Terms of Use

CASELOGS TERMS OF USE

Effective Date: June 25, 2026
Last Updated: June 25, 2026

PLEASE READ THESE TERMS OF USE ("TERMS") CAREFULLY BEFORE USING THE CASELOGS PLATFORM. BY REGISTERING AN ORGANIZATION ACCOUNT, CLICKING "ACCEPT," OR OTHERWISE ACCESSING OR USING THE SERVICE, YOU ("CUSTOMER") AGREE TO BE BOUND BY THESE TERMS ON BEHALF OF YOUR ORGANIZATION. IF YOU DO NOT AGREE, DO NOT USE THE SERVICE.

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1. PARTIES AND ACCEPTANCE

1.1 These Terms constitute a binding legal agreement between ArqaOne LLC. ("CaseLogs," "we," "us," or "our") and the organization registering for or using the CaseLogs platform ("Customer," "you," or "your").

1.2 By registering an organization account, you represent and warrant that (a) you have the legal authority to bind the organization to these Terms, (b) the organization is a validly existing legal entity, and (c) all information you provide is accurate and complete.

1.3 These Terms incorporate by reference our Privacy Policy and, where applicable, our Business Associate Agreement (BAA). In the event of a conflict, the BAA governs with respect to Protected Health Information.

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2. DESCRIPTION OF SERVICE

2.1 CaseLogs is a cloud-based case management platform designed for Home and Community-Based Services (HCBS) providers operating under Minnesota Medicaid waiver programs, including the Brain Injury (BI), Community Access for Disability Inclusion (CADI), Developmental Disabilities (DD), Elderly Waiver (EW), and Rule 185 programs.

2.2 The Service includes tools for client recordkeeping, case note documentation, service agreement tracking, milestone management, document storage, team and role management, audit logging, billing reporting, and related features as described on our website and updated from time to time.

2.3 The Service is designed to assist Customers in meeting documentation requirements under Minnesota Department of Human Services (DHS) regulations. CaseLogs does not provide legal, clinical, or compliance advice. You remain solely responsible for ensuring your use of the Service complies with all applicable laws, regulations, and payer requirements.

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3. ACCOUNTS AND AUTHORIZED USERS

3.1 Organization Account. Your organization constitutes a single tenant within the Service. All data you input is associated with your organization's account and is logically isolated from other customers.

3.2 User Roles. The Service supports multiple user roles (Owner, Supervisor, Case Manager, Auditor) with differentiated permissions. You are responsible for assigning appropriate roles and ensuring that users access only the data they are authorized to access.

3.3 Authentication. Access to the Service is provided through Google Workspace OAuth. You are responsible for maintaining the security of your Google Workspace accounts and immediately notifying us of any unauthorized access.

3.4 Account Owner. The individual who registers your organization account is designated as the Owner and has administrative responsibility for the account, including managing subscriptions, inviting users, and accepting agreements on behalf of the organization.

3.5 Responsibility for Users. You are responsible for all activity that occurs under your organization's account, including activity by authorized users and any unauthorized access resulting from your failure to secure credentials.

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4. SUBSCRIPTION, FEES, AND PAYMENT

4.1 Plans. CaseLogs offers subscription plans as described on our pricing page, currently including Core (up to 10 seats) and Growth (unlimited seats). Seat count is calculated based on the number of active users in your organization.

4.2 Free Trial. New subscribers may receive a fourteen (14)-day free trial. No credit card is required to begin the trial. At the end of the trial period, continued access requires a paid subscription.

4.3 Billing. Subscriptions are billed on a per-seat, per-month basis through Stripe. By providing payment information, you authorize CaseLogs to charge your payment method on a recurring basis. All fees are in U.S. dollars and are non-refundable except as required by law or as expressly stated herein.

4.4 Seat Changes. Adding users to your organization may automatically increase your seat count and associated monthly charges. Removing users may reduce your seat count, subject to proration as determined by Stripe's billing logic.

4.5 Taxes. You are responsible for all applicable taxes, levies, or duties associated with your subscription, excluding taxes based on CaseLogs' income.

4.6 Suspension for Non-Payment. If your payment fails and is not resolved within any applicable cure period, we may suspend access to the Service. We will provide notice via the email address associated with your account.

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5. ACCEPTABLE USE

5.1 Permitted Use. You may use the Service solely for your organization's internal case management operations in connection with lawful HCBS waiver programs.

5.2 Prohibited Conduct. You agree not to:
   (a) use the Service for any unlawful purpose or in violation of any federal, state, or local law, including HIPAA, the HITECH Act, and Minnesota Statutes Chapter 13 (Minnesota Government Data Practices Act);
   (b) upload, store, or transmit data or content that infringes on any third party's intellectual property, privacy, or other rights;
   (c) attempt to gain unauthorized access to the Service, other customers' data, or CaseLogs' systems;
   (d) reverse engineer, decompile, disassemble, or attempt to derive the source code of the Service;
   (e) use automated scripts, bots, or scrapers to access the Service;
   (f) transmit malware, viruses, or other harmful code;
   (g) use the Service to store or process data beyond the scope of HCBS case management without our prior written consent;
   (h) sublicense, resell, or otherwise provide access to the Service to third parties not authorized under your subscription.

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6. DATA OWNERSHIP AND RIGHTS

6.1 Your Data. You retain all ownership of the data you input into the Service, including client records, case notes, documents, and Protected Health Information ("PHI"). CaseLogs does not claim any ownership interest in your data.

6.2 License to CaseLogs. You grant CaseLogs a limited, non-exclusive, royalty-free license to process, store, and transmit your data solely as necessary to provide the Service and as described in our Privacy Policy and BAA.

6.3 Aggregated Data. CaseLogs may use de-identified, aggregated data derived from your use of the Service to improve the platform, develop new features, and generate anonymized analytics. Such data will not identify your organization or any individual.

6.4 Data Export. Upon written request, we will provide you with an export of your organization's data in a standard format within thirty (30) days, subject to technical feasibility.

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7. HIPAA COMPLIANCE

7.1 The Service is designed to support HIPAA compliance for Covered Entities. CaseLogs acts as a Business Associate under HIPAA with respect to PHI you provide to the Service.

7.2 Execution of our BAA is required before you may use the Service to create, receive, maintain, or transmit PHI. The BAA is presented as part of the onboarding process and is incorporated into these Terms.

7.3 CaseLogs maintains administrative, physical, and technical safeguards designed to protect the confidentiality, integrity, and availability of PHI. These include TLS encryption in transit, AES-256 encryption at rest, role-based access controls, and HIPAA-grade audit logging.

7.4 You acknowledge that CaseLogs is a tool to assist your compliance efforts and that you remain the Covered Entity responsible for your own HIPAA compliance obligations, including workforce training, policies and procedures, and Notice of Privacy Practices.

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8. INTELLECTUAL PROPERTY

8.1 The Service, including its software, design, branding, documentation, and all underlying technology, is owned exclusively by CaseLogs and protected by applicable intellectual property laws. These Terms do not grant you any ownership interest in the Service.

8.2 You may not use CaseLogs' name, logo, or trademarks without prior written consent.

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9. CONFIDENTIALITY

9.1 Each party agrees to keep the other's non-public business information confidential and not to disclose it to third parties without prior written consent, except as required by law or as necessary to perform under these Terms.

9.2 This obligation does not apply to information that (a) is or becomes publicly known through no fault of the receiving party, (b) was rightfully known before disclosure, or (c) is independently developed without reference to the disclosing party's information.

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10. DISCLAIMERS

10.1 THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR UNINTERRUPTED ACCESS.

10.2 CASELOGS DOES NOT WARRANT THAT THE SERVICE WILL MEET YOUR SPECIFIC REQUIREMENTS, THAT IT WILL BE ERROR-FREE, OR THAT ANY DEFECTS WILL BE CORRECTED. YOU ASSUME FULL RESPONSIBILITY FOR SELECTING THE SERVICE AND FOR ALL RESULTS OBTAINED FROM ITS USE.

10.3 CASELOGS DOES NOT PROVIDE LEGAL, CLINICAL, BILLING, OR REGULATORY COMPLIANCE ADVICE. NOTHING IN THE SERVICE CONSTITUTES PROFESSIONAL ADVICE.

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11. LIMITATION OF LIABILITY

11.1 TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CASELOGS AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, DATA LOSS, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATED TO YOUR USE OF OR INABILITY TO USE THE SERVICE.

11.2 IN NO EVENT SHALL CASELOGS' TOTAL CUMULATIVE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE EXCEED THE GREATER OF (A) THE TOTAL FEES PAID BY YOU TO CASELOGS IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM OR (B) ONE HUNDRED U.S. DOLLARS ($100).

11.3 SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF CERTAIN DAMAGES. IN SUCH JURISDICTIONS, OUR LIABILITY IS LIMITED TO THE FULLEST EXTENT PERMITTED BY LAW.

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12. INDEMNIFICATION

You agree to indemnify, defend, and hold harmless CaseLogs and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to (a) your use of the Service in violation of these Terms, (b) your violation of any applicable law or regulation, (c) any data or content you submit to the Service, or (d) any claim by a third party arising from your acts or omissions.

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13. TERM AND TERMINATION

13.1 Term. These Terms begin when you register for the Service and continue until your subscription is terminated or these Terms are otherwise ended.

13.2 Termination by Customer. You may cancel your subscription at any time through your account settings or by contacting us. Cancellation takes effect at the end of the current billing period. No refunds are issued for unused portions of a billing period.

13.3 Termination by CaseLogs. We may suspend or terminate your access to the Service immediately upon written notice if (a) you materially breach these Terms and fail to cure the breach within ten (10) days of notice, (b) you fail to pay fees when due, (c) we are required to do so by law, or (d) we reasonably believe your use poses a security risk or legal liability to us or other customers.

13.4 Effect of Termination. Upon termination, your right to access the Service ceases. We will retain your data for sixty (60) days following termination, during which you may request an export. After sixty (60) days, your data will be deleted in accordance with our data retention policy. Obligations under the BAA regarding PHI destruction or return apply independently.

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14. MODIFICATIONS

14.1 We may modify these Terms at any time. If we make material changes, we will notify you via email or an in-app notice at least fourteen (14) days before the changes take effect. Your continued use of the Service after the effective date of revised Terms constitutes your acceptance.

14.2 We may modify, discontinue, or add features of the Service at any time. We will provide reasonable advance notice for material changes that reduce core functionality.

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15. GENERAL PROVISIONS

15.1 Governing Law. These Terms are governed by the laws of the State of Minnesota, without regard to its conflict-of-law principles.

15.2 Dispute Resolution. Any dispute arising under these Terms shall first be subject to good-faith negotiation between the parties. If unresolved within thirty (30) days, disputes shall be submitted to binding arbitration under the rules of the American Arbitration Association in Hennepin County, Minnesota, except that either party may seek injunctive relief in a court of competent jurisdiction.

15.3 Entire Agreement. These Terms, together with the Privacy Policy and BAA, constitute the entire agreement between you and CaseLogs regarding the Service and supersede all prior agreements.

15.4 Severability. If any provision of these Terms is found unenforceable, the remaining provisions will continue in full force and effect.

15.5 Waiver. Failure to enforce any provision of these Terms shall not constitute a waiver of that provision.

15.6 Assignment. You may not assign these Terms or your account without our prior written consent. CaseLogs may assign these Terms in connection with a merger, acquisition, or sale of assets.

15.7 Force Majeure. Neither party is liable for delays or failures in performance resulting from causes beyond their reasonable control, including natural disasters, acts of government, or third-party infrastructure failures.

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16. CONTACT

ArqaOne LLC.
Legal: legal@caselogs.io
Support: support@caselogs.io