ReferralScope Terms of Service

These Terms of Service ("Terms") govern your use of ReferralScope, including our website, software, dashboards, maps, mailing tools, reports, data, and related services (collectively, the "Service"). By creating an account, purchasing a subscription, or using the Service, you agree to these Terms and to our Privacy Policy, which is incorporated into these Terms by reference.

If you are using the Service on behalf of a practice, company, or other organization, you represent that you have authority to bind that organization, and "you" refers to both you and that organization.

1. Eligibility

The Service is intended for business use by healthcare practices and related professional organizations located in the United States. You must be at least 18 years old and authorized to act on behalf of your organization to use the Service. The Service is not intended for personal, family, or household use.

2. The Service

ReferralScope provides software tools to help healthcare practices view, filter, organize, and conduct outreach to potential referral sources using publicly available, licensed, aggregated, user-provided, or processed provider and business information.

ReferralScope is intended for business intelligence, practice awareness, and informational outreach. We do not guarantee referrals, patient volume, revenue, provider responses, campaign results, or business growth.

3. User Responsibility

You are responsible for your use of the Service, including recipient selections, campaign content, mailing lists, outreach strategy, account activity, and business decisions.

You agree to use the Service lawfully, professionally, and ethically.

4. Data Accuracy

Provider information available through the Service may come from public datasets, third-party sources, user-provided information, and our own processing, cleaning, geocoding, grouping, or formatting.

We do not guarantee that provider names, specialties, practice affiliations, addresses, contact information, locations, or other data are complete, current, accurate, or error-free. You are responsible for reviewing and verifying information before relying on it.

ReferralScope is not endorsed by, sponsored by, or affiliated with the Centers for Medicare & Medicaid Services (CMS), the Department of Health and Human Services (HHS), Medicare, or any other government agency.

5. No Legal, Compliance, Medical, or Billing Advice

ReferralScope does not provide legal, regulatory, compliance, billing, coding, tax, medical, or professional advice. Sample language, templates, cadence suggestions, and specialty guidance provided through the Service are for convenience only and are not advice.

You are solely responsible for ensuring that your use of the Service complies with applicable laws, regulations, payer requirements, and professional standards, including the federal Anti-Kickback Statute, the Stark Law, the False Claims Act, HIPAA, state fee-splitting and self-referral laws, professional advertising rules, privacy laws, and healthcare marketing rules.

6. Prohibited Uses

You may not use the Service to:

• offer, pay, solicit, track, condition, or receive anything of value in exchange for referrals or healthcare business;
• make false, misleading, deceptive, or unlawful statements;
• send unlawful spam or improper communications;
• harass, mislead, or impersonate any person or organization;
• upload, submit, or transmit patient information or protected health information;
• violate healthcare fraud-and-abuse laws, privacy laws, advertising rules, or third-party rights;
• misuse the Service, data, software, systems, or other users' accounts, including by scraping, bulk-exporting data beyond permitted use, or probing or circumventing security measures.

We may suspend or terminate accounts that we reasonably believe create legal, compliance, security, payment, or reputational risk, or that violate these Terms. If we terminate your account for a violation of these Terms, you forfeit any prepaid, unused subscription fees to the extent permitted by law.

7. No Patient Data

The Service is not intended to receive, store, process, or transmit protected health information ("PHI") or patient information of any kind.

You must not upload, enter, or transmit patient names, contact information, medical record numbers, clinical details, insurance information, photographs, or any other PHI. If we discover PHI in the Service, we may delete it without notice.

ReferralScope is not an electronic health record, billing system, patient communication system, or HIPAA-covered service, and we do not sign business associate agreements, unless we expressly agree otherwise in a separate written agreement.

8. Outreach and Mailings

You are responsible for all campaign content, recipient selections, mailing lists, templates, claims, offers, instructions, and materials submitted through the Service. We may provide sample language, templates, design tools, or suggestions, but you are responsible for reviewing and approving all outreach materials before submission.

Campaign submissions are final. Because physical mail enters production quickly, once a campaign is submitted for printing it cannot be modified, cancelled, or refunded, except that you may cancel within 4 hours of submission if production has not begun. You should carefully review recipients, content, and proofs before submitting.

We do not guarantee print quality, mail delivery, delivery timing, recipient response, referral volume, revenue, or campaign performance. Printing, mailing, payment, mapping, hosting, and data services are provided in part through third-party vendors and may be subject to their own terms, limitations, and service interruptions. Our sole responsibility for a demonstrated production error attributable to us or our print vendor (such as a misprint or failure to enter the mail stream) is, at our option, to re-send the affected pieces or credit the per-piece charges for them.

9. Fees, Subscriptions, and Mail Charges

Subscription. ReferralScope subscriptions are sold on an annual basis. By purchasing an annual subscription, you receive access to the Service for the annual term selected at checkout.

Automatic renewal. Unless you cancel before the renewal date, your subscription will automatically renew for an additional annual term at the then-current price. We will disclose the renewal terms at checkout and send a reminder notice to your account email before each renewal, as required by applicable law. You may cancel renewal at any time through your account billing portal or by contacting hello@referralscope.com. Cancellation stops future renewal charges but does not terminate your current paid access period.

Mail charges. Mail pieces are billed per piece, on a pay-as-you-go basis, at the rates displayed in the Service at the time you submit a campaign. Per-piece rates may vary by format, volume, and postage class and may change from time to time; the rate shown at submission is the rate you will be charged. By submitting a campaign, you authorize us to charge your payment method on file for all pieces in that campaign. Per-piece charges are non-refundable once a campaign enters production, except as provided in Section 8.

Refunds. Unless required by law or expressly stated at checkout, annual subscription fees are non-refundable and are not prorated if you cancel before the end of the paid term. After cancellation, you retain access through the end of your then-current paid subscription period, unless your account is terminated for violation of these Terms.

Taxes and payment. Fees are exclusive of applicable taxes, which you are responsible for. You agree to keep a valid payment method on file and to pay all charges incurred under your account.

10. Account Security

You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account. You agree to provide accurate account, billing, and business information and to keep it current. Notify us promptly at hello@referralscope.com of any unauthorized use of your account.

11. Intellectual Property; Your Content; Feedback

Our property. The Service and its software, designs, workflows, reports, data processing methods, brand assets, logos, content, and related materials are owned by ReferralScope or its licensors. You may use the Service only as permitted by these Terms. You may not copy, reverse engineer, resell, scrape, redistribute, or create competing products or datasets from the Service, except as allowed by law or expressly authorized in writing.

Your content. You retain ownership of the content and materials you submit to the Service, including campaign designs, logos, and messaging. You grant us a non-exclusive, worldwide, royalty-free license to host, process, print, transmit, and display that content solely as needed to provide the Service (including through our print and mail vendors). You represent that you have all rights necessary to grant this license and that your content does not infringe third-party rights.

Feedback and usage data. If you provide suggestions or feedback, we may use them without restriction or compensation. We may also collect, use, and disclose aggregated or de-identified usage data that does not identify you or your practice, for purposes such as improving the Service.

12. Disclaimers and Limitation of Liability

The Service is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we disclaim all warranties, express or implied, including warranties of accuracy, completeness, merchantability, fitness for a particular purpose, non-infringement, availability, security, or error-free performance.

To the fullest extent permitted by law, ReferralScope and its owners, officers, employees, contractors, vendors, and affiliates will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost revenue, lost referrals, lost business opportunities, loss of goodwill, data errors, campaign performance, regulatory consequences, or compliance-related losses, even if advised of the possibility of such damages.

To the fullest extent permitted by law, our total liability for any claim arising out of or relating to the Service will not exceed the amount you paid to ReferralScope during the twelve (12) months before the event giving rise to the claim.

Some jurisdictions do not allow certain warranty disclaimers or damage limitations, so some of the above may not apply to you.

13. Indemnification

You agree to indemnify and hold harmless ReferralScope and its owners, officers, employees, contractors, vendors, and affiliates from any claims, damages, liabilities, penalties, losses, costs, and expenses, including reasonable attorneys' fees, arising out of or relating to your use of the Service, your campaign content, recipient selections, uploaded information, violation of these Terms, violation of law, or infringement of third-party rights.

14. Dispute Resolution; Arbitration; Class Action Waiver

Informal resolution first. Before filing a claim, you agree to contact us at hello@referralscope.com and attempt in good faith to resolve the dispute informally for at least thirty (30) days.

Binding arbitration. Any dispute arising out of or relating to these Terms or the Service that is not resolved informally will be resolved by binding individual arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules. The arbitration will be conducted in Atlanta, Georgia or, at your option, by videoconference or written submissions. Judgment on the award may be entered in any court of competent jurisdiction. Either party may instead bring an individual claim in small claims court, and either party may seek injunctive relief in court for infringement or misuse of intellectual property or data.

Class action waiver. Disputes must be brought on an individual basis only. Neither party may participate in a class, consolidated, or representative action, to the fullest extent permitted by law.

Opt-out. You may opt out of this arbitration provision by emailing hello@referralscope.com within thirty (30) days of first accepting these Terms, stating your name, organization, and intent to opt out.

15. Force Majeure

We are not liable for delays or failures caused by events beyond our reasonable control, including postal service delays or disruptions, third-party vendor outages, labor disputes, utility or internet failures, government actions, epidemics, weather, or other force majeure events.

16. Changes to the Service or Terms

We may modify the Service or these Terms from time to time. Updated Terms will be posted with a revised "Last updated" date. For material changes — including changes to pricing, renewal, or dispute resolution — we will provide advance notice by email or in-product notice before the changes take effect. Continued use of the Service after changes become effective means you accept the updated Terms. If you do not agree to a material change, you may cancel renewal as described in Section 9.

17. Termination

You may stop using the Service at any time; Section 9 governs cancellation and refunds. We may suspend or terminate the Service or your account as described in Section 6. Sections that by their nature should survive termination (including Sections 4, 5, 11, 12, 13, and 14) survive.

18. Governing Law

These Terms are governed by the laws of the State of Georgia, without regard to conflict-of-law principles. Subject to Section 14, the parties consent to the jurisdiction and venue of the state and federal courts located in Georgia for disputes arising out of or relating to these Terms, unless otherwise required by law.

19. Miscellaneous

These Terms, together with the Privacy Policy and any order or checkout terms, are the entire agreement between you and ReferralScope regarding the Service. If any provision is found unenforceable, the remaining provisions remain in effect. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.

20. Contact

Questions about these Terms may be sent to:

ReferralScope · 137 Norcross Street, Roswell, GA 30075 · hello@referralscope.com