Terms and Conditions

These Terms and Conditions (“Terms”) govern your access to and use of Votexia (“Service”, “Platform”), operated by Votexia (“we”, “us”, “our”). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. Service Overview

Votexia provides continuous compliance monitoring, immutable evidence ledgers, and AI-driven reporting for healthcare organizations and CPA firms. The Service automates evidence collection for HIPAA and SOC 2 frameworks via cloud provider integrations (AWS, GCP).

2. Eligibility and Account Registration

You must be at least 18 years of age and have the legal authority to enter into these Terms on behalf of your organization. You are responsible for:

• Providing accurate, current, and complete registration information
• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Promptly notifying us of any unauthorized use of your account

3. Subscriptions and Payments

Services are billed on a monthly or annual subscription basis. By subscribing, you authorize our Merchant of Record, Paddle.com Market Ltd, to charge your payment method on a recurring basis. All fees are exclusive of applicable taxes, which Paddle collects and remits as Merchant of Record.

We reserve the right to change subscription pricing with 30 days’ written notice. Price changes do not affect the current billing cycle.

4. Cancellations and Refunds

You may cancel your subscription at any time through the billing dashboard. Cancellation takes effect at the end of your current billing cycle. For refund eligibility, please see our Refund Policy.

5. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law
• Attempt to gain unauthorized access to any part of the Service or its systems
• Reverse engineer, decompile, or disassemble the Service
• Use the Service to transmit malware, viruses, or harmful code
• Resell, sublicense, or redistribute access to the Service without our written consent
• Interfere with or disrupt the Service or its infrastructure

6. Data Privacy and HIPAA

Your use of Votexia is also governed by our Privacy Policy. If your organization is subject to the Health Insurance Portability and Accountability Act (HIPAA), a separate Business Associate Agreement (BAA) must be executed before transmitting any Protected Health Information (PHI) through our systems. BAAs are available on Business and Enterprise plans.

7. Intellectual Property

All content, trademarks, source code, algorithms, and documentation associated with Votexia remain our exclusive intellectual property. Your subscription grants a limited, non-exclusive, non-transferable license to use the Service during the subscription term.

You retain ownership of all data you upload to or generate within the Service. We do not claim ownership of your compliance data or evidence records.

8. Limitation of Liability

Votexia provides compliance automation tools but does not provide legal, medical, or regulatory advice. The Service does not guarantee compliance with HIPAA, SOC 2, or any other regulatory framework.

To the maximum extent permitted by law, Votexia shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenue, whether incurred directly or indirectly, or any loss of data, arising out of your use of the Service.

Our total aggregate liability for all claims related to the Service shall not exceed the amount you paid to us in the twelve (12) months preceding the event giving rise to the claim.

9. Indemnification

You agree to indemnify, defend, and hold harmless Votexia and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable attorneys’ fees) arising from your use of the Service, violation of these Terms, or infringement of any third-party rights.

10. Service Availability and Modifications

We strive for high availability but do not guarantee uninterrupted access. We may modify, suspend, or discontinue features of the Service at any time with reasonable notice. Planned maintenance windows will be communicated via email.

11. Termination

We reserve the right to suspend or terminate your account if you violate these Terms, fail to pay subscription fees, or engage in activity that poses a security risk to the platform. Upon termination, you may request an export of your data within 30 days.

12. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to conflict of law principles. Any disputes arising under these Terms shall first be attempted to be resolved through good-faith negotiation, followed by binding arbitration under the rules of the American Arbitration Association (AAA).

13. Changes to These Terms

We may update these Terms from time to time. When we do, we will revise the “Last Updated” date and, for material changes, notify you via email. Continued use of the Service after changes constitutes acceptance of the updated Terms.