your Notes is a documentation-deadline tracker for clinicians. It is not an Electronic Health Record (EHR), and Due Your Notes is not a Business Associate of any clinician using it. By signing up, you agree not to enter, paste, or upload any Protected Health Information (PHI) into the Service. This restriction is enforced contractually by the No-PHI Acknowledgement and Acceptable Use Memorandum (MOU) you e-sign on first login, and technically by a runtime detector that rejects writes that look like PHI on every write surface.

If you need to store PHI, the Service is the wrong tool. Use a HIPAA-compliant EHR.

2. Eligibility and accounts

To use the Service you must be:

  • A licensed clinician, supervisee, or pre-licensed practitioner working under appropriate supervision; and
  • Acting within the regulatory and ethics requirements of your licensing board and ethics body.

You must provide a valid email address, choose a password of at least 12 characters that has not appeared in the Have I Been Pwned breach corpus, and enroll a TOTP second factor before reaching the application. You are responsible for keeping your password and second-factor device secret and for logging out of shared devices.

In Phase 1, account creation is invite-only. Due Your Notes hand-issues invite codes to a small cohort of design-partner clinicians.

3. Acceptable use

You agree to:

  • Honor the No-PHI MOU at all times.
  • Use the Service only for the documentation-deadline-tracking purpose for which it is provided.
  • Not attempt to reverse-engineer, scrape, probe, or attack the Service or its infrastructure.
  • Not use the Service to send unsolicited messages, spam, or any unlawful content.
  • Notify Due Your Notes promptly (within 24 hours) of any suspected account compromise, accidental entry of PHI, or apparent breach.

3a. Daily digest reminders (opt-in, counts-only)

If you opt in, the Service will email you a daily digest summarizing how many of your tracked deadlines are overdue, due soon, or warning-level. The digest contains counts only — no client codes, no specific dates, no form names — and is sent from dueyournotes.com via the Service's transactional email vendor. You can turn digest reminders off at any time from your /settings page, or one-click unsubscribe from any digest email. Digest emails count against the no-PHI posture exactly like all other Service email: nothing identifying a client ever leaves the Service via email.

4. Free during Phase 1

In Phase 1, the Service is provided to a small cohort of design-partner clinicians free of charge. Due Your Notes does not collect payment in Phase 1 and does not operate any billing infrastructure. Pricing is a Phase 5 question; if the Service moves to a paid model, current Phase 1 users will receive at least 30 days' notice and the option to export their data and terminate the account before any charge applies.

5. No service-level commitment

The Service is provided "as is" without service-level commitments. Due Your Notes strives to maintain availability, security, and data integrity, but does not promise specific uptime, response time, or recovery time. Due Your Notes does not guarantee that the Service will be uninterrupted, error-free, or that any defects will be corrected within a specific timeframe. Due Your Notes' documented backup and incident-response practices are described in the Privacy Policy and operational runbooks.

6. Due Your Notes responsibilities

Due Your Notes commits to:

  • Maintaining the technical safeguards described in the Privacy Policy in good faith.
  • Notifying you of any incident affecting your data as soon as practicable, and in any event within 72 hours of confirming the incident.
  • Providing self-service data export at any time.
  • On your request, deleting your account and destroying your tenant wrap so your encrypted records become cryptographically inaccessible from retained backups.

7. Termination

You may terminate at any time by deleting your account in the Service. Due Your Notes may terminate or suspend your account, with reasonable notice except in cases of suspected abuse or breach of §3, if:

  • You violate these Terms or the No-PHI MOU.
  • Due Your Notes is required by law to do so.
  • Due Your Notes discontinues the Service (with at least 30 days' notice and an opportunity to export your data).

On termination, Due Your Notes' deletion process described in §6 applies. Audit-log entries pertaining to your account are retained per the Privacy Policy §7.

8. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NONINFRINGEMENT. DUE YOUR NOTES DOES NOT WARRANT THAT THE SERVICE WILL MEET YOUR REQUIREMENTS, BE UNINTERRUPTED, OR BE ERROR-FREE.

The Service is not a substitute for legal, regulatory, ethics, or clinical-supervision advice. Deadline reminders are computed from the data you enter; Due Your Notes does not warrant that any particular reminder reflects the requirements of your licensing board, payer, or supervisor. You remain solely responsible for compliance with your professional obligations.

9. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT WILL DUE YOUR NOTES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, OR USE, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE, WHETHER BASED IN CONTRACT, TORT, OR ANY OTHER LEGAL THEORY, EVEN IF DUE YOUR NOTES HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

To the maximum extent permitted by law, Due Your Notes' total cumulative liability arising out of or related to these Terms or the Service will not exceed one hundred U.S. dollars (\$100), or, if you have paid Due Your Notes, the greater of \$100 or the amount you have paid to Due Your Notes in the twelve months preceding the claim. Phase 1 is free, so the cap is \$100.

Some jurisdictions do not allow the exclusion of certain warranties or limitations of liability; in those jurisdictions, the above limitations apply only to the extent permitted.

10. Indemnification

You agree to indemnify and hold harmless Due Your Notes from any claim, demand, or damages, including reasonable attorneys' fees, arising out of (a) your breach of §1 (no PHI), §3 (acceptable use), or the No-PHI MOU; (b) your use of the Service in violation of any law, regulation, or third party's rights; or (c) any content you enter into the Service.

11. Changes to these Terms

Due Your Notes may update these Terms. Material changes will be announced to active clinicians by email at least 14 days before they take effect, and you may be required to re-accept the updated MOU on next login. Continued use after the effective date constitutes acceptance.

12. Governing law and venue

These Terms are governed by the laws of the Commonwealth of Virginia, without regard to its conflict-of-laws rules. Any dispute arising out of or relating to these Terms or the Service will be brought exclusively in the state or federal courts located in Virginia, and you consent to personal jurisdiction in those courts.

13. Contact

[email protected]. Notice given by email to that address is deemed given.

14. Entire agreement

These Terms, together with the Privacy Policy and the No-PHI Acknowledgement and Acceptable Use MOU, constitute the entire agreement between you and Due Your Notes on the subject matter and supersede any prior agreements.