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Terms of Service

Last Updated: April 9, 2026

1. Acceptance of Terms

By accessing or using MedLegal Vault (the “Platform”), operated by FlowFront AI (“we,” “us,” or “our”), you agree to be bound by these Terms of Service (“Terms”). If you do not agree to these Terms, you should not use the Platform.

You must be at least 18 years of age to create an account and use MedLegal Vault. By using the Platform, you represent that you meet this requirement.

2. Description of Service

MedLegal Vault is a technology platform that facilitates medical records requests between attorneys (“Requesters”) and healthcare providers (“Clinics”). The Platform provides:

  • Medical records request submission and tracking.
  • AI-powered patient matching and document selection for clinic staff.
  • Secure document management and encrypted file storage.
  • AI-generated case summaries organized across seven legal categories.
  • Integrated payment processing for records fulfillment.
  • HIPAA-aligned compliance tracking and audit logging.

MedLegal Vault is a technology platform only. We are not a law firm, medical provider, records custodian, or healthcare clearinghouse. We do not provide legal advice, medical advice, or make determinations about the validity of records requests.

3. User Accounts

  • You must create an account to use the Platform. You may register as either a Requester (attorney) or a Clinic (healthcare provider staff).
  • You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.
  • You must provide accurate, current, and complete information during registration and keep it updated.
  • You must notify us immediately if you suspect unauthorized access to your account.
  • We reserve the right to suspend or terminate accounts that violate these Terms, provide false information, or engage in prohibited activities.

4. Attorney / Requester Terms

If you use MedLegal Vault as a Requester, you agree to the following:

  • You represent and warrant that you have a lawful basis for requesting medical records, such as a valid patient authorization, court order, or statutory right.
  • You agree to provide valid, signed patient authorization (HIPAA Release of Information) when required by the fulfilling clinic.
  • You are solely responsible for reviewing, verifying, and independently assessing the accuracy of AI-generated case summaries. Summaries are review tools, not evidence or expert analysis.
  • Payment is required before accessing fulfilled records. Per-page pricing is displayed at the time of fulfillment and must be paid in full before records are released.
  • Payments are processed through Stripe, Inc. and are subject to Stripe’s terms of service.

5. Clinic / Provider Terms

If you use MedLegal Vault as a Clinic, you agree to the following:

  • You represent and warrant that you are authorized to release medical records on behalf of your organization.
  • You are responsible for verifying patient identity, validating authorization forms, and ensuring compliance with applicable federal and state laws (including HIPAA) before fulfilling any records request.
  • You maintain final approval over all record releases. The Platform does not release any records without explicit authorization from a staff member at your organization.
  • You are responsible for HIPAA compliance within your organization. The Platform provides tools to assist with compliance (audit logs, access controls, authorization tracking) but does not guarantee compliance.
  • Payment for fulfilled requests is collected from the Requester through the Platform. Clinics receive per-page fulfillment revenue as described in the pricing section below.

6. AI-Generated Content

The Platform uses artificial intelligence to generate case summaries, patient matching suggestions, and document classifications. Regarding AI-generated content:

  • AI-generated content is provided as a review tool only.
  • AI summaries do not constitute legal advice, medical advice, or expert opinion of any kind.
  • Users are responsible for independently verifying all AI-generated content against the source medical records.
  • We do not guarantee the accuracy, completeness, timeliness, or reliability of any AI-generated content.
  • AI-generated summaries should not be submitted as evidence, filed in legal proceedings, or relied upon for clinical decisions without independent verification.

7. Fees and Payment

  • Clinics: The Platform is free for healthcare providers. There are no platform fees, subscription charges, or setup costs for Clinics.
  • Requesters: Requesters pay per-page pricing for fulfilled records requests. The current rate is $1.25 per page, which may be adjusted with 30 days’ advance written notice.
  • Clinic Revenue: Clinics receive $1.00 per page for each fulfilled request. This amount may be adjusted with 30 days’ advance written notice.
  • Payment Processing: All payments are processed by Stripe, Inc. Refund policies are subject to Stripe’s terms and applicable law.
  • AI Case Summaries: Included at no additional cost with every fulfilled records request.

8. Intellectual Property

  • The MedLegal Vault platform, including its design, source code, AI models, branding, and documentation, is the intellectual property of FlowFront AI and is protected by applicable copyright, trademark, and other intellectual property laws.
  • Medical records and documents uploaded to the Platform remain the property of the originating healthcare provider.
  • Users retain ownership of information they submit to the Platform (account data, request descriptions, case references).
  • By using the Platform, you grant us a limited, non-exclusive license to process, store, transmit, and display your content solely as necessary to provide and improve the service.

9. Prohibited Uses

You may not use MedLegal Vault to:

  • Engage in any unlawful activity or violate any applicable law or regulation.
  • Submit fraudulent, deceptive, or unauthorized records requests.
  • Attempt to access medical records without proper legal authorization.
  • Interfere with or compromise the security, integrity, or availability of the Platform.
  • Scrape, mine, or systematically collect data from the Platform through automated means.
  • Share account credentials with unauthorized parties or allow others to use your account.
  • Transmit malware, viruses, or other harmful code.
  • Use the Platform to send unsolicited communications, spam, or marketing materials.
  • Reverse-engineer, decompile, or disassemble any part of the Platform.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

  • The Platform is provided “AS IS” and “AS AVAILABLE” without warranties of any kind, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, and non-infringement.
  • We are not liable for the accuracy, completeness, or reliability of medical records provided by Clinics.
  • We are not liable for the accuracy or completeness of AI-generated summaries, patient matches, or document classifications.
  • We are not responsible for decisions made by users based on information obtained through the Platform.
  • Our total aggregate liability for any claims arising from or related to the Platform shall not exceed the total fees you have paid to us in the twelve (12) months preceding the claim.
  • In no event shall we be liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or business interruption.

11. Indemnification

You agree to indemnify, defend, and hold harmless FlowFront AI, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys’ fees) arising from or related to: (a) your use of the Platform; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; or (d) your infringement of any third-party rights.

12. Dispute Resolution

  • Any disputes arising from or relating to these Terms or your use of the Platform shall be resolved through binding arbitration conducted in Tampa, Florida, under the rules of the American Arbitration Association.
  • You agree to waive the right to participate in class action lawsuits or class-wide arbitration proceedings.
  • Notwithstanding the above, either party may seek injunctive or equitable relief in a court of competent jurisdiction to protect intellectual property rights or prevent irreparable harm.

13. Termination

  • You may close your account at any time by contacting us.
  • We may suspend or terminate your account if you violate these Terms, engage in prohibited activities, or if required by law.
  • Upon termination, your right to access the Platform ceases immediately. Access to previously fulfilled records may be limited.
  • Provisions of these Terms that by their nature should survive termination (including Limitation of Liability, Indemnification, Dispute Resolution, and Intellectual Property) shall survive.

14. Modifications to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated to registered users via email or through a prominent notice on the Platform at least thirty (30) days before they take effect. Your continued use of MedLegal Vault after modifications take effect constitutes acceptance of the updated Terms.

15. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of laws principles. Any legal proceedings not subject to arbitration shall be conducted in the state or federal courts located in Hillsborough County, Florida.

16. Contact Information

If you have questions about these Terms of Service, please contact us:

  • Email: giulio@flowfrontai.com
  • Company: FlowFront AI
  • Location: Tampa, FL