Agreeing to these terms
These terms are an agreement between you and the operator of AideBook (“AideBook”, “we”, “us”). They apply to the website at aidebook.app, the AideBook web app, the AideBook mobile app for iPhone and Android, and related emails and support (together, the “Service”). By creating an account, signing in, or using the Service, you agree to these terms and to our privacy policy. If you don’t agree, don’t use the Service.
If you accept these terms for a home care business (an “Agency”), you confirm you have authority to bind it, and “you” includes the Agency. If an Agency has signed a separate written agreement with us, that agreement takes precedence where it conflicts with these terms.
The Service
AideBook helps private-pay, non-medical home care agencies schedule shifts, document visits against a Plan of Care, collect client signatures, compute timesheets and run caregiver training. Owners and admins run the Agency’s account in the web app. Caregivers use the mobile app or the web app to see their shifts and clients, clock in and out, write the aide note and collect signatures, even without a connection.
AideBook is an administrative record-keeping tool. It is not a medical device, an electronic health record, a Medicaid electronic visit verification (EVV) or billing system, or a staffing service, and it doesn’t provide medical, legal, tax or employment advice. Overtime and hour calculations are aids; the Agency is responsible for its own payroll and wage-and-hour compliance.
Accounts and roles
- Accounts are by invitation. An Agency’s owner invites admins, and owners and admins invite caregivers. There is no public sign-up.
- Each account belongs to one person. Keep your password private, don’t share your account, and tell your Agency and us at once if you think someone else has used it. You’re responsible for activity under your account.
- Caregivers use the Service on behalf of their Agency. The Agency decides which clients a caregiver can see and can change or remove a caregiver’s access at any time.
- The mobile app is currently for caregivers. Owners and admins who sign in to it are directed to the web app.
- You must be at least 18, or the age of majority where you live, to hold an account.
Agency responsibilities
An Agency that uses AideBook is responsible for:
- the information it and its users put into the Service, and having the notices, consents and legal right to collect it and to let us process it, including clients’ consent to sign electronically;
- complying with the laws that apply to its business, such as licensing, employment, wage-and-hour, record retention, consumer protection and health information privacy laws;
- who it invites, what roles it gives them, and removing access promptly when someone leaves;
- reviewing visit records, timesheets and exports before relying on them, including visits flagged for review; and
- keeping its own copies of records it is legally required to retain.
Acceptable use
You agree not to:
- enter false visit times, forge a signature, or sign on someone’s behalf without their authority;
- access data you aren’t authorized to see, or another Agency’s account;
- probe, scan or test the Service’s security without our written permission (good-faith reports are welcome, see security), or interfere with its operation;
- reverse engineer, decompile or copy the Service, except where the law allows it despite this restriction;
- use bots or scraping, or send more requests than normal use needs;
- upload malware, or content that is unlawful, infringing or abusive;
- store medical diagnoses, payment card numbers, Social Security numbers or similar sensitive identifiers in free-text fields; or
- resell the Service or use it to build a competing product.
Your data
The Agency owns the records it and its users put into AideBook (“Agency Data”). The Agency gives us permission to host, copy, transmit and display Agency Data only as needed to provide, secure and support the Service, as described in our privacy policy. We don’t sell Agency Data or use it for advertising. An Agency’s owner can export its records and can ask us to close the account; see delete your account.
If you send us feedback or suggestions, we may use them without any obligation to you.
The mobile app
- License. We grant you a personal, non-exclusive, non-transferable, revocable license to install and use the AideBook app on devices you own or control, to use the Service under these terms. We reserve all rights not expressly granted.
- Working offline. The app saves clock-ins, notes and signatures on the phone when there’s no connection and sends them when a connection returns. Work that hasn’t sent yet exists only on that phone: don’t log out, delete the app or reset the phone while the app says something is waiting to send, or that work can be lost. Times captured on the phone while offline are marked for the Agency’s review.
- Updates. We may release updates that fix problems or change features. Some versions may stop working with the Service until you update.
- Device and data. You’re responsible for your phone, its operating system and your mobile data charges. Keep your phone locked with a passcode, because it holds your clients’ information while you are signed in.
App Store and Google Play
If you downloaded the app from Apple’s App Store, these additional terms apply:
- These terms are between you and AideBook only, not Apple. AideBook, not Apple, is solely responsible for the app and its content.
- Your license to the app is limited to using it on Apple-branded products you own or control, as permitted by the Usage Rules in Apple’s Media Services Terms and Conditions, except that the app may also be accessed by other accounts associated with you through Family Sharing or volume purchasing.
- AideBook is solely responsible for maintenance and support of the app. Apple has no obligation to provide any maintenance or support services for it.
- If the app fails to conform to any applicable warranty, you may notify Apple, and Apple will refund the purchase price, if any, to you. To the maximum extent permitted by law, Apple has no other warranty obligation with respect to the app, and any other claims, losses, liabilities, damages, costs or expenses attributable to any failure to conform to a warranty are AideBook’s responsibility, to the extent not disclaimed in these terms.
- AideBook, not Apple, is responsible for addressing any claims by you or a third party relating to the app or your possession and use of it, including product liability claims, claims that the app fails to conform to legal or regulatory requirements, and claims under consumer protection, privacy or similar laws.
- If a third party claims that the app or your possession and use of it infringes their intellectual property rights, AideBook, not Apple, is solely responsible for the investigation, defense, settlement and discharge of that claim.
- You confirm that you are not located in a country subject to a U.S. Government embargo or designated as a “terrorist supporting” country, and that you are not listed on any U.S. Government list of prohibited or restricted parties.
- You must comply with any applicable third-party terms, such as your wireless carrier’s, when using the app.
- Apple and its subsidiaries are third-party beneficiaries of these terms and, once you accept them, have the right to enforce them against you as a third-party beneficiary.
If you downloaded the app from Google Play, Google’s Play Terms of Service also apply to your download, and Google is not responsible for the app or the Service.
Early access and fees
AideBook is in early access. Agencies in early access use the Service on the terms we agree with them, including any trial period and pricing. Caregivers never pay to use the app. There are no in-app purchases. Early-access features may change, and may have bugs; please tell us about anything that doesn’t work.
Changes and availability
We work to keep the Service available and your data safe, but it may sometimes be unavailable for maintenance, updates or reasons beyond our control. We may change, add or remove features. If we make a change that significantly reduces what an Agency relies on, we’ll give its owner reasonable notice.
We may update these terms. We’ll post the new version here with a new effective date and, for significant changes, tell Agency owners by email or in the web app before they take effect. Continuing to use the Service after that means you accept the updated terms.
Our property
The Service, including its software, design, text, graphics, logos and the templates and guides on this website, belongs to AideBook and its licensors and is protected by intellectual property laws. The free templates may be printed and used within your own agency. “AideBook” and our logo are our trademarks.
Ending use
- An Agency can stop using the Service and ask us to close its account at any time.
- We may suspend or end access for anyone who breaches these terms, creates risk for other users or the Service, or where the law requires. Where reasonable, we’ll tell the Agency first and give it a chance to export its records.
- When a caregiver’s access ends, the app stops opening their account and clears the information it kept on the phone the next time it connects.
- Sections that by their nature should survive, such as Agency responsibilities, disclaimers, limitation of liability and indemnity, survive the end of these terms.
Disclaimers
To the fullest extent the law allows, the Service is provided “as is” and “as available”, without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, title and non-infringement. We don’t warrant that the Service will be uninterrupted or error-free, or that calculations, exports or records will meet any particular legal or regulatory requirement. Some places don’t allow these disclaimers, so they may not all apply to you.
Limitation of liability
To the fullest extent the law allows, AideBook will not be liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data or goodwill, arising from or related to the Service, even if we were told they were possible. Our total liability for all claims relating to the Service is limited to the greater of the amount the Agency paid us for the Service in the 12 months before the claim, or US$100. Nothing in these terms limits liability that cannot be limited by law.
Indemnity
An Agency will defend and indemnify AideBook against third-party claims arising from Agency Data, the Agency’s or its users’ breach of these terms, or the Agency’s violation of law, and pay resulting costs, damages and reasonable attorneys’ fees.
Governing law
These terms are governed by the laws of the United States and of the state in which AideBook’s operator is organized, without regard to conflict-of-law rules. Before filing a claim, you agree to contact us and try to resolve the dispute informally for at least 30 days. If you use the app as a consumer, you keep any rights the law of your home country or state gives you that can’t be waived by contract.
General
These terms and the privacy policy are the whole agreement between you and us about the Service, unless an Agency has a separate written agreement with us. If a provision is unenforceable, the rest stays in effect. Not enforcing a provision isn’t a waiver. You may not transfer these terms without our consent; we may transfer them as part of a merger, acquisition or sale of assets. Neither party is liable for delays caused by events beyond its reasonable control.
Contact
Questions about these terms, support for the app, or legal notices: hello@aidebook.app.