Please read the following terms and conditions carefully before using Recorvis's platform and services. By accessing or using our platform, creating an account, or submitting any forms, you acknowledge that you have read, understood, and agreed to be bound by these Terms of Service and Conditions ("Terms").

1. Acceptance of Terms

By accessing or using the Recorvis platform ("Platform"), website, or services ("Services"), you agree to be bound by these Terms and all applicable laws and regulations. If you do not agree with any part of these Terms, you must not use our Platform or Services.

2. Service Description

Recorvis provides a B2B SaaS platform designed to help VA claims consultants and service providers manage their operations more efficiently. Our Services include:

• HIPAA-compliant customer relationship management (CRM) tools
• Medical records review coordination and management
• Independent medical opinion (nexus letter) coordination and fulfillment
• Practice management tools and workflow automation
• Client communication and case tracking capabilities

Important Limitation: Recorvis provides infrastructure and tools to support your VA claims consulting business. We do not provide legal advice, medical advice, or direct VA claims consulting services to veterans. You're solely responsible for the professional services you provide to your clients.

3. Client Responsibility for HIPAA Compliance

Critical Notice: While Recorvis provides HIPAA-compliant infrastructure, you (the client) are solely responsible for your own HIPAA compliance when using our platform. This includes:

• Ensuring your staff is properly trained on HIPAA requirements
• Implementing appropriate policies and procedures
• Managing access controls and user permissions
• Responding to data breach notifications
• Handling veterans' Protected Health Information (PHI) in accordance with HIPAA regulations
• Obtaining necessary Business Associate Agreements (BAAs) with your own service providers

Recorvis doesn't access, view, or handle PHI stored in your account. We provide the secure infrastructure, but you maintain complete control and responsibility for the data you process through our platform.

4. Account Registration and Security

4.1 Account Creation

To use our Services, you must create an account and provide accurate, complete, and current information. You agree to:

• Provide truthful and accurate information during registration
• Maintain the security of your account credentials
• Notify us immediately of any unauthorized access or security breach
• Accept responsibility for all activities that occur under your account

4.2 Account Security

You are responsible for maintaining the confidentiality of your account login credentials. You agree not to share your account access with unauthorized individuals and to implement appropriate access controls for your team members.

4.3 Account Termination

We reserve the right to suspend or terminate your account if:

• You violate these Terms
• You provide false or misleading information
• Your account is used for fraudulent or illegal activities
• Your payment is past due for more than 30 days
• We are required to do so by law

5. Subscription and Payment Terms

5.1 Subscription Plans

Recorvis offers various subscription plans with different features and pricing. By subscribing to a plan, you agree to pay all applicable fees as described at the time of purchase.

5.2 Payment

• All fees are payable in U.S. dollars
• Subscription fees are billed in advance on a recurring basis (monthly or annually)
• You authorize us to charge your designated payment method for all fees
• Failed payments may result in service suspension or termination

5.3 Refunds

Subscription fees are generally non-refundable except as required by law or as explicitly stated in your subscription agreement. We may offer prorated refunds at our sole discretion for annual subscriptions canceled within the first 30 days.

5.4 Price Changes

We reserve the right to modify our pricing with at least 30 days' notice. Continued use of the Services after the price change takes effect constitutes acceptance of the new pricing.

6. Data Collection and Usage

6.1 Platform Data

Information collected through your use of the Platform will be used to:

• Provide and maintain our Services
• Process transactions and manage subscriptions
• Provide customer support and technical assistance
• Improve and develop new features
• Send service-related communications

6.2 Client Data

You retain all rights to the data you input into the Platform ("Client Data"). We do not claim ownership of your Client Data. You grant us a limited license to host, store, and process your Client Data solely to provide the Services.

6.3 Privacy

Our collection, use, and disclosure of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.

7. Confidentiality and Data Security

7.1 Our Commitment

We implement reasonable administrative, technological, and physical safeguards to protect information stored on our Platform. However, no system can be 100% secure, and we cannot guarantee absolute security.

7.2 Your Responsibility

You are responsible for:

• Implementing appropriate security measures for your practice
• Training your staff on data security and HIPAA compliance
• Monitoring access to your account
• Reporting suspected security incidents to us promptly

7.3 Data Breach Notification

In the event of a security breach affecting your account, we will notify you as required by applicable law and provide information about the nature and scope of the breach.

8. Prohibited Uses

You agree not to use the Platform or Services to:

• Violate any applicable laws or regulations
• Infringe on intellectual property rights of others
• Transmit malware, viruses, or malicious code
• Attempt to gain unauthorized access to our systems
• Interfere with or disrupt the Platform or Services
• Use the Platform for any fraudulent or illegal purpose
• Reverse engineer, decompile, or disassemble any aspect of the Platform
• Resell or redistribute the Services without authorization
• Use automated systems to scrape or download data from the Platform

9. Intellectual Property Rights

9.1 Recorvis Property

The Platform, including all software, designs, graphics, text, and other content (excluding Client Data), is owned by Recorvis and protected by copyright, trademark, and other intellectual property laws.

9.2 Limited License

We grant you a limited, non-exclusive, non-transferable license to access and use the Platform solely for your business purposes in accordance with these Terms.

9.3 Client Data

You retain all rights to your Client Data. By using our Services, you grant us only the rights necessary to provide the Services to you.

10. Communication Preferences

10.1 Service Communications

By using our Platform, you agree to receive communications from Recorvis regarding:

• Account and billing information
• Service updates and announcements
• Technical support and customer service
• Security and privacy notifications

These communications are necessary for the operation of the Services and cannot be opted out of while maintaining an active account.

10.2 Marketing Communications

We may send you marketing communications, promotional offers, and newsletters. You can opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Emailing us at support@recorvis.com with "Unsubscribe" in the subject line
• Updating your communication preferences in your account settings

10.3 SMS/Text Messaging

If you provide your phone number and consent to receive text messages:

• You agree to receive automated and/or pre-recorded SMS text messages from Recorvis
• Standard messaging and data rates may apply
• You can opt out at any time by replying "STOP" to any text message
• For assistance, reply "HELP" or contact support@recorvis.com

Message frequency may vary. The SMS program may not be available on all wireless carriers. We reserve the right to add or remove wireless carriers from this program without notice.

11. Service Level and Support

11.1 Service Availability

We strive to maintain high availability of our Platform but do not guarantee uninterrupted or error-free service. We may perform scheduled maintenance with reasonable notice when possible.

11.2 Customer Support

We provide customer support via email at support@recorvis.com. Support response times vary based on your subscription plan and the nature of the issue.

11.3 Service Modifications

We reserve the right to modify, suspend, or discontinue any aspect of the Services at any time, with or without notice. We are not liable for any modification, suspension, or discontinuation of the Services.

12. Third-Party Services and Integrations

The Platform may integrate with or contain links to third-party services, websites, or applications. We are not responsible for the content, privacy practices, or terms of service of third-party services. Your use of third-party services is subject to their respective terms and privacy policies.

13. Limitation of Liability

13.1 Disclaimer of Warranties

THE PLATFORM AND SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

13.2 Limitation of Damages

TO THE MAXIMUM EXTENT PERMITTED BY LAW, RECORVIS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO:

• Loss of profits, revenue, or business opportunities
• Loss of data or information
• Business interruption
• Loss of goodwill or reputation

Our total liability for any claims arising from or related to these Terms or the Services shall not exceed the amount you paid to Recorvis in the 12 months preceding the claim.

14. Indemnification

You agree to indemnify, defend, and hold harmless Recorvis, its affiliates, officers, directors, employees, and agents from any claims, liabilities, damages, losses, costs, or expenses (including reasonable attorneys' fees) arising from:

• Your use or misuse of the Platform or Services
• Your violation of these Terms
• Your violation of any applicable laws or regulations
• Your violation of any third-party rights
• Your professional services provided to veterans or other clients
• Any claim that your Client Data infringes on third-party rights

15. Data Retention and Deletion

15.1 Active Accounts

We retain your Client Data for as long as your account is active and as needed to provide the Services.

15.2 Account Termination

Upon termination of your account:

• You have 30 days to export and download your Client Data
• After 30 days, we may permanently delete your Client Data
• We may retain certain information as required by law or for legitimate business purposes

15.3 Data Portability

You may request a copy of your Client Data at any time by contacting support@recorvis.com. We will provide the data in a commonly used, machine-readable format.

16. Modifications to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by:

• Posting the updated Terms on our website
• Sending an email to your account email address
• Displaying a notice in the Platform

Your continued use of the Services after the effective date of the updated Terms constitutes acceptance of the changes. If you do not agree to the updated Terms, you must discontinue use of the Services and may terminate your account.

17. Termination

17.1 Termination by You

You may terminate your account at any time by:

• Canceling your subscription through your account settings
• Contacting us at support@recorvis.com

Termination does not relieve you of any payment obligations for services already provided.

17.2 Termination by Us

We may terminate or suspend your account immediately, without prior notice or liability, if:

• You breach these Terms
• We are required to do so by law
• We discontinue the Services to all customers

17.3 Effect of Termination

Upon termination:

• Your right to access and use the Platform immediately ceases
• You remain responsible for any outstanding fees
• Provisions of these Terms that by their nature should survive termination will survive

18. Governing Law and Dispute Resolution

18.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Idaho, without regard to its conflict of law provisions.

18.2 Dispute Resolution

Any disputes arising from these Terms or your use of the Services shall be resolved through:

1. Good faith negotiation between the parties
2. If negotiation fails, binding arbitration in accordance with the rules of the American Arbitration Association
3. Arbitration shall take place in Boise, Idaho

18.3 Class Action Waiver

You agree to resolve disputes with us on an individual basis and waive any right to participate in class action lawsuits or class-wide arbitration.

19. Miscellaneous Provisions

19.1 Entire Agreement

These Terms, together with our Privacy Policy and any other agreements referenced herein, constitute the entire agreement between you and Recorvis regarding the Services.

19.2 Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

19.3 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

19.4 Assignment

You may not assign or transfer these Terms or your account without our prior written consent. We may assign these Terms to any affiliate or in connection with a merger, acquisition, or sale of assets.

19.5 Force Majeure

We shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including acts of God, natural disasters, war, terrorism, riots, labor disputes, or internet service provider failures.

19.6 Independent Contractors

Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between you and Recorvis.

20. Contact Information

If you have any questions about these Terms or our Services, please contact us at:

Email: support@recorvis.com

21. Acknowledgment

By creating an account, accessing the Platform, or using our Services, you acknowledge that:

• You have read and understood these Terms
• You agree to be bound by these Terms
• You have the authority to enter into these Terms on behalf of your organization (if applicable)
• You are responsible for your own HIPAA compliance and professional obligations

If you do not agree with these Terms, you must not use our Platform or Services.

Last Updated: November 12, 2025
Effective Date: November 12, 2025