WellNotes

Terms of Service

Last updated: October 2, 2026

1. Acceptance of Terms

By accessing or using WellNotes AI ("the Service"), you agree to be bound by these Terms of Service. If you do not agree, do not use the Service. The Service is operated by WellNotes AI ("we", "us", "our").

2. Description of Service

WellNotes AI is a clinical documentation tool that helps mental health professionals generate structured clinical notes. The Service uses AI to expand brief session notes into comprehensive documentation formatted according to standard clinical templates (SOAP, DAP, BIRP, etc.).

3. Professional Responsibility

WellNotes AI is a documentation assistance tool, not a clinical decision-making tool. You acknowledge that:

  • All AI-generated content must be reviewed, edited, and approved by a licensed professional before use in clinical records.
  • You are solely responsible for the accuracy and clinical appropriateness of all notes.
  • The Service does not provide clinical advice, diagnosis, or treatment recommendations.
  • You must comply with all applicable professional licensing requirements, ethical standards, and regulations in your jurisdiction.

4. Account and Eligibility

You must be a licensed or supervised mental health professional (or in training under supervision) to use this Service. You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account.

5. Subscription and Billing

  • Subscriptions are billed monthly or annually as selected at checkout.
  • New subscriptions start with a 3-day free trial. A payment method is required to start the trial. You will not be charged until the trial ends, and you can cancel at any time before then to avoid being charged.
  • You may cancel at any time. Upon cancellation, you retain access through the end of your current billing period plus a 30-day grace period for data export.
  • Refunds are handled on a case-by-case basis. Contact support@wellnotesai.com for refund requests.
  • If your account has a remaining credit balance when your subscription ends, we refund that credit to your original payment method. This happens when the subscription actually ends, not when you schedule a cancellation.
  • If a payment fails. If we can't collect a scheduled payment (your first payment after a free trial, a renewal, or the payment due when a pause ends on its own) and your card issuer declines it for a reason such as insufficient funds or a credit or transaction limit, we may switch your subscription to a lower-priced option and charge that lower amount right away so you keep access. We try these options in order: (1) the same plan billed monthly instead of annually; (2) the Starter plan billed monthly. If your plan is one we no longer offer to new customers, the only option is the same plan billed monthly. Each lower charge is less than the amount that was declined, and we try at most two lower charges for each declined payment. We never move you to a free plan, and we never move you to a different plan that we no longer offer. If a lower charge succeeds, the declined payment is cancelled and will not be collected, your new plan starts that day and renews automatically at its regular price until you change or cancel it, and we let you know by email and in the app. You can switch back to your original plan (we charge its price when you switch) or cancel at any time from your Account page.
  • If the lower charges are declined too. If every lower-priced option is also declined, we may keep your subscription on the lowest option above (for example, the Starter plan billed monthly) and retry that amount instead of the original amount. We may retry a failed payment several times over the following weeks. If all retries fail, your subscription is cancelled.
  • If you resume a pause yourself. If you resume a paused subscription from your Account page and the payment is declined, we do not switch your plan automatically. We may offer you a lower-priced option on screen, and we only charge it if you choose it.
  • If a payment fails after a pause. If your pause ends and we can't collect the payment for your next billing period (after trying any lower-priced option above), your subscription stays paused, you won't have access to the Service, and your subscription will be cancelled 30 days after the failed payment unless you update your payment method and resume it before then. After cancellation, the 30-day data export period described above applies.

6. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose
  • Share your account credentials with others
  • Attempt to bypass rate limits, security measures, or access controls
  • Reverse engineer, decompile, or attempt to extract source code from the Service
  • Use the Service to generate content that is fraudulent, misleading, or harmful
  • Input patient-identifying information unnecessarily (the Service automatically sanitizes PII, but you should minimize PII in your input)

7. Intellectual Property

You retain ownership of all clinical content you create using the Service. We retain ownership of the Service itself, including its software, design, and branding. AI-generated content is provided as a tool output for your professional use.

8. Limitation of Liability

To the maximum extent permitted by law, WellNotes AI shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of data, revenue, or professional standing, arising from your use of or inability to use the Service. Our total liability shall not exceed the amount you paid us in the 12 months preceding the claim.

9. Disclaimer of Warranties

The Service is provided "as is" without warranties of any kind, express or implied. We do not warrant that the Service will be uninterrupted, error-free, or that AI-generated content will be clinically accurate or complete. You use the Service at your own risk and professional judgment.

10. Termination

We may suspend or terminate your account if you violate these Terms or engage in activity that harms the Service or other users. You may terminate your account at any time by canceling your subscription and contacting support.

11. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated via email or in-app notification at least 30 days before taking effect. Continued use of the Service after changes constitutes acceptance.

12. Governing Law

These Terms are governed by the laws of the United States. Any disputes shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association.

13. Contact

For questions about these Terms, contact us at support@wellnotesai.com.