Terms of Service

Last Updated: March 2026

Acceptance of Terms

Welcome to Mental Note AI ("we," "us," "our," or "Company"). These Terms of Service constitute a legally binding agreement between you ("you" or "user") and Mental Note AI governing your use of our Microsoft Word add-in and related services designed to generate AI-powered clinical documentation. By installing, accessing, and using Mental Note AI, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service in their entirety. If you do not agree to these terms, you may not use our service. We reserve the right to modify these terms at any time, and your continued use of Mental Note AI following such modifications constitutes your acceptance of the revised terms.

Description of Service

Mental Note AI is an AI-powered clinical note generation tool available as a Microsoft Word add-in. Our service assists mental health professionals and licensed students in generating clinical documentation by providing AI-assisted drafting in multiple note formats including SOAP (Subjective, Objective, Assessment, Plan), DAP (Data, Assessment, Plan), BIRP (Behavior, Intervention, Response, Plan), SIRP (Situation, Intervention, Response, Plan), GIRP (Goal, Intervention, Response, Plan), and PIE (Problem, Intervention, Evaluation). The service is accessed through the Microsoft Office Add-ins Marketplace and integrates directly with Microsoft Word to streamline the documentation process. Mental Note AI operates on a freemium model: a free tier providing 2,000 words per month and a Premium subscription plan ($99/month or $990/year) offering unlimited monthly word generation.

User Accounts and Eligibility

To use Mental Note AI, you must create and maintain a user account. By creating an account, you represent and warrant that: (1) you are a licensed mental health professional or an enrolled student in a mental health profession recognized by applicable state or national licensing bodies; (2) you are at least 18 years of age; (3) the information you provide during account creation is accurate, current, and complete; (4) you have the right and authority to bind yourself to these Terms of Service; and (5) you will maintain the confidentiality and security of your account credentials. You are responsible for all activities that occur under your account. If you discover unauthorized use of your account, you must notify us immediately at support@mentalnote.ai. We reserve the right to suspend or terminate accounts of users who do not meet eligibility requirements or who misrepresent their professional credentials.

Acceptable Use Policy

You agree to use Mental Note AI solely for legitimate clinical documentation purposes in accordance with your professional scope of practice and applicable laws. You are strictly prohibited from: (1) using the service for any unlawful purpose or in violation of any applicable law or regulation; (2) generating clinical notes for patients you do not have a clinical relationship with; (3) creating false, misleading, or fraudulent documentation; (4) using Mental Note AI to generate notes that misrepresent the nature or extent of clinical services provided; (5) sharing your account credentials with unauthorized individuals; (6) attempting to reverse-engineer, decompile, or hack the add-in; (7) using automated tools or scripts to artificially increase word counts or manipulate billing; (8) selling or transferring generated content to third parties without authorization; and (9) using Mental Note AI in any manner that could harm, defame, or compromise the privacy of patients or other individuals. You are solely responsible for reviewing, editing, and approving all AI-generated content before incorporating it into official clinical records. Mental Note AI holds no responsibility for content you generate, publish, or use.

AI-Generated Content Disclaimer

Mental Note AI provides AI-assisted drafting to help you generate clinical documentation more efficiently. It is critical that you understand the following: (1) Mental Note AI generates draft content that must be reviewed and edited by you before use — the AI output is not final clinical documentation and must be verified for accuracy, completeness, and clinical appropriateness; (2) all AI-generated content requires your professional clinical judgment and editorial review — you must personally review each generated note to ensure it accurately reflects the clinical encounter, patient presentation, and your clinical assessment and treatment plan; (3) Mental Note AI output should never be considered medical advice or a substitute for your professional clinical expertise — the AI does not have knowledge of your specific patient, clinical setting, or treatment context, and may generate suggestions that do not align with appropriate clinical care; (4) you are solely responsible for the accuracy, completeness, and clinical appropriateness of all content in your clinical records — Mental Note AI is a drafting tool, not a clinical decision-making system; (5) clinicians and mental health professionals bear full responsibility for the content of clinical records they generate, use, and submit to patients or insurance companies — Mental Note AI cannot and does not assume liability for any consequences of the content you generate using our service; and (6) you must comply with all applicable clinical documentation standards, licensing board requirements, and ethical guidelines specific to your profession and jurisdiction. Do not rely on AI-generated content without thorough professional review and modification to match your actual clinical work.

HIPAA and Compliance

Mental Note AI is designed to support HIPAA compliance and data protection for mental health professionals. We encrypt Protected Health Information (PHI) in transit and at rest and process it under Business Associate Agreements with our infrastructure providers. We minimize how long we retain data and restrict internal access. While we have implemented comprehensive security measures including encryption in transit (TLS/SSL), secure authentication mechanisms, and regular security assessments, we recommend that healthcare organizations and practitioners using Mental Note AI in a HIPAA-regulated context execute a Business Associate Agreement (BAA) prior to processing PHI. Mental Note AI's Business Associate Agreement is included on every plan and is accepted in the app before your first session. Contact support@mentalnote.ai for a countersigned copy or to discuss your specific compliance requirements.

Intellectual Property Rights

Mental Note AI and all components thereof — including but not limited to the software, user interface, design, technology, algorithms, source code, and documentation — are owned by Mental Note AI and protected by copyright, trademark, patent, and other applicable intellectual property laws. You are granted a limited, non-exclusive, non-transferable, revocable license to use Mental Note AI solely for your authorized clinical documentation purposes as outlined in these Terms of Service. You may not copy, modify, adapt, translate, reverse-engineer, decompile, disassemble, distribute, sell, or create derivative works based on Mental Note AI or any of its components. However, you retain all ownership rights to the clinical content you create, including clinical notes, patient assessments, and clinical data generated using Mental Note AI. You grant Mental Note AI a limited license to use anonymized, aggregated content for service improvement, training, and analytics purposes only, provided that such use does not identify you or your patients.

Payment and Billing

Mental Note AI offers a tiered pricing model: (1) Free Tier: provides 2,000 words per month at no charge; (2) Premium Plan: provides unlimited monthly word generation at $99 per month or $990 per year. When you purchase a paid subscription, you authorize Mental Note AI to charge your payment method in accordance with the plan you selected. All payments are processed through secure, third-party payment processors. Your subscription automatically renews at the end of each billing period unless you cancel. To cancel your subscription, log into your account and follow the cancellation instructions, or contact support@mentalnote.ai. Cancellation requests are effective at the end of your current billing period. We do not refund partial months or unused word counts. All fees are exclusive of applicable taxes, which you are responsible for paying. We reserve the right to change pricing with 30 days' notice to active subscribers.

Limitation of Liability

To the maximum extent permitted by applicable law, Mental Note AI and its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages, including but not limited to damages for loss of profits, revenue, business opportunity, data, goodwill, or reputation, arising out of or related to your use of Mental Note AI, even if we have been advised of the possibility of such damages. Some jurisdictions do not allow the exclusion of certain types of damages, so the above limitation may not apply to you in its entirety. In no event shall Mental Note AI's total liability to you exceed the amount you have paid to us in the 12 months immediately preceding the claim. These limitations apply to all causes of action, including breach of contract, warranty, negligence, strict liability, tort, and statutory claims.

Indemnification

You agree to indemnify, defend, and hold harmless Mental Note AI and its officers, directors, employees, agents, and successors from and against any claims, damages, losses, costs, liabilities, and expenses (including reasonable attorneys' fees) arising out of or related to: (1) your use of Mental Note AI in violation of these Terms of Service or applicable law; (2) your violation of the rights of any third party; (3) the clinical content you generate using Mental Note AI; (4) any claim that your use of Mental Note AI infringes upon any third-party intellectual property rights; or (5) any false or misleading information you provide to us. This indemnification obligation applies to the maximum extent permitted by applicable law and does not apply to claims arising solely from Mental Note AI's gross negligence or willful misconduct.

Termination

Either party may terminate your account and use of Mental Note AI at any time. You may terminate by canceling your subscription through your account settings or by contacting support@mentalnote.ai. Mental Note AI may terminate your account or service immediately, without notice, if: (1) you violate any provision of these Terms of Service or our Acceptable Use Policy; (2) you misrepresent your professional credentials or eligibility; (3) you engage in conduct that could harm patients, compromise patient privacy, or violate clinical ethics standards; (4) you breach any law or regulation in your use of the service; (5) you fail to pay subscription fees; or (6) we are required to do so by law or court order. Upon termination, your right to access Mental Note AI immediately ceases. You remain responsible for any charges or liabilities incurred prior to termination. Data retention upon termination is governed by our Privacy Policy.

Governing Law

These Terms of Service shall be governed by and construed in accordance with the laws of the jurisdiction applicable to Mental Note AI's principal place of business, without regard to its conflict of law principles. You agree to submit to the exclusive jurisdiction of the courts located in that jurisdiction for the resolution of any disputes arising out of or related to these Terms of Service or your use of Mental Note AI.

Changes to Terms

Mental Note AI reserves the right to modify these Terms of Service at any time. We will provide you with notice of any material changes by updating the "Last Updated" date at the beginning of this document and, for significant changes that materially affect your rights or obligations, by sending you an email notification at the address associated with your account or by displaying a prominent notice on our website. Changes become effective 30 days after we provide notice, unless you accept them sooner by continuing to use Mental Note AI. Your continued use of Mental Note AI following the effectiveness of changes constitutes your acceptance of the revised Terms of Service. If you do not agree with any modifications, you should discontinue use of the service.

Contact Information

If you have questions, concerns, or requests regarding these Terms of Service or need to report a violation, please contact us at support@mentalnote.ai. We will respond to your inquiry within 30 business days. For all communications regarding these Terms of Service, please include "Terms of Service Inquiry" in your email subject line to ensure prompt handling.

Mental Note AI
Email: support@mentalnote.ai
Website: https://mentalnote.ai