Terms of Service

These Terms of Service (the Terms) form a binding agreement between Accurate Billing and Coding, Inc. d/b/a ClaimCarePro (CaringCodex, we, us) and the practice or individual that subscribes to the service (you). You accept these Terms when you complete checkout, sign in to the dashboard, or use any part of the service.

1. Who you are contracting with

CaringCodex is a product operated by ClaimCarePro, the trade name of Accurate Billing and Coding, Inc., a Florida corporation. The contracting party for every subscription is Accurate Billing and Coding, Inc. d/b/a ClaimCarePro. If you also use ClaimCarePro for medical billing, that is a separate agreement with separate obligations; cancelling one does not cancel the other, and neither service gives the other access to the other's data except where you have separately consented in writing.

2. The service

CaringCodex builds and hosts a website for your practice and, depending on the plan you choose, adds local search optimization, additional location or content pages, and managed Google Ads campaigns. Every plan includes hosting, security patching, and access to the dashboard where you review and approve content before it publishes.

What each plan includes, and what it costs, is listed on the pricing page, which is part of these Terms. We may add capabilities to a plan at any time. If we remove a capability from your plan, we will tell you by email before the change takes effect, and you may cancel under section 9 if you do not want to continue.

Some capabilities are made available only on request because they require paperwork or consent handling that must be completed first. Those are identified as such on the pricing page and are not enabled by paying for a plan.

We build a limited number of new practice sites each week. If capacity for the current week is full, the next available start date is shown to you before you pay, never after.

3. Your account

You must be at least 18 years old and authorized to enter into this agreement for your practice. You are responsible for the accuracy of the account and practice information you give us, for keeping your sign-in credentials secure, and for everything done through your account. Tell us promptly at jacob@claimcarepro.com if you believe your account has been used without your permission.

4. Fees, billing, and the setup fee

• Subscription fees are billed in advance, monthly, starting on the day you check out and recurring on the same day each month. Plans renew automatically until cancelled.
• The one-time setup fee covers building your site. It is charged once, at checkout, on the plans where it applies, and it is included at no charge on the higher-priced plans. The exact amount is shown on the pricing page and again on the checkout screen before you pay.
• Add-ons you select are billed monthly alongside your plan, or once, if the add-on is a one-time deliverable.
• Payment processing. Payments are handled by Square. We never see or store your card number. Your use of Square is also governed by Square's own terms.
• Taxes are your responsibility where they apply, and are added to the amounts above rather than included in them.
• Failed payments. If a charge fails, Square retries it. If payment is still outstanding 10 days after the due date, we may suspend the service and, after 30 days, terminate it under section 9.
• Refunds. Fees already paid are non-refundable except where the law requires otherwise. Cancelling stops the next charge; it does not refund the current month, and you keep the service for the period you paid for.
• Price changes. We will give you at least 30 days' notice by email before a price change affects your subscription. The new price applies from the next billing date after that notice period. You may cancel before then.

5. Advertising spend

Ad spend on Dominate is billed by Google directly to your card. We never mark it up and we never raise your cap without you clicking the button yourself.

That means your subscription fee and your advertising budget are two separate charges from two separate companies. We manage the campaigns; Google bills the media. Your monthly budget cap is shown in your dashboard, and raising it requires an action taken by you while signed in — no one at CaringCodex can raise it on your behalf, and no automated system in the product can raise it either. Google may pause, disapprove, or limit campaigns under its own advertising policies, and those decisions are Google's to make.

6. Content accuracy and attestation

Nothing publishes without that approval. Our compliance checks screen drafts for claims that healthcare advertising rules commonly prohibit, and they will block or flag copy before it reaches you. Those checks are a safety net for our own drafting; they are not a legal review of your practice's advertising, and they do not replace your professional judgment or your own counsel.

7. Your content responsibilities

• Give us accurate source material. Provider names, credentials, NPI numbers, license status, insurance participation, hours, locations, and services are supplied by you through the intake form, and we build from what you supply. Keep it current, and tell us when it changes.
• You must have the rights to what you send. Logos, photographs, copy, and any other material you upload must be yours to use, and you grant us a non-exclusive license to host, adapt, and publish it for the purpose of operating your site.
• No patient testimonials without written consent on file, and no patient photographs or identifiable stories without the same. Several states restrict or prohibit testimonials outright; that determination is yours to make.
• Do not send protected health information through the intake form, email, or the contact-form relay. See section 13.
• Review what you approve. Approval in the dashboard is the moment content becomes yours. If something is wrong after it publishes, email jacob@claimcarepro.com and we will correct it.

8. Acceptable use

You agree not to use the service to:

• publish content that is false, misleading, or unlawful in any state where you practice;
• advertise services you are not licensed to provide, or make claims about outcomes, cures, or guarantees that healthcare advertising rules prohibit;
• infringe anyone's intellectual property, or impersonate another practice or provider;
• probe, scan, or interfere with the platform's security, or attempt to access another customer's data;
• resell, sublicense, or white-label the platform itself, as distinct from the site we build for you; or
• add third-party tracking or advertising pixels to your site. The platform does not support them by design — see the privacy policy.

We may suspend or terminate the service for a material breach of this section. Where it is practical and lawful to do so, we will tell you what the problem is and give you a chance to fix it first.

9. Cancellation, export, and termination

Cancel anytime from your dashboard. Your site stays up 30 days after you cancel, and you can download the whole thing as a static export. We don't do exit interviews.

The static export contains the published pages of your site as HTML, CSS, images, and other assets, so you can host it anywhere. It does not include the CaringCodex platform itself — the dashboard, the generation pipeline, the templates as templates, or the managed campaign tooling. If you use a custom domain, it stays yours throughout; point it wherever you like.

After the 30-day window closes, we take the site offline and delete your content on the schedule described in the privacy policy. Ask us before then if you need more time, and we will do what we reasonably can.

We may terminate this agreement for non-payment under section 4, for a material breach of section 8, or if continuing would require us to break the law. If we discontinue the service entirely, we will give you at least 60 days' notice, refund any prepaid fees covering the period after shutdown, and make the static export available throughout.

10. Intellectual property

What you own

You own your practice's content: your name, marks, logos, photographs, provider information, and the copy published on your site — including copy we drafted and you approved. On approval, we assign to you whatever rights we hold in that published copy and in the customized page content built for your practice, so that your site is yours to keep after you leave.

What we own

We keep everything that makes the service work and is not specific to you: the templates and design systems, the underlying code, the generation and compliance pipeline, the dashboard, our documentation, and the CaringCodex and ClaimCarePro names and marks. Your subscription is a license to use those things while it is active, not a transfer of them.

References and feedback

We will not use your practice's name, logo, or site as a marketing reference, case study, or testimonial without your written permission. If you send us feedback or feature suggestions, we may use them to improve the product without owing you compensation.

11. No guarantee of outcomes

We guarantee the deliverable, not the result. We will build and host what your plan describes. We do not guarantee patient volume, phone calls, form submissions, search rankings, ad impressions, conversion rates, revenue, or any other business outcome. Search engines and ad platforms control their own results and approvals, and they change how they work without consulting us. Any timeline we state describes when we deliver, and it runs from the point where we have what we need from you.

12. Third-party services

The service runs on infrastructure and platforms operated by others: Amazon Web Services hosts the platform and your site, Square processes payments, Google serves ads and search results, and Anthropic's models draft copy for your review. Where you hold your own account with one of those companies — a Google Ads account, for example — that company's terms govern your account, and we act only within the access you grant us. We are not responsible for a third-party platform's outages, policy decisions, or account actions, though we will help you work through them.

13. Privacy and protected health information

The standard CaringCodex website is designed not to create, receive, maintain, or transmit protected health information on our systems. Contact-form messages are relayed to your inbox and we store only delivery metadata — never the message body. Because of that architecture, a Business Associate Agreement is not required for the base service.

Do not send us protected health information. If you add a capability that is designed to handle it, we execute a Business Associate Agreement with you first, and that capability does not turn on until the agreement is signed. How we handle the information we do collect is described in the privacy policy, which is part of these Terms.

14. Disclaimer of warranties

Except as expressly stated in these Terms, the service is provided as is and as available, without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted or error-free, and we are not your lawyer: nothing in the product or on this website is legal advice about your professional advertising obligations. Some jurisdictions do not allow these exclusions, in which case they apply to the fullest extent permitted.

15. Limitation of liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost revenue, lost patients, lost data, or the cost of substitute services, even if advised that such damages were possible.

To the fullest extent permitted by law, our total aggregate liability arising out of or relating to the service is limited to the subscription and setup fees you actually paid us in the 12 months before the event giving rise to the claim. Advertising spend billed to you by Google is not paid to us and is not included in that amount. Nothing in these Terms limits liability that cannot be limited by law, including liability for fraud.

16. Indemnification

You will defend and indemnify us against third-party claims, and the reasonable legal costs of defending them, arising out of the content you supply or approve, your practice's compliance with professional licensing and advertising rules, your relationships with your patients, or your breach of section 7 or section 8. We will tell you promptly about any such claim, let you control the defense of it, and cooperate with you at your expense.

17. Governing law and disputes

These Terms are governed by the laws of the State of Florida, without regard to its conflict-of-laws rules. Before filing anything, email us at jacob@claimcarepro.com describing the problem, and give us 30 days to resolve it — most disputes end there. If that does not resolve it, the state and federal courts located in Pinellas County, Florida have exclusive jurisdiction, and both parties consent to venue there.

18. Changes to these terms

We may update these Terms as the product changes or the law requires. When we do, we update the “Last updated” date at the top of this page and post the new version here. For changes that materially affect your rights or obligations, we email the address on your account at least 14 days before the change takes effect.

Continuing to use the service after the effective date means you accept the updated Terms. If you do not accept them, cancel before that date — your site still stays up for 30 days and the static export is still yours, exactly as described in section 9.

19. General

• Entire agreement. These Terms, the pricing page, and the privacy policy are the whole agreement between us about the service, and they replace any earlier discussions.
• Severability. If a provision is unenforceable, the rest stays in force and the unenforceable part is narrowed to the minimum extent necessary.
• No waiver. Not enforcing a provision once does not waive it.
• Assignment. You may not assign this agreement without our written consent, except to a successor of your practice. We may assign it to a successor of our business.
• Independent contractors. Neither party is the other's agent, partner, or employee.
• Force majeure. Neither party is liable for delays caused by events outside its reasonable control.
• Survival. Sections 6, 10, 11, 14, 15, 16, and 17 survive the end of this agreement.

20. How to reach us

Questions about these Terms go to jacob@claimcarepro.com, or through the contact page. We answer in writing within one business day.

Accurate Billing and Coding, Inc. d/b/a ClaimCarePro
Clearwater, Florida, United States