User Agreement, BAA, and Privacy Policy Overview

This article summarizes how subQdocs handles legal agreements, privacy, and HIPAA compliance. It explains what you agree to when creating an account, how the Business Associate Agreement (BAA) is established, and what we recommend Practices do on their end.

Required agreements during signup

When a new user creates a subQdocs account, they are required to agree to the following documents before completing signup:

• User Agreement
• Privacy Policy

Agreeing to these terms is mandatory and occurs before an account is created.

How the Business Associate Agreement (BAA) is formed

By accepting the subQdocs User Agreement during signup, a Business Associate Agreement (BAA) is automatically established between subQdocs and your Practice.

This means:

• subQdocs acts as a Business Associate under HIPAA
• Your Practice remains the Covered Entity
• HIPAA-required safeguards for protected health information (PHI) apply to how subQdocs stores, processes, and transmits data

No separate BAA signature process is required unless otherwise requested.

What the User Agreement covers (high-level)

The User Agreement defines how Practices may use subQdocs and outlines responsibilities on both sides. In summary, it covers:

• Permitted use of the platform and services
• Account ownership and user responsibilities
• Payment, subscription, and termination terms
• Limitations of liability and disclaimers
• How disputes are handled

The full legal language is available here: User Agreement.

What the Privacy Policy covers (high-level)

The Privacy Policy explains how subQdocs collects, uses, and protects information. In summary, it describes:

• What information is collected (including PHI and operational data)
• How information is used to provide and improve the service
• How data is stored and protected
• When information may be shared (for example, with infrastructure providers under strict safeguards)
• Your rights and responsibilities related to data privacy

The full policy is available here: Privacy Policy.

Patient consent and AI usage

While subQdocs meets HIPAA requirements as a Business Associate, Practices are responsible for patient-facing consent.

We strongly recommend that Practices:

• Add an AI or ambient documentation consent statement to patient intake forms
• Clearly explain that AI-assisted tools may be used to support clinical documentation
• Ensure patients understand that their care is still directed and reviewed by licensed Providers

This helps set expectations, supports transparency, and aligns with evolving best practices around AI in healthcare.

Questions or special requirements

If your Practice requires a custom BAA, additional documentation, or has specific compliance questions, please contact the subQdocs team. We’re happy to review requirements and work with you. You can reach us at support@subQdocs.ai.

Thanks for taking the time to review these terms.

Clear agreements and expectations help ensure a secure, compliant experience for both Practices and patients.