Guidia AI — Terms of Use

Effective date: 09/12/2025

Guidia AI provides educational tools, downloadable forms, and AI-powered assistants to help MDS teams work more efficiently. We are not a healthcare provider, we do not give medical, legal, or billing advice, and we do not accept Protected Health Information (PHI). By using our services, you agree to these terms.

1) Who we are

These Terms of Use (the “Terms”) govern your access to and use of the websites, downloads, member areas, and interactive tools provided by {{Legal Entity Name}} ("Guidia AI", "we", "us"). Our contact email is info@guidia.ai.

2) Acceptance of terms

By creating an account, purchasing a subscription or download, or using any Guidia AI feature, you agree to these Terms and to our Privacy Policy. If you do not agree, do not use Guidia AI.

3) Eligibility

You must be at least 18 years old and able to form a binding contract. You represent that you are using Guidia AI for business/organizational purposes.

4) No medical, legal, or billing advice

  • Guidia AI content and AI outputs are for educational and operational support only. They do not constitute medical advice, legal advice, coding/billing advice, or compliance determinations.

  • We are not affiliated with CMS, Medicare, or any government agency. Our tools may reference public standards (e.g., RAI/MDS guidance), but you are responsible for verifying applicability to your residents, payors, and jurisdiction.

  • Do not delay, disregard, or deviate from professional judgment because of Guidia AI content.

5) No PHI / Prohibited content

  • Do not submit, upload, or paste PHI or any resident-identifiable data into Guidia AI. De-identify/redact all case details before use.

  • You also agree not to submit: payment card data, SSNs, credentials, malware, or any unlawful, infringing, or discriminatory content.

6) Accounts & memberships

  • Auto-renewal. Subscriptions renew automatically each billing cycle until canceled.

  • Cancellation. You may cancel at any time from your account; access continues through the paid period.

  • Refunds. {{Insert refund policy—e.g., "All sales final" or "7‑day first‑time refund"}}.

  • Downgrades/Upgrades. Changes take effect on the next billing cycle unless otherwise stated at checkout.

7) Digital downloads license

  • When you purchase a form/template, you receive a non-exclusive, non-transferable, single-organization licenseto use internally.

  • Allowed: edit for your internal use, share with your employees/contractors who support your facility.

  • Not allowed: resell, re-license, post publicly, include in competing products, or share externally beyond your organization.

8) Acceptable use & fair access

  • Do not scrape, bulk export, or attempt to circumvent paywalls or rate limits.

  • Do not reverse engineer, decompile, or probe our systems or those of our vendors.

  • We may apply technical limits to protect service quality.

9) AI & third‑party services

  • Some features are provided via third parties (e.g., hosting, analytics, payment processors, AI platforms). Use of those services is required for Guidia AI to function.

  • AI outputs can be wrong or incomplete. You are responsible for reviewing and validating content before use.

10) Intellectual property

  • All site content, tools, and templates are owned by Guidia AI or our licensors. Except for the limited license above, no rights are granted.

  • You grant us a worldwide, royalty-free license to use feedback you voluntarily provide to improve our services.

11) Termination

We may suspend or terminate access for violations of these Terms, risk, fraud, or abuse. Upon termination, licenses to downloads survive for materials you lawfully obtained, subject to the restrictions above.

12) Disclaimers

Guidia AI is provided “as is” and “as available.” We disclaim warranties of merchantability, fitness for a particular purpose, accuracy, and non-infringement to the fullest extent permitted by law.

13) Limitation of liability

To the maximum extent permitted by law, Guidia AI and its suppliers will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, even if advised of the possibility. Our aggregate liability for all claims relating to the services is limited to the greater of (a) amounts you paid to us in the 12 months before the claim or (b) USD $100.

14) Indemnification

You will indemnify and hold Guidia AI harmless from claims arising out of your misuse of the services, your content, or your violation of these Terms or applicable law.

15) Modifications

We may update these Terms by posting a revised version and updating the effective date. Material changes will be announced via email or on-site notice. Your continued use after changes constitutes acceptance.

16) Governing law & disputes

These Terms are governed by the laws of South Carolina, United States of America, without regard to conflict-of-law principles.

17) Contact

Questions about these Terms: info@guidia.ai.

Guidia AI — Privacy Policy (Draft)

Effective date: 09/12/2025

1) Overview

This Privacy Policy explains how Guidia AI collects, uses, shares, and safeguards information when you visit our website, purchase downloads, or access member areas and AI tools.

2) Information we collect

  • Account & Contact Data: name, email, organization, role.

  • Transaction Data: purchase history, subscription details (handled by our payment processors; we do not store full card numbers).

  • Usage Data: pages visited, features used, device/browser info, approximate location, and log data.

  • Support Data: messages you send us and the information you choose to include.

  • AI Input Data: prompts you submit to our copilots/agents (do not include PHI or identifiable resident data).

3) No PHI policy & data minimization

  • We do not permit PHI in any field, prompt, or upload. Redact or anonymize all case details.

  • We collect only what is necessary to provide and improve the service.

4) How we use information

  • Provide, operate, and secure our website, downloads, and member areas.

  • Process transactions, subscriptions, and customer support.

  • Communicate about updates, new content, and service notices.

  • Analyze usage to improve features and performance.

  • Enforce our Terms and protect against fraud, abuse, and misuse.

5) Legal bases (if applicable)

For users in the EEA/UK, our processing is based on performance of a contract, legitimate interests (service operation, security, improvement, fraud prevention), consent (where required), and compliance with legal obligations.

6) Sharing with service providers

We share information with vendors who help us operate the service, such as:

  • Website & memberships: Squarespace

  • Payments: Stripe and/or PayPal

  • AI platform: Relevance AI (for embedding and serving AI features)

  • Analytics/communications: {{e.g., Google Analytics, email provider}}
    We require these providers to use your information only to provide services to us. We do not sell your personal information.

7) Data retention

  • Account and transaction records: retained as required by law and for legitimate business needs.

  • AI input logs: retained for troubleshooting and improvement for 90 days, then deleted or anonymized.

  • You may request deletion of your account; we will retain only what we must for legal, tax, or security purposes.

8) Security

We use reasonable administrative, technical, and physical safeguards. No method of transmission or storage is 100% secure; exercise caution and do not submit sensitive data.

9) Your choices & rights

  • Access/Update: Manage your profile in your account or contact us.

  • Marketing opt-out: Use unsubscribe links in emails.

  • Cookie controls: Adjust browser settings and use our cookie banner preferences.

  • Jurisdictional rights: If you are in a region with privacy rights (e.g., EEA/UK, California), you may have rights to access, delete, correct, or limit use of your data. Submit requests to info@guidia.ai

10) International transfers

If you access our services from outside the United States, your information may be transferred to and processed in the U.S. and other countries that may have different data protection laws.

11) Children

Guidia AI is not directed to children under 16, and we do not knowingly collect personal information from them.

12) Changes to this policy

We may update this Policy from time to time. We will post the new version with an updated effective date and notify you of material changes.

13) Contact us

Questions about privacy: {info@guidia.ai.

Cookie Notice (Short Form)

We use cookies and similar technologies to run the site, keep you logged in, remember preferences, and analyze traffic. Some cookies are set by our providers (Squarespace, analytics, payments). You can control cookies via your browser settings. By using our site, you consent to our use of cookies as described in this notice.

Accessibility Statement (Optional)

Guidia AI is committed to providing a website that is accessible to the widest possible audience. If you experience any difficulty or need an accommodation to access content, please contact us at info@guidia.ai.