Terms of Service

The agreement

In short: Using CareVerify means agreeing to these terms.

These terms are between Insync Agency LLC, a company registered in Wyoming, United States, trading as CareVerify ("we"), and the agency that opens an account ("you"). By creating an account or using the service you accept them. If you are accepting on behalf of an agency, you confirm you have authority to bind it.

We export hours. We do not calculate pay.

In short: CareVerify produces a record of verified hours. Everything about turning hours into wages is yours.

This is the most important boundary in this agreement, so it is stated three ways.

CareVerify exports a file of verified hours per caregiver for a date range. It does not calculate wages, overtime, tax withholding, travel time between clients, shift differentials or any other pay element. It is not a payroll system and it is not a substitute for one.

Overtime rules, minimum wage, travel time, rest breaks and state wage and hour requirements are your agency's legal responsibility. They vary by state and by circumstance, and getting them right needs a payroll provider or an accountant who knows your jurisdiction.

If an exported figure is wrong because of what was entered, or because a visit was never resolved in the exception queue, the consequences of paying on that figure rest with you. We surface unresolved visits rather than silently dropping them, precisely so this does not happen quietly.

You remain responsible for your own compliance

In short: We give you tools. Meeting your regulatory obligations is still your job.

CareVerify helps you keep a defensible record of visits and supports compliance with electronic visit verification requirements. It does not guarantee compliance, and no software can. Your agency remains responsible for meeting the requirements of your state Medicaid agency, your payers, your licensing body and applicable federal law.

Nothing on our website or in our documentation is legal advice. Our state EVV guides are general information. Confirm anything that matters with your state agency.

We are not affiliated with any state agency or aggregator

In short: We are an independent software vendor. Nothing more.

CareVerify is not affiliated with, endorsed by, or acting on behalf of any state Medicaid agency, the Centers for Medicare and Medicaid Services, HHAeXchange, or any other EVV aggregator or vendor. We do not submit Medicaid claims and we are not a designated EVV system for any state. Where third-party product names appear on our website, they belong to their owners and are used only to identify those products.

Your account

In short: Keep credentials secure, give accurate information, and make sure your staff follow these terms.

• You are responsible for activity under your account, including that of your staff
• You must give accurate account information and keep it current
• You must tell us promptly at legal@getcareverify.com if you believe an account has been compromised
• You are responsible for having the right to enter the client and caregiver information you put into the service

Use of the service is also subject to our acceptable use policy.

Protected health information

In short: We handle PHI as your business associate, under a separate agreement.

When you record client information, we act as your business associate under HIPAA. That relationship is governed by our business associate agreement, which forms part of this agreement. Where the BAA and these terms conflict on the handling of protected health information, the BAA controls.

Fees and billing

In short: Plans are priced by caregiver count, billed in advance, and published on our pricing page.

Pricing is published at getcareverify.com/pricing and is not negotiated privately. Subscriptions are billed in advance, monthly or annually, through Paddle, which acts as merchant of record and appears as the seller on your receipt.

If your caregiver count passes your plan limit we will notify you and move you to the next plan at your following billing date. We do not lock accounts mid-period for exceeding a limit.

We may change prices with at least 30 days' notice to account administrators. A price change never applies to a period you have already paid for. Refunds are covered by our refund policy.

Trial

In short: Fourteen days, no card required, and the clock starts at your first caregiver check-in.

The trial runs for 14 days and includes every feature. The period begins at your first caregiver check-in rather than at signup, so setup time does not consume it. No payment details are required to start.

Availability

In short: We aim for 99.5% monthly uptime and publish status openly. We do not offer a contractual SLA credit.

We target 99.5% monthly availability excluding scheduled maintenance, which we announce in advance and schedule outside US business hours where possible. Current and historical status is published at status.getcareverify.com.

We are being straight with you rather than selling a promise we cannot back. At our size we do not offer service credits for missed uptime. If availability guarantees with financial remedies are a requirement for your agency, we are not the right vendor today.

Because caregivers check in offline and the app never blocks a check-in, a service interruption does not stop visits being recorded. Records sync when connectivity returns.

Your data

In short: It stays yours. You can export it at any time.

You own the data you put into CareVerify. We claim no ownership of it. We use it only to provide and support the service, as set out in our privacy policy and the BAA.

You can export visits, hours, schedules, client and caregiver records and the audit trail at any time while your account is active, and for 30 days after cancellation. See the data retention policy.

Cancellation and suspension

In short: Cancel whenever you like. We only suspend accounts for non-payment or serious misuse.

You may cancel at any time. There is no notice period and no cancellation fee. Your account continues to the end of the period you have paid for.

We may suspend or terminate an account for non-payment after written notice and a reasonable chance to fix it, for a material breach of these terms or the acceptable use policy, or where continuing would expose us or another customer to legal risk. Except where the law requires otherwise, we will give you the export window described in the retention policy before deleting anything.

What the service does not include

In short: Payroll calculation, tax filing, Medicaid claims submission and clinical documentation are all outside CareVerify.

• Payroll calculation, wage payment and tax filing
• Medicaid claims submission or acting as an EVV aggregator
• Clinical documentation, OASIS assessments and medication administration records
• Applicant tracking, general accounting and marketing tools

Warranties

In short: We provide the service with reasonable skill and care, but not free of every fault.

We will provide the service with reasonable skill and care. Beyond that, and to the extent the law allows, the service is provided as is without further warranties, including implied warranties of merchantability or fitness for a particular purpose. We do not warrant that the service will be uninterrupted or error free.

Limitation of liability

In short: Our liability is capped, and neither side is liable for indirect losses.

To the extent permitted by law, neither party is liable for indirect, incidental, special or consequential losses, or for lost profits, revenue or goodwill.

Our total liability arising out of or related to this agreement is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

Nothing in this section limits liability that cannot lawfully be limited, including for fraud or willful misconduct.

ATTORNEY REVIEW: the cap, its carve-outs, and the interaction with the indemnities and the BAA all need review. The figure above is a starting position, not settled drafting.

Governing law and disputes

In short: To be settled on attorney review.

ATTORNEY REVIEW: governing law, venue, and whether disputes go to courts or arbitration are deliberately left open. Both the supplier and its customers are now US based, which simplifies the question but does not answer it. Do not publish this document with this section unresolved.

Changes to these terms

In short: Material changes come with 30 days' notice.

We may update these terms. For material changes we will email account administrators at least 30 days before they take effect. Continuing to use the service after that means you accept the updated terms. If you do not, you may cancel and we will refund any unused prepaid period.

Contact

In short: Email legal@getcareverify.com.

Insync Agency LLC, Wyoming, United States. legal@getcareverify.com

ATTORNEY REVIEW: registered address, state of registration and company registration number to be inserted.