Terms of service

Who these terms are between

Manifest is operated by KVEC Systems ("we", "us", "our"), whose registered address is 2022 16th Street NW, Washington, DC 20009, United States. These terms are an agreement between us and you, the person using Manifest ("you").

Manifest is supplied to healthcare practices under a separate written agreement with each of them. Throughout these terms, "the practice" means the practice whose installation of Manifest you are using — your own if you are a practitioner or administrator, or the one treating you if you are a client. Where our agreement with a practice conflicts with these terms on a matter between us and that practice, that agreement governs.

What Manifest is, and what it is not

Manifest is administrative and record-keeping software. It stores the practice's clinical documentation, keeps its schedule, collects intake forms, and produces superbill receipts.

Accounts and access

Accounts are created by invitation from the practice. Access is determined by the role the practice assigns you — administrator, clinician, or client — and an account with no role assigned has no access at all.

You agree that:

• the information you give when creating or maintaining your account is accurate, and you keep it up to date;
• you do not share your account, your sign-in link, or access to your email inbox, since a sign-in link sent to your address is enough to reach your account;
• you tell the practice promptly if you believe someone else has reached your account.

The practice may change or withdraw your role at any time. We may suspend an account where we reasonably believe it is being used unlawfully, is compromised, or threatens the security of the service or the confidentiality of anyone's records.

Acceptable use

You must not:

• access, or try to access, a record you have not been given access to — including another client's record;
• copy, export, or disclose health information from Manifest other than as your role and the practice's policies permit;
• probe, scan, or test the security of the service, or circumvent any access control or rate limit;
• use automated means to extract data from Manifest, or resell or redistribute the service;
• upload malware, or content you have no right to upload;
• interfere with the service's operation or with anyone else's use of it;
• use Manifest to break any law or professional obligation that applies to you.

Clinical documentation

Clinicians are responsible for the accuracy, completeness, and timeliness of what they record, and for signing notes in line with their professional obligations.

Manifest deliberately makes parts of the record permanent. Signed notes, plan history snapshots, and issued receipts cannot be rewritten or deleted through the application, and certain fields — a note's author, the session it is anchored to, when a record was created — are fixed once set. This is a feature of a trustworthy clinical record, not a defect. Corrections are recorded as corrections.

AI-assisted drafting

Manifest can draft a session note or summary at a clinician's request, using a third-party AI service. Drafts are a starting point and nothing more.

• Output may be inaccurate, incomplete, or clinically inappropriate. It must be reviewed and corrected before it is signed.
• A clinician who signs a note adopts it as their own clinical documentation and is responsible for its content, regardless of how the first draft was produced.
• We do not warrant that AI output is accurate, and we are not liable for a clinical decision made in reliance on it.
• Drafting is rate-limited per account and may be changed, limited, or withdrawn.

What is sent to the AI service, and to whom, is described in the privacy policy.

Superbills and insurance

Manifest produces itemised superbill receipts intended to help a client seek reimbursement from their insurer. The billing and diagnosis codes on a superbill, and the clinical facts behind them, are chosen by the practice.

Your content

You keep ownership of the documents and information you put into Manifest. You grant us the permission we need to host, store, transmit, back up, and display it in order to run the service for you and the practice — and nothing beyond that.

You confirm you have the right to upload what you upload. We do not use your content to train general-purpose AI models.

Our intellectual property

The Manifest software, its interface, its name, and its logo belong to us or our licensors. These terms give you permission to use the service; they do not transfer any ownership. You may not copy, decompile, or create derivative works from the software except where the law says you may.

Fees

Clients of the practice do not pay us for Manifest. Fees for clinical services are a matter between the client and the practice. What the practice pays us is set out in our agreement with the practice.

Third-party services

Manifest depends on services we do not control, including cloud hosting, authentication, email delivery, an AI provider, and the practice's booking system. An interruption or change at one of those providers may interrupt or change Manifest. We are not responsible for their acts or omissions, though we choose them with care and hold them to written obligations.

Availability

We work to keep Manifest available and to protect the records in it, but we do not promise uninterrupted or error-free service. We may perform maintenance, and we may change, add, or remove features. Where a change would materially reduce the service, we will give the practice reasonable notice.

Ending your use

You may stop using Manifest at any time and ask the practice to close your account. The practice may close it too.

When an account closes, the practice's clinical record does not disappear with it — the practice must keep clinical records for the periods its legal and professional obligations require, as set out in the privacy policy. The parts of these terms that should reasonably survive termination do so, including the sections on intellectual property, disclaimers, and liability.

Disclaimers

To the fullest extent the law allows, Manifest is provided "as is" and "as available", and we disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will meet your requirements, that it will be uninterrupted or secure against every threat, or that any content — including AI-generated drafts — is accurate or complete.

Nothing in these terms excludes liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, or for fraud.

Limitation of liability

To the fullest extent the law allows, we are not liable for indirect, incidental, special, consequential, or punitive damages, nor for lost profits, lost revenue, lost goodwill, or lost or corrupted data, however caused.

Our total liability arising out of or relating to Manifest is limited to the greater of the amount the practice paid us for the service in the twelve months before the claim arose, or one hundred United States dollars.

These limits apply even if a limited remedy fails of its essential purpose. Some jurisdictions do not allow certain exclusions, so parts of this section may not apply to you.

Indemnity

If you use Manifest in breach of these terms, in breach of a professional obligation, or unlawfully, you agree to indemnify us against claims, losses, and reasonable legal costs arising from that use. This does not apply to a client of the practice using Manifest normally to view and manage their own record.

Governing law and disputes

These terms are governed by the laws of the District of Columbia, United States, without regard to its conflict-of-laws rules. The courts located in the District of Columbia have exclusive jurisdiction, and you and we consent to their jurisdiction and venue.

Before filing anything, please email us at ekim@kvec.ai. Most disputes are faster to resolve that way, and we will engage in good faith.

Changes to these terms

We may update these terms. When we do, we change the date at the top. If a change is material we will give notice to the practice and, where appropriate, in the application or by email before it takes effect. Continuing to use Manifest after a change takes effect means you accept the updated terms.

General

If a provision of these terms is unenforceable, the rest remains in force. Our not enforcing a provision is not a waiver of it. You may not assign these terms without our consent; we may assign them as part of a merger, acquisition, or sale of assets. Together with the privacy policy, these terms are the entire agreement between you and us about Manifest.

Contact

KVEC Systems — ekim@kvec.ai