TERMS OF SERVICE
CHC Evolved LLC
Effective Date: April 1, 2026
1. Acceptance of Terms
These Terms of Service (“Terms”) constitute a legally binding agreement between you (“Customer,” “you,” or “your”) and CHC Evolved LLC, a Kentucky limited liability company (“Company,” “we,” “our,” or “us”), governing your access to and use of the websites CHCEvolved.ai and CHCDocs.ai, and all products, services, and content offered through those websites (collectively, the “Services”).
By creating an account, accepting these Terms within the CHCDocs application, starting a free trial, subscribing to a paid plan, or otherwise using the Services, you agree to be bound by these Terms and our Privacy Policy (available at https://chcevolved.ai/privacy-policy). If you are accepting these Terms on behalf of an organization, you represent and warrant that you have authority to bind that organization.
If you do not agree to these Terms, do not use the Services.
2. Description of Services
2.1 CHCDocs
CHCDocs is a software-as-a-service (SaaS) platform for administrative document management, designed specifically for Federally Qualified Health Centers (FQHCs). Features include centralized policy management, HRSA compliance mapping, AI-powered document analysis, contract management, auto-renewal alerts, version control, staff acknowledgment tracking, and audit logging.
2.2 CHCEvolved.ai Consulting and Advisory Services
CHC Evolved provides consulting, advisory, and AI agent deployment services for FQHCs. Consulting engagements are governed by separate engagement agreements and are not self-serve. These Terms apply to your use of the CHCEvolved.ai website and any interactions through it.
2.3 Service Modifications
We reserve the right to modify, update, or discontinue any aspect of the Services at any time. We will provide at least thirty (30) days’ written notice of material changes that reduce functionality you are actively using under a paid subscription. Non-material changes (bug fixes, UI improvements, new features) may be made without advance notice.
3. Account Registration and Security
To use CHCDocs, you must create an account by providing accurate and complete registration information, including your name, email address, and organization name. You are responsible for maintaining the confidentiality of your account credentials, including multi-factor authentication (MFA) devices, and for all activities that occur under your account.
You agree to notify us immediately at support@chcevolved.ai if you become aware of any unauthorized use of your account. We are not liable for any loss arising from unauthorized use of your account credentials.
4. Free Trial
CHCDocs Pro may be offered with a thirty (30) day free trial. To start a trial, you must provide a valid payment method (credit card, debit card, or ACH).
By starting a free trial, you expressly acknowledge and agree that your payment method will be automatically charged at the then-current CHCDocs Pro subscription rate upon expiration of the thirty (30) day trial period, unless you cancel before the trial expires. Your payment method will not be charged during the trial period.
We will send you a reminder email at least seven (7) days before your trial converts to a paid subscription. You may cancel at any time before the trial period ends through the Stripe Customer Portal or by contacting support@chcevolved.ai.
If you cancel during the trial or do not convert to a paid subscription, your account will transition to read-only status on day thirty-one (31). While in read-only status, you may view and export your data but may not upload new documents or use AI-powered features. Data retention following read-only transition is governed by Section 6.3.
5. Subscriptions, Pricing, and Billing
5.1 Plans and Pricing
CHCDocs is offered in the following plans:
CHCDocs Basic: $399 per month. Core document management features including policy management, HRSA compliance mapping, version control, approval workflows, staff acknowledgment tracking, audit logging, and a public policy viewer. No free trial.
CHCDocs Pro: $499 per month, or $4,990 per year (annual discount). Includes all Basic features plus AI-powered compliance analysis, vendor contract management (with AI contract review and deadline alerts), and employment contract management (with AI contract review). Thirty (30) day free trial available.
Seat-Based Pricing: Each plan includes a base allocation of user seats. Additional administrator seats are available at $25 per month per seat, and additional editor seats are available at $15 per month per seat. Seat counts may be adjusted at any time through the Stripe Customer Portal.
Current pricing is published at [PRICING_URL]. Pricing is subject to change with at least thirty (30) days’ notice before any price increase takes effect on your next billing cycle. Price increases do not apply to prepaid annual subscriptions until renewal.
5.2 Billing
All payments are processed by Stripe, Inc. Subscriptions are billed in advance on a monthly or annual basis, depending on your selected plan. Applicable taxes (including state sales tax at the current rate) are calculated and collected by Stripe Tax and added to your invoice.
You authorize us to charge the payment method on file for all applicable fees and taxes. If payment fails, we will attempt to collect payment using Stripe’s Smart Retry system (up to eight (8) attempts over approximately seven (7) days). If all attempts fail, your subscription will be marked as unpaid, and your account may transition to read-only status as described in Section 6.
5.3 Plan Changes
You may upgrade or downgrade your plan, or adjust the number of seats, at any time through the Stripe Customer Portal. Upgrades take effect immediately with a prorated charge applied to your next invoice. Downgrades take effect at the end of the current billing period; no prorated refund is issued for the current period. Seat reductions take effect immediately with a prorated credit applied to your next invoice.
6. Cancellation and Data Retention
6.1 How to Cancel
You may cancel your subscription at any time through the Stripe Customer Portal or by emailing support@chcevolved.ai. Cancellation takes effect at the end of your current billing period. You will retain full access to the Services through the end of the period you have already paid for.
6.2 Post-Cancellation Access
At the end of your final billing period, your account transitions to read-only status. During read-only status, you may view your documents and export your data using the in-product export features. You may not upload new documents, create new contracts, or use AI-powered features.
6.3 Data Retention and Deletion
Your data is retained for ninety (90) days following the start of read-only status (whether from cancellation, trial expiration, or payment failure). During this ninety-day period, you retain full read-only access and may export your data at any time.
We will send reminder emails at sixty (60) days and eighty (80) days following the start of read-only status to notify you of the approaching data deletion deadline.
After the ninety (90) day retention period, all your data—including uploaded documents, policy metadata, approval history, acknowledgment records, contract records, and AI analysis results—is permanently deleted from our systems and all subprocessor systems. A confirmation email is sent upon deletion, and a timestamp is recorded in our internal audit log. This action is irreversible.
IMPORTANT: CHCDocs is not an archival or long-term records retention system. Many FQHCs are subject to federal, state, and HRSA record retention requirements that may require documents to be maintained for periods of three (3) to seven (7) years or longer. You are solely responsible for exporting and independently archiving your documents and records before your data retention period expires. We strongly recommend that you maintain independent copies of all documents uploaded to CHCDocs in your organization’s primary records management system at all times.
7. Service Availability
We will use commercially reasonable efforts to maintain the availability of the CHCDocs platform. Our target availability is 99.5% uptime measured on a monthly basis, excluding scheduled maintenance windows. Scheduled maintenance will be performed during off-peak hours (between 12:00 AM and 6:00 AM Eastern Time) whenever practicable, and we will provide at least twenty-four (24) hours’ notice for planned maintenance that may affect availability.
In the event of unplanned downtime exceeding four (4) consecutive hours, we will provide status updates via email to account administrators. We do not offer service credits or refunds for downtime, but prolonged or repeated service disruptions may entitle you to terminate your subscription without penalty under Section 15.
This Section 7 does not constitute a service level agreement (SLA). Separate SLA terms may be available for enterprise or multi-site deployments upon request.
8. Acceptable Use
You agree to use the Services only for lawful purposes and in accordance with these Terms. You agree not to:
• Upload, store, or transmit Protected Health Information (PHI) or any documents containing patient data to CHCDocs (see Section 9)
• Use the Services to violate any applicable law, regulation, or third-party rights
• Attempt to gain unauthorized access to any part of the Services or its related systems
• Use the Services to transmit malware, viruses, or other harmful code
• Interfere with or disrupt the integrity or performance of the Services
• Reverse-engineer, decompile, or attempt to derive the source code of the Services
• Use the AI-powered features to generate content for purposes unrelated to your organization’s FQHC administrative compliance
• Resell, sublicense, or distribute the Services to third parties without prior written authorization
• Attempt to circumvent any access control, rate limiting, or security mechanism within the Services
• Use automated tools (bots, scrapers, or similar) to access the Services without prior written authorization
9. Protected Health Information (PHI) Exclusion
9.1 Platform Scope
CHCDocs is an administrative document management platform. It is designed exclusively for policies, procedures, contracts, compliance documents, and similar administrative materials. It is expressly not designed for, and shall not be used for, the storage, processing, or transmission of Protected Health Information (“PHI”) as defined by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), as amended.
9.2 Prohibited Content
You agree not to upload any documents containing PHI to the CHCDocs platform. Prohibited content includes, but is not limited to: patient records, clinical notes, billing records that identify individual patients, laboratory results, prescription records, treatment plans, and any document that contains individually identifiable health information as defined by 45 CFR § 160.103.
9.3 Upload Disclaimers
The CHCDocs platform displays PHI exclusion notices during document upload. These notices are informational reminders and do not constitute a technical barrier to upload. The responsibility for ensuring that uploaded documents do not contain PHI rests solely with you and your organization. We do not scan uploaded documents for PHI and have no obligation to detect or prevent PHI uploads.
9.4 Inadvertent PHI Uploads
If PHI is inadvertently uploaded to CHCDocs, you agree to:
• Notify us immediately at support@chcevolved.ai upon discovery
• Identify the specific document(s) and content at issue
• Cooperate with our efforts to remove the material promptly
Upon confirmed notification, we will take commercially reasonable steps to delete the identified content within forty-eight (48) hours. We reserve the right to immediately remove, without prior notice, any content that we reasonably believe contains PHI.
9.5 No HIPAA Obligations
Because CHCDocs is not designed or intended for PHI, and because the upload of PHI is expressly prohibited under these Terms, we do not act as a Business Associate (as defined by HIPAA) with respect to your use of the CHCDocs platform. We have no obligation to maintain HIPAA-compliant safeguards, execute Business Associate Agreements, or provide breach notification under HIPAA’s Breach Notification Rule with respect to any PHI that is uploaded in violation of these Terms.
Organizations that require a Business Associate Agreement for specific consulting engagements or use cases outside of the CHCDocs platform should contact us at support@chcevolved.ai. BAAs are available on a case-by-case basis for qualifying engagements and are not included by default with CHCDocs subscriptions.
9.6 Indemnification for PHI Violations
If you upload PHI to CHCDocs in violation of this Section 9, you are solely responsible for any resulting HIPAA violations, regulatory penalties, or third-party claims. Your indemnification obligations under Section 14 expressly include any claims, losses, or penalties arising from the upload of PHI or other prohibited content to the Services.
10. Intellectual Property
10.1 Company IP
The Services, including all software, content, design, branding, logos, and documentation, are the property of CHC Evolved LLC and are protected by applicable intellectual property laws. These Terms do not grant you any ownership interest in the Services.
10.2 Your Content
You retain all ownership rights to the documents and content you upload to CHCDocs (“Your Content”). By uploading content to CHCDocs, you grant us a limited, non-exclusive license to host, store, process, and display Your Content solely to provide the Services to you. This license terminates when Your Content is deleted from our systems.
10.3 AI-Generated Outputs
AI-powered analysis results (including compliance gap reports, naming convention recommendations, contract risk assessments, and similar outputs) are generated using Your Content as input. You own the AI-generated outputs produced from Your Content. We do not claim ownership of AI-generated outputs.
10.4 AI Output Disclaimer
AI-generated outputs are provided for informational purposes only and do not constitute legal, compliance, regulatory, or professional advice. AI analysis is designed to assist—not replace—professional judgment. You acknowledge and agree that:
• AI-generated outputs may contain errors, omissions, inaccuracies, or incomplete analysis
• AI analysis reflects the content of the documents provided and may not account for regulatory changes, local requirements, or organizational context not present in the documents
• HRSA compliance determinations are made by HRSA and its reviewers based on document content, not on document names, AI scores, or AI-generated recommendations
• You are solely responsible for independently verifying all AI-generated outputs before relying on them for any purpose, including HRSA compliance determinations, OSV preparation, contract negotiations, employment decisions, or legal matters
• We do not guarantee that following AI-generated recommendations will result in HRSA compliance, successful OSV outcomes, or any particular regulatory result
The disclaimers in this Section 10.4 apply to all AI-powered features within the Services, including but not limited to per-document compliance analysis, HRSA naming convention suggestions, org-wide gap analysis, contract risk review, and any future AI features.
11. Confidentiality
Each party agrees to maintain the confidentiality of the other party’s confidential information. Confidential information includes business plans, financial data, technical information, customer lists, and any information marked as confidential or that a reasonable person would understand to be confidential.
Confidentiality obligations do not apply to information that: (a) is or becomes publicly available through no fault of the receiving party; (b) was known to the receiving party prior to disclosure; (c) is independently developed without use of the disclosing party’s information; or (d) is required to be disclosed by law, provided that the receiving party gives prompt written notice to the disclosing party (to the extent legally permitted) and reasonably cooperates with efforts to limit the scope of disclosure.
12. Data Export
During any active subscription or read-only access period, you may export your data from CHCDocs. Currently available export capabilities include:
• Individual document download in the original uploaded format (.docx)
• Report exports in CSV format (inventory, compliance, acknowledgments, approvals, version history, AI summary)
We are actively developing additional bulk export capabilities. We will use commercially reasonable efforts to ensure that your data remains exportable in standard, machine-readable formats throughout your subscription.
If you require a complete data export in a format not currently available through the self-service tools, contact support@chcevolved.ai and we will work with you to provide your data in a reasonable format within ten (10) business days.
13. Disclaimer of Warranties
THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT DEFECTS WILL BE CORRECTED. WE DO NOT WARRANT THE ACCURACY, COMPLETENESS, OR RELIABILITY OF ANY AI-GENERATED ANALYSIS, RECOMMENDATION, OR OUTPUT. AI-POWERED FEATURES ARE TOOLS TO ASSIST PROFESSIONAL JUDGMENT AND ARE NOT A SUBSTITUTE FOR QUALIFIED LEGAL, COMPLIANCE, OR REGULATORY COUNSEL.
WE EXPRESSLY DISCLAIM ANY WARRANTY THAT AI-GENERATED OUTPUTS WILL SATISFY HRSA REQUIREMENTS, RESULT IN SUCCESSFUL OPERATIONAL SITE VISIT OUTCOMES, OR MEET ANY PARTICULAR COMPLIANCE STANDARD. YOU ASSUME ALL RISK ASSOCIATED WITH YOUR USE OF AND RELIANCE ON AI-GENERATED OUTPUTS.
14. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL CHC EVOLVED LLC, ITS OFFICERS, DIRECTORS, MEMBERS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR YOUR USE OF THE SERVICES, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER LEGAL THEORY, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR THE SERVICES SHALL NOT EXCEED THE AMOUNTS PAID BY YOU TO US DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.
Exceptions: The limitations in this Section 14 do not apply to: (a) your indemnification obligations under Section 15; (b) either party’s breach of confidentiality obligations under Section 11; or (c) claims arising from your violation of Section 9 (PHI Exclusion).
15. Indemnification
You agree to indemnify, defend, and hold harmless CHC Evolved LLC and its officers, directors, members, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys’ fees) arising out of or in connection with:
(a) (a) your use of the Services;
(b) (b) your violation of these Terms;
(c) (c) your violation of any applicable law or regulation;
(d) (d) your upload of PHI or other prohibited content to the Services in violation of Section 9;
(e) (e) any claim by a third party arising from the content you upload to the Services; or
(f) (f) any HIPAA violation, regulatory penalty, or enforcement action resulting from your upload of PHI to the Services.
16. Governing Law and Dispute Resolution
16.1 Governing Law
These Terms are governed by and construed in accordance with the laws of the Commonwealth of Kentucky, without regard to its conflict of laws principles.
16.2 Informal Resolution
Before initiating any formal dispute resolution proceeding, you agree to first contact us at support@chcevolved.ai and attempt to resolve the dispute informally for a period of at least thirty (30) days.
16.3 Binding Arbitration
If informal resolution is unsuccessful, any dispute, claim, or controversy arising out of or relating to these Terms or the Services shall be resolved by binding arbitration administered by the American Arbitration Association (“AAA”) under its Commercial Arbitration Rules. The arbitration shall be conducted by a single arbitrator. The arbitration may be conducted remotely (by videoconference or telephone) or, if in-person proceedings are required, in Richmond, Kentucky. The arbitrator’s decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.
16.4 Class Action Waiver
YOU AND CHC EVOLVED LLC AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, CONSOLIDATED, OR REPRESENTATIVE PROCEEDING.
16.5 Small Claims Exception
Notwithstanding the arbitration provision above, either party may bring an individual action in small claims court for disputes within the court’s jurisdictional limits.
16.6 Equitable Relief
Nothing in this Section 16 prevents either party from seeking injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of intellectual property rights or confidentiality obligations.
17. Term and Termination
17.1 Term
These Terms are effective when you first access or use the Services and continue until terminated by either party.
17.2 Termination by You
You may terminate these Terms at any time by cancelling your subscription as described in Section 6.1 and ceasing use of the Services.
17.3 Termination by Us
We may terminate or suspend your access to the Services under the following circumstances:
• Material breach of these Terms: We will provide written notice specifying the breach and a fifteen (15) day cure period. If the breach is not cured within fifteen (15) days, we may terminate your access immediately.
• Non-payment: If payment remains outstanding after all retry attempts described in Section 5.2, we will provide written notice and a fifteen (15) day cure period before transitioning your account to read-only status.
• PHI violation: If we reasonably determine that you have uploaded PHI in violation of Section 9, we may immediately suspend your upload capabilities (without terminating read access) pending investigation and resolution.
• Immediate termination: We may terminate immediately, without a cure period, if your use of the Services poses a security risk, facilitates illegal activity, or could expose us or other customers to liability.
17.4 Effect of Termination
Upon termination, your data retention and export rights are governed by Section 6. The following sections survive termination: Sections 9 (PHI Exclusion), 10 (Intellectual Property), 11 (Confidentiality), 13 (Disclaimer of Warranties), 14 (Limitation of Liability), 15 (Indemnification), and 16 (Governing Law and Dispute Resolution).
18. General Provisions
Entire Agreement. These Terms, together with our Privacy Policy and any applicable SaaS Subscription Agreement or consulting engagement agreement, constitute the entire agreement between you and CHC Evolved LLC regarding the Services.
Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect. The unenforceable provision will be modified to the minimum extent necessary to make it enforceable while preserving its original intent.
Waiver. Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.
Assignment. You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations in connection with a merger, acquisition, reorganization, or sale of all or substantially all of our assets, provided that the assignee agrees to be bound by these Terms. Any other assignment by us requires your consent.
Notices. Notices to you will be sent to the email address associated with your account. Notices to us should be sent to support@chcevolved.ai or mailed to CHC Evolved LLC, 212 N. 2nd St. STE 100 Richmond, KY 40475.
Force Majeure. Neither party is liable for any failure or delay in performance due to circumstances beyond its reasonable control, including but not limited to natural disasters, acts of government, pandemic, internet disruptions, or third-party service provider outages (including Supabase, Stripe, Render, or Anthropic outages).
Amendments. We may update these Terms from time to time. Material changes will be communicated by email at least thirty (30) days before the changes take effect. For material changes that reduce your rights or increase your obligations, we will require re-acceptance through the in-application terms acceptance mechanism. Continued use of the Services after the effective date constitutes acceptance of the revised Terms.
Relationship of the Parties. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between the parties. Neither party has the authority to bind the other.
Third-Party Beneficiaries. These Terms do not create any third-party beneficiary rights.
19. Contact Us
For questions about these Terms of Service, please contact:
CHC Evolved LLC
Email: support@chcevolved.ai
Website: https://chcevolved.ai
Address: 212 N. 2nd St. STE 100 Richmond, KY 40475