Terms of Service

1. Who these Terms cover

These Terms govern each person who accesses EarFill’s websites, applications, and related services. If you use EarFill for a clinic or other organization, you confirm that you are authorized to use the service for that organization and agree to these Terms personally. Your organization’s Master Services Agreement, Business Associate Agreement, and Order Form (together, the “Clinic Agreement”) separately govern EarFill’s commercial and HIPAA relationship with the organization. If these Terms conflict with the Clinic Agreement, the Clinic Agreement controls for the organization.

2. Accounts and authorized use

You must provide accurate account information, protect your credentials, and promptly tell EarFill if you suspect unauthorized access. Accounts are individual and may not be shared. You may use EarFill only for your organization’s legitimate healthcare operations and only within the access your organization has granted you.

You may not attempt to access another organization’s data; use EarFill for unlawful, fraudulent, abusive, or misleading activity; interfere with the service or payer systems; introduce malicious code; scrape or probe the service; bypass security or usage limits; reverse engineer the service except where law expressly permits it; or use EarFill to build or train a competing product.

3. Patient information and HIPAA

Use patient information only as authorized by your organization and applicable law, and limit it to what is reasonably needed for the task. Do not use EarFill for personal purposes or upload information your organization is not permitted to disclose. EarFill’s handling of protected health information for a clinic is governed by the applicable Business Associate Agreement, not this public Privacy Policy.

4. What EarFill provides

EarFill provides administrative tools for insurance verification, claims, and related workflows. It does not provide medical, legal, billing, or coverage advice. Payer responses, automated transcriptions, artificial-intelligence outputs, and other third-party information can be incomplete or incorrect. You and your organization remain responsible for reviewing results, making care and billing decisions, and confirming critical information with the payer when appropriate. A benefit verification is not a guarantee of coverage or payment.

5. Communications and text messages

EarFill may send service and account communications by email or through the application. If you separately opt in to text messages, you authorize EarFill to send recurring automated texts to the number you provide, including trial or account updates, service notifications, and marketing or promotional messages. Consent to marketing texts is not a condition of purchase or use. Message frequency varies and message and data rates may apply.

Reply STOP to stop texts or HELP for help. EarFill also honors other reasonable opt-out requests, including QUIT, END, REVOKE, OPT OUT, CANCEL, and UNSUBSCRIBE, and may send one final non-marketing confirmation. Opting out of texts does not cancel your account or stop necessary non-SMS communications. Carriers are not liable for delayed or undelivered messages. You confirm that you are authorized to use the number you provide and will notify EarFill if it changes.

6. Ownership and feedback

EarFill and its licensors own the service, software, designs, and related intellectual property. Subject to these Terms and the Clinic Agreement, EarFill gives you a limited, nonexclusive, nontransferable right to use the service for your organization. If you provide feedback, you permit EarFill to use it without restriction or compensation, without identifying you or disclosing protected health information.

7. Suspension and termination

Your organization controls your access and may remove it. EarFill may suspend or terminate access to protect patients, clinics, payers, or the service; respond to suspected misuse or a legal requirement; or enforce these Terms or the Clinic Agreement. Provisions that by their nature should survive termination will survive.

8. Disclaimers and liability

To the maximum extent permitted by law, the service is provided “as is” and “as available,” without warranties beyond those expressly stated in an applicable Clinic Agreement. For organization-related claims, the warranty, indemnity, and liability terms in the Clinic Agreement control. Nothing in these Terms excludes liability that cannot lawfully be excluded.

9. Governing law and changes

Delaware law governs these Terms, without regard to conflict-of-law rules, and state and federal courts located in Delaware have exclusive jurisdiction, except where applicable law requires otherwise. EarFill may update these Terms. If a change is material, EarFill will provide reasonable notice and request a new acceptance when appropriate. The version shown above identifies the terms you are reviewing.