Terms of Service

Acceptance of Terms

By accessing or using Karebase's website, services, or any related systems (collectively, the "Services"), you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use our Services.

Description of Services

Karebase provides operational tools and systems for DHS-licensed providers, built on Airtable as the core platform. Our services include structured Airtable datastores, custom dashboard interfaces, workflow automations, and notification integrations that deliver alerts to email, Slack, and other messaging platforms your team uses.

An optional AI layer is available for organizations that choose to include it. This AI system is trained on DHS 245D and HCBS documentation and further augmented with your organization's internal policies and procedures. All AI features are HIPAA-compliant, operate in a secure private environment, and your data is never used to train external models.

Karebase does not provide Electronic Visit Verification (EVV) services and does not process EVV data as part of any engagement.

The specific scope of services provided to your organization will be outlined in a separate service agreement executed between Karebase and your organization.

Fees and Payment

Karebase's pricing is determined on a case-by-case basis depending on the scope and complexity of each engagement. A written project estimate will be provided and agreed upon before any work begins.

Most standard engagements are structured as a one-time setup fee of $2,500 covering discovery, system build, configuration, and initial training, followed by a $250 per month ongoing fee that covers continued support, system maintenance, and updates. Additional services or expanded scope may be quoted separately.

Payment terms will be specified in your service agreement. Karebase reserves the right to suspend access to client systems in the event of non-payment following reasonable notice.

Use of Services

You agree to use our Services only for lawful purposes and in accordance with these Terms. You agree not to use the Services in any way that violates applicable federal, state, or local law (including HIPAA and DHS licensing requirements), attempt to gain unauthorized access to any part of the Services, interfere with or disrupt the integrity or performance of the Services, transmit harmful code or malicious software, or reproduce or resell any portion of the Services without express written permission from Karebase.

Intellectual Property

All content, features, and functionality of our website and proprietary systems, including text, graphics, logos, and software, are owned by Karebase or its licensors and protected by applicable intellectual property laws.

Custom systems and tools developed for your organization are subject to the intellectual property terms outlined in your individual service agreement. Your organization's data, policies, and proprietary content remain your property at all times.

Confidentiality

Both parties agree to maintain the confidentiality of any proprietary or sensitive information shared during the course of our engagement. This includes organizational workflows, service data, staff information, care recipient records, internal policy documents, and any other non-public information exchanged in connection with your project.

Where our engagement involves protected health information (PHI), confidentiality obligations are additionally governed by the executed Business Associate Agreement (BAA) and applicable HIPAA requirements.

HIPAA Compliance

Karebase serves DHS-licensed providers whose work may involve protected health information. Where applicable, Karebase operates as a Business Associate under HIPAA and will execute a BAA prior to any engagement that involves PHI. All systems built by Karebase, including Airtable datastores, automated notification workflows, and the optional AI layer, are designed to meet HIPAA Security Rule requirements.

Where the optional AI layer is included, the AI system operates under a HIPAA-compliant infrastructure. Client data used to configure or augment the AI is treated as PHI, is processed within secure and private systems, and is never used to train external AI models or shared beyond the scope of the client's own deployment.

Clients are responsible for ensuring their own staff use Karebase-built systems in accordance with their organization's HIPAA policies and workforce training obligations.

AI-Specific Terms

The optional AI layer, when included, is configured specifically for your organization using DHS 245D and HCBS documentation as a knowledge foundation, augmented with your organization's own internal policies. By providing internal policy documents and operational data for AI configuration, you represent that you have the authority to share such information with Karebase for this purpose.

AI-generated outputs, including documentation drafts, compliance guidance, and procedural recommendations, are provided as operational aids and do not constitute legal, clinical, or regulatory advice. Your organization is responsible for reviewing AI outputs and ensuring they meet applicable DHS documentation and compliance standards before relying on them.

Karebase does not guarantee the accuracy or completeness of AI-generated outputs. The AI system is designed to support your team, not replace professional judgment.

Disclaimer of Warranties

Our 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. Karebase does not warrant that the Services will be uninterrupted, error-free, or free of harmful components.

Limitation of Liability

To the maximum extent permitted by law, Karebase shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses resulting from your use of our Services.

Termination

We may terminate or suspend your access to our Services immediately, without prior notice or liability, for any reason including breach of these Terms or your service agreement. Upon termination, your right to use the Services will immediately cease. Provisions of these Terms that by their nature should survive termination, including confidentiality, intellectual property, and limitation of liability, shall survive.

Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Minnesota, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be resolved in the courts located in Minnesota.

Changes to Terms

We reserve the right to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect. Your continued use of the Services after such changes constitutes acceptance of the new Terms.

Contact

If you have questions about these Terms of Service, please contact us at contact@karebase.com.