Terms of Service

These Terms of Service ("Terms") constitute a legally binding agreement between your organization ("Customer", "you") and CaseNote Vault™, operated by AgencyVault OS ("CaseNote Vault", "we", "us"), governing your access to and use of the CaseNote Vault platform and associated services.

By creating an account, using the platform, or clicking "I agree," you confirm that you are authorized to enter into this agreement on behalf of your organization and that your organization agrees to be bound by these Terms.

If you do not agree to these Terms, do not use the platform.

CaseNote Vault is a web-based case management and compliance documentation software platform designed for youth-serving organizations, including juvenile justice and diversion programs, residential treatment centers, group homes, therapeutic foster care agencies, workforce development programs, community-based programs, and similar service organizations.

The platform provides tools for: participant intake and enrollment, case note documentation, goal tracking, incident reporting, attendance management, compliance monitoring, supervisor approval workflows, audit packet generation, funder reporting, and related administrative functions.

CaseNote Vault is a documentation and workflow tool. It does not constitute legal advice, clinical guidance, medical advice, or regulatory compliance certification.

You are responsible for:

• Maintaining the security and confidentiality of all account credentials
• All activities and data entered under your organization's account
• Ensuring all users invited to your account are authorized personnel
• Notifying us immediately of any unauthorized access or security breach at security@casenotevault.com
• Ensuring the accuracy of data entered into the platform
• Complying with all applicable federal, state, and local laws in your use of the platform

Plans: CaseNote Vault is offered on monthly subscription plans. Plan details, participant limits, and features are as described at the time of purchase.

Billing: Subscriptions are billed monthly in advance. Payment is due on the subscription anniversary date each month. We accept major credit cards processed through Stripe.

Auto-renewal: Subscriptions automatically renew monthly unless cancelled before the renewal date.

Cancellation: You may cancel at any time through your account billing settings or by contacting support@casenotevault.com. Cancellation takes effect at the end of the current billing period. No refunds are issued for partial months.

Upgrades/Downgrades: Plan changes take effect on the next billing cycle. Prorated credits may apply at our discretion.

Price changes: We will provide 30 days' advance notice of price changes to the email on file.

You agree to use CaseNote Vault only for lawful purposes and in accordance with these Terms. You agree NOT to:

• Use the platform to store or transmit unlawful, defamatory, or unauthorized content
• Attempt to gain unauthorized access to any portion of the platform or another organization's data
• Use the platform in violation of any applicable law or regulation, including HIPAA, FERPA, or applicable state privacy laws
• Share account credentials with unauthorized individuals
• Reverse engineer, decompile, or attempt to extract the platform's source code
• Use the platform to process data for individuals or organizations outside your authorized scope
• Engage in any activity that disrupts or interferes with the platform's integrity or performance

Your data belongs to you. Your organization retains full ownership of all data entered into the platform, including all participant records, case notes, documents, and reports.

CaseNote Vault does not claim any ownership rights over your data. We act as a data processor on your behalf. You grant us a limited license to store, process, and transmit your data solely to provide the platform's features and services.

You may export your complete data at any time. Upon account termination, your data remains available for 30 days for export before permanent deletion per our retention policy.

CaseNote Vault treats all customer data as strictly confidential. We will not access your organizational data except:

• As necessary to provide technical support (with your explicit permission)
• To maintain platform security and prevent unauthorized access
• As required by law or valid legal process

All CaseNote Vault personnel with access to customer infrastructure are bound by confidentiality agreements and undergo background screening.

For organizations that are Covered Entities under HIPAA, CaseNote Vault serves as a Business Associate. Our Business Associate Agreement (BAA) is available at casenotevault.com/baa and is incorporated by reference into these Terms.

By using CaseNote Vault to store or process Protected Health Information (PHI), you agree to the terms of our BAA. If you need a countersigned BAA, contact compliance@casenotevault.com.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CASENOTE VAULT AND AGENCYVAULT OS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF DATA, LOSS OF REVENUE, OR BUSINESS INTERRUPTION, ARISING FROM YOUR USE OF OR INABILITY TO USE THE PLATFORM.

OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ANY CLAIM ARISING FROM THESE TERMS OR YOUR USE OF THE PLATFORM SHALL NOT EXCEED THE TOTAL FEES YOU PAID TO US IN THE 12 MONTHS PRECEDING THE CLAIM.

Some jurisdictions do not allow the exclusion or limitation of certain types of liability, so the above limitations may not apply to you.

You agree to indemnify, defend, and hold harmless CaseNote Vault and its officers, employees, and agents from any claims, losses, damages, liabilities, and expenses (including reasonable attorneys' fees) arising from:

• Your use of the platform in violation of these Terms
• Your organization's failure to comply with applicable laws, including HIPAA, FERPA, or state regulations
• Data you enter into the platform that infringes any third party's rights
• Any unauthorized use of your account

Either party may terminate this agreement at any time. We reserve the right to suspend or terminate access immediately for material violations of these Terms, including non-payment, unlawful use, or security threats — with or without prior notice depending on severity.

Upon termination, your access to the platform will cease. Your data will remain available for 30 days for export, after which it will be permanently deleted.

These Terms shall be governed by and construed in accordance with the laws of the Commonwealth of Pennsylvania, without regard to its conflict of law provisions.

Any disputes arising from these Terms or your use of the platform shall be resolved first through good-faith negotiation. If negotiation fails, disputes shall be submitted to binding arbitration in Pennsylvania under the rules of the American Arbitration Association, except that either party may seek injunctive relief in a court of competent jurisdiction.

We reserve the right to modify these Terms at any time. We will provide at least 30 days' advance notice of material changes via email. Continued use of the platform after the effective date of changes constitutes your acceptance of the revised Terms.

For questions about these Terms:

• Email: legal@casenotevault.com
• Support: support@casenotevault.com
• Address: CaseNote Vault™ · AgencyVault OS · Pennsylvania, USA