Preface Health Inc. – Terms of Service & Privacy Policy

Effective Date: June, 2025

1. Who May Use the Services

1.1 Eligibility. You must (a) be at least 18 years old (or the age of majority in your jurisdiction), (b) have the authority to form a binding contract with Preface, and (c) use the Services only in accordance with applicable laws and regulations.

1.2 Entity Users. If you access the Services on behalf of an organization (e.g., a medical practice), you represent and warrant that you have authority to bind the organization to these Terms. “You” and “User” include both you as an individual and the organization you represent.

2. Services Description

Preface provides cloud-based software that:

automates patient intake through dynamic, AI-driven question workflows,
captures and transcribes clinical encounters using ambient audio recording (“Ambient Scribing”), and
generates draft documentation, coding suggestions, and workflow insights for healthcare providers.

Not a Substitute for Medical Judgment. The Services supply information for clinical decision support but do not provide a final diagnosis, treatment plan, or billing determination; ultimate clinical and coding decisions rest exclusively with licensed healthcare professionals.

3. Privacy, HIPAA & Data Security

3.1 Protected Health Information (PHI). To the extent we receive, create, maintain, or transmit PHI on your behalf, Preface acts as a “business associate” under HIPAA. A separate Business Associate Agreement (“BAA”) will govern each party’s HIPAA obligations. In the event of conflict between these Terms and an executed BAA, the BAA controls with respect to PHI.

3.2 Data Security. We employ industry-standard administrative, technical, and physical safeguards designed to protect User data. No security system is flawless; you acknowledge and accept residual risk.

3.3 Incident Reporting. We will notify affected Users without unreasonable delay (and within timeframes required by law) following discovery of any breach of unsecured PHI or other personal information.

4. Consent to Audio Recording & Transcription

By using the Ambient Scribing features, you represent and warrant that:

You have obtained and will maintain all consents required under applicable laws—including dual-party consent laws—to record and transcribe patient-provider encounters.
If you rely on patient acceptance of your intake form or any electronic acknowledgment to obtain such consent, you have verified that this is legally sufficient in your jurisdiction.
Preface may process and store audio data and transcripts for the purpose of providing and improving the Services.

Preface expressly disclaims liability arising from a User’s failure to obtain legally adequate consent.

Privacy Policy

1. Information We Collect

Account Information. Name, email, phone, organization, payment details.
Patient Data. Health information entered by patients or generated by the Services (subject to HIPAA).
Usage & Device Data. Log files, IP address, browser type, device identifiers, cookies, and similar technologies.
Audio & Transcripts. Recordings of clinical encounters when Ambient Scribing is enabled.

Thank you for choosing Preface Health. We are committed to transparency, security, and delivering real value to your practice and patients.