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Terms of Use

TERMS OF SERVICE

 

Last updated: 05/14/2025
Last Reviewed: 05/14/2025

These Customer Terms of Service (the “Terms”) are between Practice by Numbers, Inc. (“Practice by Numbers” or “we”) and the Customer identified in the accompanying Order Form (“Customer” or “you”). Practice by Numbers licenses certain software to customers (the “Software”) that are available to access through the cloud, via Practice by Numbers’ website (the “Website”) as a subscription service, together with other tools, content, and materials provided by Practice by Numbers on the Website or otherwise (the “Subscription Service”).

PLEASE READ THESE TERMS CAREFULLY BEFORE ACCEPTING THEM BY SIGNING THE ACCOMPANYING ORDER FORM. THESE TERMS GOVERN THE LICENSE AND USE OF THE SUBSCRIPTION SERVICE AND SOFTWARE OFFERED BY PRACTICE BY NUMBERS AND PROVIDED TO CUSTOMER AND ITS USERS UNDER THE ORDER FORM(S) EXECUTED BY CUSTOMER. BY SIGNING THE ORDER FORM, YOU ARE INDICATING YOUR ACCEPTANCE OF THIS ENTIRE TERMS OF SERVICE CONTRACT. IF YOU DO NOT ACCEPT THESE TERMS, DO NOT SIGN THE ORDER FORM.

These Terms are effective between Customer and Practice by Numbers as of the date Customer signs the initial Order Form and that Order Form is accepted by Practice by Numbers (the “Effective Date”). The person accepting the Order Form and these Terms on behalf of Customer represents that he or she has the authority to bind such entity to these terms and conditions. 

If you are a User using the Subscription Service under the Customer’s license, applicable portions of these Terms are also binding upon you individually. Where applicable, “you” also refers to Users.

1. Definitions.

  1. “Acceptable Use Policy” means the acceptable use policy and terms set forth in Section 2(b).

  2. “Confidential Information” means Practice by Numbers’ pricing, Customer Data, either party’s non-public business and technology information, the Software, trade secrets, any written materials marked as confidential and any other information which reasonably should be understood to be confidential.

  3. “Customer Data” means all electronic data, content and information input by Customer and Users into the Subscription Service, including any Personal Information of individuals. Customer Data does not include any Feedback.

  4. “De-identified Data” has the meaning set forth in Section 4(a).

  5. “Practice by Numbers Materials” means the Subscription Service, Software, documentation, the Website and its contents (including all content generated by the Subscription Service, except for Personal Information provided by Customer and its Users), Practice by Numbers’ trademarks and service marks, custom developments, Modifications, training materials, and other written or electronic documents and materials produced by Practice by Numbers that relate to the Subscription Service, and all intellectual property rights in the foregoing.

  6. “Feedback” means any suggestions, enhancement requests, new features, functionality, complaints or other feedback from Customer or Users relating to the Subscription Service, other Practice by Numbers Materials, or Practice by Numbers’ Services.

  7. “Location(s)” refers to specific offices of Customer that are licensed to use the Subscription Service, as listed in Customer’s Order Form(s).

  8. “Modifications” means updates, upgrades, patches, improvements, enhancements, bug fixes, additional features, and other modifications to the Subscription Service or other Practice by Numbers Materials.
  9. “Order Form(s)” means the Customer Order Form and Agreement between the parties, and/or any other mutually agreed electronic or written documents for placing orders in connection with these Terms.

  10. “Privacy Policy” means the Practice by Numbers Privacy Policy posted on the Website, which is incorporated into these Terms by reference. The Privacy Policy may be accessed at this link: https://www.practicenumbers.com/privacy-policy/

  11. “Services” means technical support, Software maintenance, and other services offered by Practice by Numbers to customers as part of or in connection with the Subscription Service, including consulting or other professional services for which Practice by Numbers may charge a separate fee.

  12. “Software” means the software program(s) that Practice by Numbers makes available to Customer as part of the Subscription Service. “Software” also includes any downloadable software provided by Practice by Numbers as part of the Subscription Service and any Modifications to the foregoing software. Software will be provided to Customer only through online access as part of the Subscription Service.

  13. “Subscription Service” means the subscription service specified in an Order Form, providing online access to hosted Software and any related products and Services offered by Practice by Numbers that are made available online to Customer, including any associated offline components. “Subscription Service” excludes any third party software and applications that are owned by entities or individuals other than Practice by Numbers and that may interoperate with the Subscription Service or Software, including but not limited to those listed or provided on the Website or together with the Subscription Service.

  14. “Term” means the Initial Term of these Terms together with any and all Renewal Terms, as those terms are defined in Section 6(a).

  15. “Third Party Software” means software owned by third parties and licensed to Practice by Numbers for customers to use in connection with the Subscription Service, including open source software.

  16. “Users” means employees, independent contractors, staff and other individual persons that Customer authorizes to use the Subscription Service, solely for Customer’s own internal business purposes.

  17. “Website” means the Practice by Numbers website where Customer and its Users access the Subscription Service, and/or other web pages designated by Practice by Numbers where resources and Services related to the Subscription Service are provided by Practice by Numbers (excluding third party websites).

2. License. Practice by Numbers grants Customer a non-exclusive, non-transferable (except in accordance with Section 14) right and license, during the term of these Terms, to access and use the Subscription Service during the Term for each authorized Location. The Subscription Service is subject to the following license terms and limitations:

    1. Use of Subscription Service. Use of the Subscription Service and Software is limited to Customer’s own internal business purposes related to analyzing, managing, and growing its business, and only for the authorized Locations. Customer is granted the right to authorize Users to access and use the Subscription Service, for the sole benefit of Customer’s business. Customer and Users are authorized to use the Software only as part of the Subscription Service, except as otherwise specifically set forth in these Terms or in the terms of use for a particular Software product.
       
      • Acceptable Use Policy. Customer and its Users may not use the Subscription Service or other Practice by Numbers Materials in any of the following ways:
        1. in any way that violates these Terms or is prohibited by law, regulation, or governmental order;
        2. distributing any viruses or other malicious code, spam, or any other materials or instructions that may cause harm or injury to anyone;
        3. violating the rights of others; including violating any person’s right of privacy or any copyright, trademark, or other intellectual property rights;
        4. reverse engineering, disassembling, decompiling or otherwise attempting to derive source code, trade secrets, algorithms, programming methods or Confidential Information from the Software or Subscription Service;
        5. modifying or creating derivative works of the Subscription Service or any other Practice by Numbers Materials, or using them in order to build a competitive product or service, or copying any features, functions or graphics of the Subscription Service, Software or Website.
        6. removing, altering, or obfuscating any copyright notices, trademark notices, or other proprietary rights notices placed or embedded by Practice by Numbers on or in any Practice by Numbers Materials
        7. uploading any libelous or unlawful material;
        8. trying to gain unauthorized access to or disrupt any service, device, data, account or network;
        9. in a way that could harm the Subscription Service; including any way which could damage, disable, overburden, or impair the Subscription Service or interfere with anyone’s use of the Subscription Service;
        10. obtaining or attempting to obtain any materials or information by circumventing any access or use restrictions or by any other unauthorized methods, such as hacking or password mining;
        11. using any bots, spiders, page-scraping or other automated or manual processes or methods to copy or monitor the Subscription Service or any of its contents;
        12. renting, leasing, lending, selling, sublicensing, assigning, distributing, publishing, transferring, or otherwise making available any Subscription Services;
        13. marketing or promoting any product or service that is not available through Practice by Numbers;
        14. sending any calls to life-line services, such as hospitals, fire, police, 911 or utility-related telephone numbers; or
        15. assisting or encouraging anyone to do any of the above.
        16. Violation of this Acceptable Use Policy may result in suspension or termination of the Subscription Service for the responsible User and/or Customer. 

      • Modifications. Customer acknowledges and agrees that Practice by Numbers may make Modifications to the Subscription Service and other Practice by Numbers Materials from time to time, in Practice by Numbers’ sole discretion. 

      • Customer’s Data Obligations. Customer is solely responsible for all Customer Data, including the accuracy, quality, integrity, legality, reliability, appropriateness, and intellectual property ownership of or right to use all Customer Data. Customer hereby grants Practice by Numbers and its personnel the right, to use, modify, adapt, reproduce, distribute, display and disclose Customer Data posted on the Subscription Service solely to the extent necessary to provide the Subscription Service and other Services or as otherwise permitted by these Terms.

      • Users. Each User will be required to accept these Terms prior to accessing the Subscription Service. Notwithstanding the foregoing, Customer is responsible for ensuring that its Users comply with these Terms.

      • Open Source and Third Party Software. The parties acknowledge that the Software may contain open source code and other Third Party Software components. Open source components are subject to the applicable third party license terms, which are available upon request. Other Third Party Software that may be embedded in the Software, or provided by Practice by Numbers as an integrated part of the Subscription Service, is sublicensed by Practice by Numbers to Customer pursuant to these Terms, as applicable, unless Practice by Numbers provides a separate third party license(s) for such Third Party Software to Customer. Third Party Software is licensed only for use in connection with the Software, unless otherwise permitted under an open source license.

      • Free Trials. If you are participating in any free offer or trial period, Practice by Numbers will make the Subscription Service available to you free of charge until the end of the free trial period for which you have registered. You must cancel the Subscription Service before the end of the trial period to avoid incurring new charges. If you do not cancel your subscription and we have told you the Subscription Service will convert to a paid subscription at the end of the trial or free period, you authorize us to charge your payment method for the Subscription Service. DURING THE FREE TRIAL PERIOD THE SUBSCRIPTION SERVICE IS PROVIDED “AS IS” WITHOUT ANY WARRANTIES OF ANY KIND. 

3. Support and Other Services.

  1. Technical Support and Maintenance. Practice by Numbers will provide Customer with reasonable telephone-based and web-based technical support and maintenance Services to assist Customer in utilizing the Subscription Service. Customer will also have email access to the Practice by Numbers technical support division via support@practicenumbers.com. Practice by Numbers technicians will use reasonable, good faith efforts to resolve Customer’s problems. Practice by Numbers will respond to support telephone calls or e-mail contacts based on: (a) the order that such calls or e-mail are received; and (b) the relative importance of such calls or e-mail as reasonably determined by Practice by Numbers. Practice by Numbers may update its support and maintenance policies from time to time.

  2. Professional Services. Upon Customer’s request and Practice by Numbers’ agreement and subject to a separate written Order Form or statement of work (“SOW”) between the parties, Customer may purchase training, consulting services, or other professional Services from Practice by Numbers. All such Services are subject to the terms and conditions set forth in such Order Form or SOW as well as these Terms, to the extent not conflicting with such Order Form or SOW.

4. Ownership.

  1. Practice by Numbers Ownership. As between the parties, Practice by Numbers owns and retains all right, title and interest in and to the Subscription Service and all other Practice by Numbers Materials. Without limiting the foregoing, Practice by Numbers also owns all right, title and interest in and to de-identified and aggregated Customer Data, as set forth in Section 8(f) (“De-identified Data”). Any rights not expressly granted herein are reserved by Practice by Numbers.

  2. Customer Ownership. As between the parties, Customer owns and shall retain all right, title and interest in and to all Customer Data. Customer Data does not include Feedback, Usage Data (as defined below), or De-identified Data. Customer hereby irrevocably grants all such rights and permissions in or relating to Customer Data as are necessary for Practice by Numbers to provide the Software and otherwise meet its obligations hereunder.

  3. Feedback. Practice by Numbers shall own all rights and title to Feedback, and may incorporate it into any of its software, products and services. Practice by Numbers shall exclusively own all right, title and interest in and to any software and intellectual property developed or delivered to Customer in the performance of these Terms, regardless of whether it is based on or incorporates any Feedback, subject to the licenses granted herein to Customer.

  4. Usage Data. The Subscription Service tracks metadata and other usage data related to Customer’s and Users’ use of the Subscription Service (“Usage Data”) and shares such data with Practice by Numbers. Practice by Numbers shall own such Usage Data, other than the Personal Information incorporated therein. Practice by Numbers shall have the perpetual right to collect, aggregate, use, distribute and sell such Usage Data for any legal purpose, including without limitation for the purposes of providing services and improving the Subscription Service and Company’s products and services generally. Practice by Numbers may retain and use Usage Data permanently. To the extent such Usage Data contains any individually identifiable data or Personal Information, Practice by Numbers shall not sell or otherwise provide such Usage Data to any third party unless the data been anonymized and/or aggregated with other users’ data, so that it is not identifiable as to any particular person. Notwithstanding the foregoing, Practice by Numbers may share Usage Data in its original form as necessary or appropriate to provide services to Customer (for example, using a third party to process payments) or to comply with legal obligations.

5. Fees and Payment.

  1. Fees. Access to the Subscription Service for Customer and its Users is subject to timely payment of the fees specified in the applicable Order Form(s) (the “Fees”). Standard support and maintenance services for the Subscription Service, as described in Section 3(a), are included as part of such Fees at no additional charge. Fees are subject to adjustment under § 5.d.

  2. Taxes. All fees and other amounts payable by Customer under these Terms are exclusive of taxes and similar assessments. Without limiting the foregoing, Customer is responsible for all sales, use, and excise taxes, and any other similar taxes, duties, and charges of any kind imposed by any federal, state, or local governmental or regulatory authority on any amounts payable by Customer hereunder, other than taxes imposed on Practice by Numbers’ income.

  3. Payment. Customer will pay Practice by Numbers the then applicable fees described in the Order Form in accordance with the terms therein. Unless otherwise specified in the applicable Order Form, payments are due in advance, at the beginning of each period of your annual or monthly subscription term. You authorize us to charge you for the Subscription Service, and any other products or services ordered by you, using your payment method and for any paid feature of the Subscription Service that you choose to sign up for or use while these Terms are in force, including all recurring fees.

  4. Fee Adjustments

    (1) Annual Subscription Fee Adjustment. Practice by Numbers may, once per calendar year, increase Subscription Service Fees by up to ten percent (10%) of the then-current fee, effective on the first day of the subsequent billing cycle, without separate notice to Customer and without Customer’s further consent.

    (2) Usage-Based Fee Adjustment. Practice by Numbers may adjust usage-based fees (including, but not limited to, SMS, e-mail, voice, data-storage, compute, or other third-party pass-through costs) at any time to reflect increases in underlying third-party provider charges.  Such adjustments will take effect immediately upon posting within the Subscription Service portal.

    (3) Notice of Larger Changes. If (i) a proposed Subscription Service Fee increase exceeds the 10 % cap in § 5.4(a), or (ii) Practice by Numbers elects to adjust any fees for reasons other than those described in § 5.4(a)–(b), Practice by Numbers will give Customer at least thirty (30) days’ advance written notice, in which case Customer may cancel in accordance with § 5.4(d).

    (4) Right to Cancel. If Customer does not agree to a fee increase that requires notice under § 5.4(c), Customer must cancel the Subscription Service no later than fourteen (14) days before the end of the then-current billing period; otherwise, the adjusted fees shall be deemed accepted.

  5. Late Payment. If Customer fails to make payment when due then, in additional to all other remedies that may be available: (i) Practice by Numbers may charge interest on the past due amount at the rate of 1.5% per month calculated daily and compounded monthly or, if lower, the highest rate permitted under applicable law; (ii) Customer shall reimburse Practice by Numbers for all reasonable costs incurred by Practice by Numbers in collecting any late payments or interest, including attorneys’ fees, court costs, and collection agency fees; and (iii) if such failure continues for 30 days following written notice thereof, Practice by Numbers may suspend performance of the Subscription Service until all past due amounts and interest thereon have been paid, without incurring any obligation or liability to Customer by reason of such suspension.

  6. Patient Payment Processing. Practice by Numbers may, in its sole discretion, make available as part of the Subscription Service a feature for patients (or their parents or guardians) to make payments to Customer, or may otherwise assist in facilitating payment by patients (or their parents or guardians) to Customer. Customer acknowledges and agrees that there may be additional service fees associated with any feature or assistance offered by Practice by Numbers that are charged to Customer, and Customer agrees to pay such fees according to these Terms and other applicable payment terms, if any.

6. Term; Termination or Suspension.

  1. Term and Renewal. These Terms will commence on the Effective Date and will continue for the initial term specified in the applicable Order Form(s) (the “Initial Term”). At the end of the Initial Term, these Terms will automatically renew for additional renewal terms (each a “Renewal Term”) at Practice by Numbers’ then-current rates or as otherwise agreed in writing by the parties, unless either party terminates or cancels these Terms by providing thirty (30) days prior written notice to the other party. The length of each Renewal Term depends upon Customer’s subscription plan and term and is set forth in the Order Form.

  2. Termination or Suspension for Cause. Either party will have the right to terminate these Terms and Customer’s account for cause at any time, upon written notice, in the event of (i) any material breach of these Terms by the other party, subject to thirty (30) days prior written notice and opportunity to cure such breach; or (ii) the other party’s dissolution, distribution of a substantial portion of its assets, or cessation of all or substantially all of its normal business affairs. Additionally, Practice by Numbers may temporarily suspend Customer’s and its Users’ access to the Subscription Service for any actual or suspected breach of these Terms, until the breach is resolved or termination occurs, as well as for system updates and maintenance. YOU ACKNOWLEDGE THAT IF YOUR ACCESS TO THE SUBSCRIPTION SERVICE IS SUSPENDED OR TERMINATED, YOU MAY NO LONGER HAVE ACCESS TO THE CUSTOMER DATA THAT IS STORED IN THE SUBSCRIPTION SERVICE.

  3. Effect of Termination. Upon final termination of these Terms and the Transition Period, Customer will promptly pay all outstanding amounts owed to Practice by Numbers. Each party will promptly return to the other party all Confidential Information of the other party and delete any copies of such information or materials from its systems and files. Upon termination by Practice by Numbers, for reasons other than cause, or at your direction, you may request access to your Customer Data on the system, which we will make available for an additional fee. You must make such request with thirty (30) days following termination. Otherwise, any Customer Data you have stored with the Subscription Service may not be retrievable, and Practice by Numbers will have no obligation to maintain any data stored in your account. Any right or obligation of the parties in these Terms that, by its nature, should survive termination of expiration of these Terms, will survive any expiration or termination of these Terms.

7. Confidential Information. The party receiving any Confidential Information (i) shall not disclose such Confidential Information to any person, other than employees and independent contractors who have a need to know such information and who are obligated to keep such information confidential; or (ii) use such Confidential Information for any purpose, except as expressly permitted by these Terms. The receiving party shall give Confidential Information at least the same level of protection as it gives its own information of similar sensitivity, but not less than a reasonable level of protection. Confidentiality obligations shall survive any termination of these Terms.

8. Privacy and Security Relating to PHI and Personal Information.

  1. Reasonable Safeguards. Practice by Numbers agrees to maintain commercially reasonable administrative, physical, and technical safeguards for protection of the security, confidentiality and integrity of Customer Data, including personal health information (“PHI”) and other personal information and data of Users, Customer’s patients, and other individuals (“Personal Information”). Practice by Numbers will not disclose or use PHI or Personal Information except (i) as set forth in these Terms or the Privacy Policy, (ii) as compelled by law, (iii) as expressly permitted or instructed by Customer, or (iv) as reasonably necessary in order to provide the Subscription Service and other Services.

  2. Privacy Policy. The Personal Information that Practice by Numbers obtains through Customer’s or Users’ use of the Subscription Service, Software, Services or any portion of the Website, whether through the registration process or otherwise, is governed by the Privacy Policy. The Privacy Policy sets forth Practice by Numbers’ policies and practices for collecting, using, maintaining, protecting and disclosing Personal Information. If a User does not agree with the Privacy Policy, the User may not use the Subscription Service, Software, Services or Website. Customer and Users also consent to Practice by Numbers’ communications and services as set forth in Section 9 below.

  3. Processing in the U.S. The servers that host Practice by Numbers’ Subscription Service, Software, and Website are based in the United States of America and all content, information, and Personal Information provided through the Website will be received, processed and stored in the United States of America. Subject to compliance with any applicable privacy or other laws and regulations, Practice by Numbers reserves the right to store and process Customer Data (including Personal Information) outside of the United States, subject to thirty (30) days’ prior notice of any such change in the processing location.

  4. Rights of Data Subjects. Practice by Numbers will comply with Users’ and patients’ requests in respect of the exercise of their rights with respect to their Personal Information under the Privacy Policy and applicable laws and regulations.

  5. De-Identified Data; Use for Analyses. Unless otherwise prohibited by applicable law, Practice by Numbers may de-identify PHI or Personal Information in accordance with the provisions of applicable law and use and disclose such De-identified Data for any legal purpose. Practice by Numbers owns all right, title and interest in and to De-identified Data. Practice by Numbers may also use PHI or Personal Information in order to prepare analyses and reports, such as activity or quality-metrics reports, or any other reports the Subscription Service makes available, in order to render these reports to you. Preparation of such analyses and reports may include the use of data aggregation services relating to your treatment and health care operations, which Practice by Numbers may perform using PHI and Personal Information. Such reporting will be done in a manner that does not make any disclosure of PHI or Personal Information that are prohibited by law.

  6. Data Breach Notification. In the event of any breach of the security or confidentiality of Customer Data, Practice by Numbers will promptly inform Customer of the breach. Practice by Numbers and Customer will promptly coordinate regarding informing any affected Users or patients of the breach as required under applicable law.

  7. Customer’s and Users’ Security Obligations. Customer and its Users must keep their accounts and passwords confidential and not authorize any third party to access or use the Subscription Service on their behalf, unless Practice by Numbers provides an approved mechanism for such use. Customer and its Users must contact Practice by Numbers right away if they suspect misuse of their account or any security breach in the Subscription Service. We provide functions that allow you to control who may access your Customer Data. If you enable the features that allow you to share your Customer Data with others, anyone you’ve shared content with (including the general public, in certain circumstances) may have access to your data. You will maintain appropriate security, protection and backup copies of the Customer Data through your system, which may include use of additional encryption technology to protect the Customer Data from unauthorized access. You must immediately notify Practice by Numbers in writing of any unauthorized use of any Customer Data, any account, or the Subscription Service that comes to your attention, and cooperate with and assist Practice by Numbers with respect to any such unauthorized use as Practice by Numbers may reasonably request. Practice by Numbers will have no liability of any kind as a result of the deletion of, correction of, destruction of, damage to, loss of or failure to store or encrypt any Customer Data. Customer and Users are responsible for all activities that take place with their Subscription Service accounts. PRACTICE BY NUMBERS WILL NOT BE LIABLE FOR ANY LOSS OR DAMAGE ARISING FROM ANY UNAUTHORIZED ACCESS TO OR USE OF AN ACCOUNT.

  8. User Accounts. If you are a User whose Subscription Service account was provided by your employer or another organization, that party has rights to your account and may: manage your account, reset your password, or suspend or cancel your account; view your account’s usage and profile data, including how and when your account is used; and read or store content in your account. If you have individually registered to use the Subscription Service and the domain of the primary email address associated with your account is owned by an organization and was assigned to you as an employee, contractor or member of such organization, and that organization wishes to establishes a commercial relationship with us and add your account to such relationship, then, if you do not change the email address associated with your account, your account may become subject to the commercial relationship between Practice by Numbers and such organization and will be controlled by such organization.

9. Consent to Communications and Services.

  1. Communications from Practice by Numbers. By registering with Practice by Numbers, you understand that Practice by Numbers may send you communications or data regarding the Subscription Service and other Services, including but not limited to (i) notices about your use of the Subscription Service, including any notices concerning violations of use, (ii) updates and Modifications to the Subscription Service, and (iii) promotional information and materials regarding Practice by Numbers’ products and services, via email. Practice by Numbers will give you the opportunity to opt-out of receiving electronic mail from us by following the opt-out instructions provided in the message.

  2. Remote Log-in Services. In connection with the provision of technical support, training and other Services, you agree that Practice by Numbers may remotely log in to your computers, devices and systems for purposes of providing the support, training or other Services, including, without limitation, technical trouble shooting, answering questions, benchmarking and providing training to you or your personnel. Remote login may be conducted through the use of third party entities. You further agree that Practice by Numbers may also remotely log in at any time as necessary or appropriate to maintain our Services.

  3. Log-off of Inactive Accounts; Spam Policies. Practice by Numbers reserves the right to log off accounts that are inactive for an extended period of time. In addition, Practice by Numbers may quarantine suspect messages. Practice by Numbers also may modify any domain and user settings with or without notice, including without limitation, altering settings so that spam or bulk email is denied, rather than being quarantined, to avoid space capacity issues which jeopardize the technical or economic viability of the Subscription Service, or the system used to implement the Subscription Service.

  4. Access to Your System. You must add Practice by Numbers or its third party affiliate to the “allowed” list of programs and ensure that your firewall and anti-virus software programs do not block us. Additionally, your practice management software must always be accessible by Practice by Numbers. It is your responsibility to contact Practice by Numbers if you are upgrading or changing your computer systems.

  5. Access to Third Party Services. The Subscription Service may require you to give Practice by Numbers access to accounts or services you may have with third party providers that link to the Subscription Service. When you give Practice by Numbers access to these third party accounts, you agree that you have read all contracts and written agreements governing such access and that you have all the necessary contractual and legal rights to give Practice by Numbers such access.

  6. Recording of Service Calls. Practice by Numbers may record calls between you and our agents regarding the Subscription Service (“Service Calls”) and in connection with the Subscription Service, incoming calls, on your behalf as a Service, from, among others, your prospective clients (the “Inbound Calls” and, collectively with Service Calls, “Call Recording”). You consent to Call Recording and acknowledge you are responsible for notifying your employees and agents who may be recorded in a Service Call or Inbound Call (the “Recorded Persons”) and complying with all applicable laws, rules and regulations regarding call recording and privacy. It is your sole responsibility to provide and/or obtain, and you covenant that you will provide and/or obtain, all notices and permissions relating to Recorded Persons as may be required by applicable laws and regulations. You acknowledge and agree that if you collect information from Recorded Persons that may be subject to a privilege (including, but not limited to, attorney-client or doctor-patient privilege), you assume the full risk of using a third party provider for Call Recording, including any preclusion of the application of such privilege with respect to information exchanged during the Call Recording with the Records Persons.


10. Customer’s Warranties. Customer represents and warrants to Practice by Numbers that:

  1. Customer has full power and authority to enter into these Terms and make the agreements specified herein.

  2. Customer shall not have any right or authority to make any representations or warranties on Practice by Numbers’ behalf, except as expressly approved in writing by Practice by Numbers; or to assume or create any obligations or responsibilities, express or implied, on behalf of Practice by Numbers; or to bind Practice by Numbers in any way; except as expressly set forth in these Terms. Practice by Numbers shall not be liable for any unauthorized representations or warranties made by Customer.

  3. Customer Data will not violate any person’s right of privacy or any copyright, trademark, or other intellectual property rights, and Customer will not transmit any such materials to Practice by Numbers. Customer has all the rights in the Customer Data necessary for Customer to use the Subscription Service and to grant the rights in these Terms; and the storage, use or transmission of the Customer Data pursuant to the terms of these Terms does not violate any laws or regulations or these Terms.

  4. Customer shall not use the Software or Subscription Service in any way that violates the Telephone Consumer Protection Act (“TCPA”), the Controlling the Assault of Non-Solicited Pornography and Marketing Act (“CAN-SPAM Act”), the Telemarketing Sales Rule authorized by the Telemarketing and Consumer Fraud and Abuse Prevention Act (“TSR”), or any other applicable telecommunications laws or regulations. As between Customer and Practice by Numbers, Customer agrees that it will comply and be solely responsible for complying with all laws governing any messages sent or received in connection with its access and use of the Subscription Service, including the TCPA, CAN-SPAM Act, and TSR. Specifically, Customer agrees to be responsible for, without limitation, obtaining any legally required consent(s) from any and all third parties (including Customer’s patients) to send and receive any text message and/or emails using the Subscription Service and honoring any requests revoking such consent or otherwise opting-out of receiving any such messages and/or emails.

11. No Warranties; Disclaimers and Limitations of Liability.

  1. DISCLAIMER OF WARRANTIES. THE SUBSCRIPTION SERVICE, PRACTICE BY NUMBERS MATERIALS, AND OTHER PRODUCTS AND SERVICES OF PRACTICE BY NUMBERS ARE PROVIDED “AS IS” AND “AS AVAILABLE”. EXCEPT AS EXPLICITLY SET FORTH IN THESE TERMS, PRACTICE BY NUMBERS IS NOT PROVIDING ANY WARRANTIES AND REPRESENTATIONS REGARDING THE SUBSCRIPTION SERVICE AND OTHER PRODUCTS AND SERVICES OF PRACTICE BY NUMBERS, AND PRACTICE BY NUMBERS AND ITS LICENSORS DISCLAIM ALL WARRANTIES AND REPRESENTATIONS OF ANY KIND WITH REGARD TO PRACTICE BY NUMBERS’ PRODUCTS AND SERVICES, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, NON-INFRINGEMENT OF THIRD PARTY RIGHTS, FREEDOM FROM VIRUSES OR OTHER HARMFUL CODE, OR FITNESS FOR ANY PARTICULAR PURPOSE OR USE, WHETHER SUCH CLAIMS ARISE BY LAW, BY REASON OF CUSTOM OR USAGE OF TRADE, OR BY COURSE OF DEALING. PRACTICE BY NUMBERS AND ITS LICENSORS WILL NOT BE LIABLE FOR ANY DELAY, DIFFICULTY IN USE, INACCURACY OF INFORMATION, COMPUTER VIRUSES, MALICIOUS CODE OR OTHER DEFECT IN THE SUBSCRIPTION SERVICE, OR FOR ANY OTHER PROBLEMS EXPERIENCED BY YOU DUE TO CAUSES BEYOND THEIR CONTROL.

  2. AGREEMENTS WITH PATIENTS AND OTHERS. PRACTICE BY NUMBERS EXPRESSLY DISCLAIMS ANY AND ALL RESPONSIBILITY AND LIABILITY WITH RESPECT TO SEPARATE AGREEMENTS YOU MAY HAVE WITH YOUR PATIENTS, EMPLOYER, CONSUMERS OR WEBSITE USERS. YOU WILL BE SOLELY RESPONSIBLE FOR THE PRODUCTS AND SERVICES THAT YOU PROVIDE. 

  3. Third Party Software, Websites and Services. Practice by Numbers is not liable for any damages or claims arising out of or related to Third Party Software. Open source copyright holders have no liability to Customer for any reason. If you decide to access or use any third party websites or services linked to the Subscription Service or our Website, you do this entirely at your own risk. Practice by Numbers is not responsible or liable for any third party websites, content, or services.

  4. Insurance Data. Practice by Numbers may, from time to time, provide access or otherwise make available to you data from insurance providers. Practice by Numbers makes no representations, warranties, or other covenants regarding the accuracy, completeness, or authenticity of such data. Under no circumstances will Practice by Numbers be liable for any damages or claims arising out of or related to such data.

  5. Patient Forms. Practice by Numbers may make available to you certain forms that you may choose to use with patients. These forms shall be made available to you “as is”, and Practice by Numbers makes no representation, warranties, or other covenants regarding such forms. Under no circumstances will Practice by Numbers be liable for any damages or claims arising out of or related to the use of such forms.

  6. COMPLIANCE WITH LAWS. PRACTICE BY NUMBERS OFFERS NO ASSURANCE THAT YOUR USE OF THE SUBSCRIPTION SERVICE UNDER THESE TERMS WILL NOT VIOLATE ANY LAW OR REGULATION APPLICABLE TO YOU. PRACTICE BY NUMBERS AND ITS LICENSORS MAKE NO REPRESENTATION OR WARRANTIES THAT THE SUBSCRIPTION SERVICE, ITS CONTENTS OR ANY OTHER PRACTICE BY NUMBERS MATERIALS ARE APPROPRIATE OR AVAILABLE FOR USE IN ALL GEOGRAPHIC LOCATIONS. IF YOU USE THE SUBSCRIPTION SERVICE OR OTHER PRACTICE BY NUMBERS MATERIALS OUTSIDE THE UNITED STATES OF AMERICA, YOU ARE SOLELY RESPONSIBLE FOR COMPLIANCE WITH ALL APPLICABLE LAWS AND REGULATIONS, INCLUDING WITH RESPECT TO EXPORT AND IMPORT, DATA PRIVACY AND SECURITY.

  7. NO PROFESSIONAL ADVICE. YOU ACKNOWLEDGE AND AGREE THAT ANY DATA, INFORMATION, CONTENT OR MATERIALS CONTAINED IN OR MADE AVAILABLE IN CONNECTION WITH THE SUBSCRIPTION SERVICE ARE NOT INTENDED AS A SUBSTITUTE FOR THE KNOWLEDGE, EXPERTISE, SKILL AND JUDGMENT OF TAX, LEGAL OR OTHER PROFESSIONALS. THE SUBSCRIPTION SERVICE DOES NOT PROVIDE TAX OR LEGAL ADVICE, AND YOU ARE SOLELY RESPONSIBLE FOR OBTAINING SUCH ADVICE.

  8. Consumer Protections. In the event that the jurisdiction where the Subscription Service and other Practice by Numbers products or Services are received or used by you does not allow the exclusion of implied warranties or the limitation of liability for damages as set forth in this Section, Practice by Numbers’ liability will be limited to the greatest extent permitted by the applicable law in that jurisdiction.

  9. Limitations of Liability. TO THE FULLEST EXTENT PERMITTED BY LAW, IN NO EVENT WILL PRACTICE BY NUMBERS, ITS AFFILIATES, OFFICERS, EMPLOYEES, AGENTS, SUPPLIERS OR LICENSORS BE LIABLE FOR (i) ANY INDIRECT, INCIDENTAL, UNFORESEEABLE, SPECIAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOST PROFITS, REVENUE, GOODWILL, USE OR CONTENT); (ii) COSTS OF PROCUREMENT OR SUBSTITUTE GOODS OR SERVICES; (iii) ANY LOSS OF DATA OR OTHER CONTENT RESULTING FROM DELAYS, NON-DELIVERIES, MIS-DELIVERIES, SECURITY BREACHES TO, SERVICE INTERRUPTIONS TO, OR ERRORS OR OMISSIONS RESPECTING  THE SUBSCRIPTION SERVICE OR PRACTICE BY NUMBERS’ OPERATIONS. THIS LIMITATION APPLIES TO DAMAGES HOWEVER CAUSED, UNDER ANY THEORY OF LIABILITY, INCLUDING, WITHOUT LIMITATION, CONTRACT, TORT, WARRANTY, NEGLIGENCE OR OTHERWISE, EVEN IF PRACTICE BY NUMBERS HAS BEEN ADVISED AS TO THE POSSIBILITY OF SUCH DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE AGGREGATE LIABILITY OF PRACTICE BY NUMBERS AND ITS AFFILIATES, OFFICERS, EMPLOYEES, AGENTS, SUPPLIERS OR LICENSORS, RELATING TO THE SUBSCRIPTION SERVICE AND THESE TERMS WILL BE LIMITED TO AN AMOUNT EQUAL THREE MONTHS OF YOUR FEES FOR THE SUBSCRIPTION SERVICE. 

  10. GENERAL. THE LIMITATIONS AND EXCLUSIONS OF THIS SECTION 11 APPLY EVEN IF THIS REMEDY DOES NOT FULLY COMPENSATE YOU FOR ANY LOSSES OR FAILS OF ITS ESSENTIAL PURPOSE.

12. Indemnification. To the extent permitted by law, you will indemnify, defend and hold harmless Practice by Numbers, including its affiliates, officers, directors, agents, employees, contractors, licensors, and other business partners, from and against any claim, demand, judgment, liability, costs, expense (including attorney fees and costs), cost, loss, damage, or other liability arising from any third party (including without limitation your patients) demand or claim arising out of your breach or alleged breach of these Terms, any of the Customer Data uploaded or provided by you, the products and services that you or your company or organization provide, or your violation of any applicable law, rule, or regulation. This indemnity does not apply if the claim is based upon Practice by Numbers’ gross negligence or willful misconduct.


13. Arbitration. Any dispute, controversy, or claim arising out of or related to these Terms or any breach or termination of these Terms, whether sounding in contract, tort, or statute, shall be submitted to and decided by binding arbitration. Arbitration shall be administered by the American Arbitration Association and held in Seattle, Washington before a single arbitrator, in accordance with the American Arbitration Association’s rules, regulations, and requirements. Any arbitral award determination shall be final and binding upon the parties. Judgment on the arbitrator’s award may be entered in any court of competent jurisdiction. Arbitration shall proceed only on an individual basis. The parties waive all rights to have their disputes heard or decided by a jury or in a court trial and the right to pursue any class or collective claims against each other in court, arbitration, or any other proceeding. Each party shall only submit their own individual claims against the other and will not seek to represent the interests of any other person. The arbitrator shall have no jurisdiction or authority to compel any class or collective claim, or to consolidate different arbitration proceedings with or join any other party to an arbitration between the parties. 

14. Assignment. You may not assign or transfer these Terms, your Subscription Service account, or any of your rights or duties hereunder to any third party without prior written consent of Practice by Numbers, which may not be unreasonably withheld, provided, that Customer shall have the right, without Practice by Numbers’ consent, to assign or otherwise transfer these Terms in connection with any merger, consolidation, or reorganization involving Customer, or a sale of all or substantially all of Customer’s business or assets relating to these Terms to an unaffiliated third party. We may assign, transfer, or otherwise dispose our rights and obligations under these Terms, in whole or in part, at any time without notice.

15. Copyright Claims and Take-Down Policy. Practice by Numbers does not tolerate content that appears to infringe any copyright or other intellectual property rights or otherwise violates these Terms and will respond to notices of alleged copyright infringement that comply with the law and are properly provided to us. We reserve the right to delete or disable any Customer Data or content that is alleged to infringe or otherwise violate these Terms, and to terminate repeat offenders. For notice of alleged copyright infringement, please contact us at the email and/or street address set forth at the end of these Terms for legal notices. The Online Copyright Infringement Liability Limitation Act of the Digital Millennium Copyright Act requires your copyright infringement notice to include the following information: (i) identification of the copyrighted work that you claim has been infringed; (ii) identification of the material, including URL, that you claim is infringing, with enough detail so that we may locate it; (iii) your address, telephone number, and e-mail address; (iv) a statement declaring under penalty of perjury that (A) you have a good faith belief that the disputed use is not authorized by the copyright owner, its agent, or the law; (B) the above information in your notice is accurate, and (C) you are the owner of the copyright interest involved or you are authorized to act on behalf of that owner; and (v) your physical or electronic signature.

16. General.

  1. Entire Agreement; Amendment. These Terms, including the Order Form(s), Privacy Policy and any other documents attached hereto or incorporated herein by reference, constitute the entire agreement between you and Practice by Numbers concerning the subject matter of these Terms, and supersede all prior or oral agreements or understandings with respect thereto. These Terms may not be amended except by a writing signed by authorized representatives of both parties.

  2. No Waiver. Any waiver by either party of a default or obligation under these Terms will be effective only if in writing. Such a waiver does not constitute a waiver of any subsequent breach or default. No failure to exercise any right or power under these Terms or to insist on strict compliance by the other party will constitute a waiver of the right in the future to exercise such right or power or to insist on strict compliance.

  3. Choice of Law and Jurisdiction. These Terms shall be construed in accordance with the laws of the State of Washington, excluding conflicts of laws provisions. Should any dispute arise concerning these Terms and/or Practice by Numbers’ products or services, venue shall be in King County, Washington, Washington state and federal courts shall have exclusive jurisdiction over any such dispute, and the parties hereby consent to the jurisdiction and venue of such courts. The parties specifically exclude from any application to these Terms the United Nations Convention on Contracts for the International Sale of Goods and the Uniform Computer Information Transactions Act. Notwithstanding the foregoing, and solely to the extent required by law, claims regarding personal data privacy and consumer protection may be subject to the laws of your state of residence in the United States, or, if you live outside the United States, the laws of the country in which you reside.

  4. Severability. If any provision of these Terms is deemed invalid or unenforceable by a court or governmental authority, that provision shall be modified, if possible, to the minimum extent necessary to make it valid and enforceable, or if it cannot be so modified, then severed, and the remainder of these Terms shall remain in full force and effect. 

  5. Export Compliance. Customer may not use, export or re-export the Subscription Service, Software or other Practice by Numbers Materials in any form in violation of U.S. export laws and regulations, or without first obtaining the appropriate United States and foreign government approvals. 

  6. Notices. We may send you, in electronic form, information relating to the Subscription Service, information relating to our other products and services, and information that the law requires us to provide. We may provide required information to you by email at the address you specified when you signed up for the Subscription Service or by posting such information on the Subscription Service portal. Notices emailed to you will be deemed given and received when the email is sent. You consent to receiving legal notices electronically in this manner. If you refuse or withdraw your consent to receive notices electronically, you must stop using the Subscription Service. You may provide legal notices to us at the email address specified at the end of these Terms, with a duplicate copy sent via registered or certified mail, return receipt requested, to Practice by Numbers’ street address set forth below. Any such notices must specifically reference that it is a notice given under these Terms.

  7. Relationship of the Parties. The relationship between the parties is that of independent contractors. Customer is not an agent of Practice by Numbers and will not represent to any third party that it is an employee or agent of Practice by Numbers. Customer shall have no authority to enter into any contract on behalf of Practice by Numbers or to make any representations or warranties on Practice by Numbers’ behalf to patients or any other third parties. 

  8. U.S. Government Restricted Rights. Any Software provided as part of the Subscription Service for or on behalf of the United States of America, its agencies and/or instrumentalities (“U.S. Government”) is provided with Restricted Rights. Use, duplication, or disclosure by the U.S. Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013 or subparagraphs (c)(1) and (2) of the Commercial Computer Software – Restricted Rights at 48 CFR 52.227-19, as applicable.

  9. Injunctive Relief. You acknowledge that the Practice by Numbers’ intellectual property and Confidential Information is highly valuable to Practice by Numbers, that any breach of your obligations with respect to confidentiality and/or use of Practice by Numbers’ intellectual property, including any breach by you of any restrictions on use of the Subscription Service or the scope of the licenses granted by Practice by Numbers herein, may damage Practice by Numbers, the extent of which damage would be difficult to ascertain and, therefore, that Practice by Numbers is entitled to seek, among other remedies, temporary and permanent injunctive relief and other equitable relief for any such breach, without the necessity of posting bond or other security, to the extent permitted by law.

  10. Time to File Claims. You must bring any claim related to these Terms or the Subscription Service within one year of the date you could first bring the claim, unless your local law requires a longer time to file claims.

  11. Force Majeure. Practice by Numbers shall be excused from and shall not be liable for any delays or failure to perform its duties to the extent such delays or failures result from acts of nature, riots, war, acts of public enemies, fires, epidemics, pandemics, labor disputes, or any other causes beyond its reasonable control.

 

17. Contact Information.

If you have any comments or questions, you may address them to:

Practice by Numbers, Inc.
11523 Avondale Rd NE, Ste 115
Redmond, WA 98052

Technical Support: support@practicenumbers.com
Legal Notices: legal@practicenumbers.com




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