Terms of Service

Last updated October 30, 2026

In short: EasyChart is software for running a therapy practice. Your practice owns its records, we protect them under HIPAA as your business associate, you pay per clinician and can cancel any time, and you remain responsible for your clinical work and for following your state's rules.

1. Who we are and who these terms cover

These terms are an agreement between EasyChart LLC, Yorba Linda, California ("EasyChart", "we") and the practice that signs up ("the practice", "you"). The person who signs up confirms that they may accept these terms for the practice. Everyone the practice invites must follow them too.

2. The service

EasyChart provides online software for scheduling, clinical documentation, billing, insurance claims and a client portal. We may improve, change or retire features over time. We'll tell admins in advance about changes that take away something the practice relies on.

3. Accounts and users

• The practice's admins decide who has access and what role each person has, and are responsible for removing access when someone leaves.
• Each person needs their own account and must keep their password private. Practices can require two-factor sign-in.
• Tell us right away at support@easychart.health if you think an account has been misused.

4. Client records and HIPAA

• The practice owns its records. Client information entered into EasyChart belongs to the practice. We use it only to provide the service to the practice.
• Business Associate Agreement. The practice is a covered entity under HIPAA, and EasyChart acts as its business associate. Our Business Associate Agreement with the practice is part of these terms and must be in place before the practice enters client information.
• The practice's responsibilities. The practice is responsible for having the right to enter its client information, for the consents and notices its clients need, and for how its staff use and disclose records.

5. Clinical and legal responsibility

EasyChart is a record-keeping and billing tool. It doesn't provide clinical, legal or billing advice. Clinicians remain responsible for their professional judgment and documentation. Forms, templates and features are written with California requirements as a starting point; a practice in another state must review and adapt them to its own state's laws and licensing rules. The practice is responsible for the accuracy of what it submits to insurers.

6. Free trial, fees and payment

• New practices get a 30-day free trial. No card is needed to start.
• After the trial, the practice pays per user: each admin and clinician counts as a user, and billing staff are free. Current prices are on our pricing page.
• Fees are charged in advance, monthly or yearly, by our payment processor, Stripe. Adding or removing users changes the next charge, adjusted for the days used.
• Prices don't include taxes, which we add where the law requires.
• We'll give admins at least 30 days' notice before a price change takes effect. It applies from your next billing period.
• If a payment fails, we'll notify the admins and retry. If it still isn't paid, we may limit the account until it is.

7. Cancellation and refunds

You can cancel at any time in EasyChart. Our Refunds and cancellation policy explains what happens to the remaining paid period and when refunds apply, and is part of these terms.

8. Your data when you leave

You can download all of your practice's records from EasyChart at any time. After a subscription or trial ends, you can still sign in for 90 days to download them. After that, we delete the practice's data, except what the law or our Business Associate Agreement requires us to keep. Practices remain responsible for keeping their own records for as long as their state and licensing board require.

9. Acceptable use

You agree not to use EasyChart to break the law; not to send spam; not to try to get into accounts or data that aren't yours; not to interfere with the service or its security; and not to copy, resell or reverse-engineer the software. We may suspend an account that does these things, and we'll tell the practice why unless the law prevents it.

10. Availability and support

We work to keep EasyChart available and to back it up, but we can't promise it will never be interrupted. Planned maintenance is scheduled outside business hours where we can. Support is by email at support@easychart.health.

11. Disclaimers and limits of liability

Except as these terms or the law say otherwise, EasyChart is provided "as is". To the extent the law allows, EasyChart isn't liable for indirect or consequential losses, such as lost profits, and our total liability for any claim relating to the service is limited to the fees the practice paid us in the 12 months before the claim. These limits don't apply to our obligations under the Business Associate Agreement or where the law doesn't allow them.

12. Ending these terms

Either side can end these terms by cancelling the subscription. We may end them if the practice seriously breaks them and doesn't fix the problem within 30 days of our notice. Sections 4, 8, 11 and 13 continue after the terms end.

13. Law and disputes

These terms are governed by California law. Before going to court, we'll each try in good faith to resolve a dispute by contacting the other. Any court case will be heard in the state or federal courts in Orange County, California.

14. Changes to these terms

If we change these terms, we'll update the date above and tell admins by email or in EasyChart at least 30 days before a significant change takes effect. Continuing to use EasyChart after that means you accept the change.

15. Contact

EasyChart LLC, Yorba Linda, California. support@easychart.health.