Terms of Service

Terms of Service

Practivo AI
Effective Date: May 15, 2026
Last Updated: May 15, 2026

1. Agreement to Terms

These Terms of Service (“Terms”) are a legally binding agreement between you (“Client,” “you,” or “your”) and Practivo AI (“Company,” “we,” “us,” or “our”) governing your access to and use of our website at practivo.ai and any services we provide.

By accessing our website, submitting an inquiry, booking a discovery call, or entering into a service agreement with Practivo AI, you agree to be bound by these Terms. If you do not agree to these Terms, please do not use our website or services.

If you enter into a separate written Service Agreement, Statement of Work, Business Associate Agreement, or other written agreement with Practivo AI, that agreement will control if there is a direct conflict with these Terms.

2. Description of Services

Practivo AI provides done-for-you automation, workflow, CRM, and AI-assisted operational systems for small and mid-sized businesses, including medical practices, personal injury law firms, and related healthcare and legal businesses.

Services may include, but are not limited to:

AI-assisted workflow automation design and implementation

CRM setup and pipeline management

Lead recovery and reactivation systems

Intake and follow-up automation

Appointment reminder and scheduling workflows

Reputation management systems

Reporting and analytics configuration

Ongoing system monitoring and optimization

Automation strategy, documentation, and operational support

Specific services, deliverables, timelines, fees, limitations, and responsibilities for each engagement will be defined in a separate written Service Agreement or Statement of Work.

3. Discovery Calls and Pre-Engagement Communications

Booking a discovery call, submitting an inquiry form, joining a waitlist, or communicating with Practivo AI does not create a service agreement, professional relationship, or obligation for either party.

Discovery calls are exploratory in nature. No services will be provided until a written agreement has been executed and any required initial payment has been received.

Please do not submit Protected Health Information, patient information, confidential legal case information, claim details, medical details, treatment details, client names, patient names, or other sensitive information through public website forms, booking notes, email, SMS, chat, or other unsecured channels unless Practivo AI has expressly approved that method in writing and appropriate agreements are in place.

4. No Legal, Medical, Compliance, or Professional Advice

Practivo AI provides automation, workflow, operational, CRM, and technology support services.

Practivo AI does not provide legal, medical, clinical, compliance, billing, coding, tax, accounting, financial, or professional advice.

Any information provided by Practivo AI is for general business and operational purposes only. You are responsible for obtaining advice from qualified legal, compliance, clinical, financial, or other professional advisors as needed.

No use of Practivo AI’s website or services creates an attorney-client relationship, physician-patient relationship, provider-patient relationship, fiduciary relationship, or other licensed professional relationship.

5. Fees and Payment

Fees, payment schedules, billing terms, and payment methods will be defined in the applicable Service Agreement or Statement of Work.

Unless otherwise stated in writing:

Setup fees are due according to the payment schedule in the Client’s agreement.

Monthly retainers are billed on a recurring monthly basis.

Invoices are due upon receipt.

Setup fees are non-refundable once work has commenced.

Monthly retainer fees are non-refundable for the current billing period.

Work outside the agreed scope may require a change order, additional fee, or separate agreement.

Practivo AI may suspend services, pause workflows, withhold deliverables, or terminate the engagement if payment is late, failed, disputed, charged back, or otherwise not received when due.

The Client is responsible for all applicable taxes, third-party software fees, carrier fees, SMS and email usage fees, ad spend, platform subscriptions, domain fees, hosting fees, integration costs, and other pass-through expenses unless expressly included in the applicable agreement.

If a project is delayed because the Client fails to provide required access, approvals, content, data, credentials, feedback, or decisions, Practivo AI may adjust timelines, pause work, or charge additional fees as described in the applicable agreement.

Practivo AI reserves the right to modify pricing with thirty (30) days’ written notice to active clients, unless otherwise stated in the Client’s agreement.

6. Client Responsibilities

To enable Practivo AI to deliver services effectively, the Client agrees to:

Provide accurate, complete, and timely information.

Provide required access to platforms, software, accounts, data, and systems.

Designate a primary point of contact authorized to make decisions.

Review and approve deliverables, messaging, workflows, and system configurations in a timely manner.

Maintain ownership and payment responsibility for third-party tools and platforms unless otherwise agreed in writing.

Ensure that all data provided to Practivo AI has been collected, maintained, and shared in compliance with applicable laws and regulations.

Obtain all required consents before using automated communications, including SMS, email, voicemail, AI-assisted messaging, or other outreach.

Notify Practivo AI promptly of operational, legal, compliance, staffing, platform, or business changes that may affect the services.

Review all client-facing content, workflows, automations, messages, and outputs before launch unless otherwise agreed in writing.

The Client remains responsible for the accuracy, legality, compliance, and appropriateness of its own business operations, marketing, communications, data, and use of Practivo AI systems.

7. HIPAA, PHI, and Healthcare Clients

Practivo AI may provide services to healthcare practices and healthcare-related businesses.

Practivo AI may act as a Business Associate under the Health Insurance Portability and Accountability Act (“HIPAA”) when it creates, receives, maintains, or transmits Protected Health Information (“PHI”) on behalf of a covered entity or another business associate.

Before Practivo AI intentionally accesses, processes, transmits, or stores PHI, the Client and Practivo AI must execute a Business Associate Agreement (“BAA”) or other appropriate written agreement.

The Client remains responsible for its own HIPAA compliance obligations, including but not limited to patient notices, patient authorizations where required, communication consent, minimum necessary use, staff training, access controls, vendor selection, and appropriate use of third-party systems.

Practivo AI may use subcontractors or third-party vendors to support services. Where required by law, Practivo AI will require appropriate written agreements from subcontractors or vendors that create, receive, maintain, or transmit PHI on behalf of Practivo AI.

The Client agrees not to provide PHI to Practivo AI through public website forms, discovery call notes, email, SMS, chat, or other unsecured channels unless Practivo AI has expressly approved that method in writing and appropriate agreements and safeguards are in place.

8. Legal Industry Clients and Confidential Case Information

Practivo AI may provide automation, intake, follow-up, CRM, and operational support services to law firms and legal-industry businesses.

Practivo AI is not a law firm and does not provide legal advice.

The Client is solely responsible for determining whether and how Practivo AI may access confidential legal information, attorney-client privileged information, work product, case details, client records, medical records, settlement information, claim numbers, or other sensitive legal information.

The Client agrees not to provide confidential legal case information to Practivo AI through public website forms, unsecured communications, or unapproved third-party tools.

Any access to confidential legal case information must be governed by the applicable Service Agreement, confidentiality obligations, client-approved systems, and any other required written agreements.

9. SMS Terms and Automated Communications

Practivo AI may communicate with users and clients by SMS when they have opted in or when otherwise permitted by applicable law.

SMS communications are governed by our separate SMS Terms & Conditions, available here: SMS TERMS & CONDITIONS

The Client is responsible for obtaining and maintaining all legally required consents before using Practivo AI systems to send SMS, email, voicemail, AI-assisted messaging, or other automated communications to the Client’s leads, patients, clients, contacts, or prospects.

The Client agrees not to use Practivo AI systems to send unlawful, misleading, unauthorized, harassing, deceptive, or non-compliant communications.

Practivo AI may refuse to build, send, or support campaigns that appear to violate applicable SMS, email, privacy, healthcare, legal-industry, platform, carrier, or anti-spam requirements.

10. Email Communications Compliance

The Client is responsible for ensuring that all email lists, contacts, campaigns, and messages used in connection with Practivo AI services comply with applicable email marketing laws, opt-out requirements, sender identification rules, and commercial email requirements.

The Client agrees not to provide purchased, scraped, unauthorized, misleadingly obtained, or unlawfully obtained contact lists for use in Practivo AI systems.

The Client is responsible for approving all email content, sender information, unsubscribe language, and campaign strategy before launch.

11. Marketing, Reviews, and Public-Facing Communications

The Client is responsible for ensuring that all marketing, advertising, review requests, testimonials, claims, offers, landing pages, website copy, and public-facing communications comply with applicable laws, platform policies, professional rules, and industry regulations.

Practivo AI does not create fake reviews, purchase reviews, suppress negative reviews, misrepresent client experiences, or knowingly assist with deceptive review practices.

For review request systems, the Client agrees that review requests must be sent in a neutral manner and must not improperly prevent, discourage, or redirect negative feedback from public review platforms where doing so would violate applicable law, professional rules, or platform policy.

The Client is responsible for approving all public-facing claims, offers, testimonials, advertising language, review-related workflows, and marketing communications before launch.

12. Third-Party Platforms and Integrations

Practivo AI’s services may involve third-party platforms, software, APIs, communication providers, CRM systems, website platforms, analytics tools, EHR/PMS systems, phone systems, advertising platforms, automation tools, AI tools, payment processors, email providers, SMS carriers, and other technology providers.

Practivo AI does not control third-party platforms and is not responsible for outages, delays, data loss, account suspensions, API changes, deliverability issues, rejected registrations, carrier filtering, pricing changes, integration limitations, sync errors, or platform errors caused by third-party providers.

The Client is responsible for maintaining active subscriptions, billing, permissions, account access, and compliance obligations for any third-party platforms used in connection with the services unless otherwise stated in the applicable Service Agreement.

Practivo AI may recommend third-party tools, but the Client is responsible for reviewing and approving the use of those tools for the Client’s business, legal, regulatory, security, and compliance needs.

13. AI and Automation Limitations

Practivo AI may use artificial intelligence, automation tools, workflow software, and related technologies to support service delivery.

The Client understands that AI-assisted systems may generate incomplete, inaccurate, outdated, biased, or inappropriate outputs and may require human review.

Practivo AI does not guarantee that AI-generated content, recommendations, classifications, summaries, responses, or workflows will be error-free or suitable for every situation.

The Client is responsible for reviewing and approving any AI-generated or automated communications, scripts, prompts, decision rules, workflows, classifications, summaries, or client-facing content before use unless otherwise agreed in writing.

Practivo AI will not intentionally use AI tools to process PHI, confidential legal information, or other sensitive regulated data unless appropriate agreements, safeguards, and client approvals are in place.

14. Account Access, Credentials, and Offboarding

The Client is responsible for maintaining ownership of its business accounts, including website, domain, CRM, email, calendar, advertising, phone, analytics, EHR/PMS, payment, hosting, and other third-party platform accounts.

Where possible, Practivo AI will work within Client-owned accounts or accounts designated in the applicable Service Agreement.

The Client agrees to provide appropriate access needed for Practivo AI to perform agreed services. The Client should not provide unnecessary access to systems or data outside the agreed scope.

Upon termination, Practivo AI will provide reasonable offboarding assistance as described in the applicable Service Agreement. Additional offboarding, documentation, migration, training, data export, or handoff support may be billed separately unless included in the Service Agreement.

The Client is responsible for removing Practivo AI’s access to Client-owned systems after termination. Practivo AI may also remove its own users, automations, credentials, proprietary materials, templates, or workflows from systems where appropriate and permitted.

15. Intellectual Property

Practivo AI retains ownership of its pre-existing materials, frameworks, templates, playbooks, prompts, methods, know-how, reusable workflow structures, documentation, processes, and proprietary systems.

The Client retains ownership of its business data, branding, content, customer lists, patient lists, client lists, account credentials, and Client-provided materials.

Unless otherwise stated in a written agreement, the Client receives a non-exclusive, non-transferable license to use the workflows, automations, templates, and configurations delivered by Practivo AI for the Client’s internal business use during the term of the service relationship.

The Client may not resell, license, publish, copy, transfer, or distribute Practivo AI’s proprietary materials, templates, prompts, workflows, playbooks, or methods to third parties without written permission.

16. Confidentiality

Both parties agree to keep confidential any non-public information disclosed during the engagement, including but not limited to business strategies, client lists, patient lists, lead lists, pricing, operational details, credentials, software configurations, proprietary systems, trade secrets, and sensitive business information.

Confidentiality obligations do not apply to information that is publicly available, independently developed without use of confidential information, lawfully received from a third party, or required to be disclosed by law.

This confidentiality obligation survives termination of the service relationship.

17. Acceptable Use

You agree not to use our website or services to:

Violate any applicable law or regulation.

Infringe on the rights of others.

Send spam, unlawful messages, deceptive communications, malware, or harmful content.

Attempt to gain unauthorized access to systems, accounts, or data.

Upload or transmit malicious code.

Misrepresent your identity or authority.

Provide data you do not have the right to use.

Use our systems for harassment, discrimination, fraud, unlawful solicitation, or deceptive practices.

Interfere with the operation, security, or integrity of our website, systems, or services.

Practivo AI may suspend or terminate access if we believe a Client or user is violating these Terms or using our systems in a way that creates legal, operational, security, reputational, or compliance risk.

18. Disclaimers of Warranties

Our website and services are provided “as is” and “as available” without warranties of any kind, either express or implied.

Practivo AI does not warrant that our website, services, systems, workflows, automations, integrations, AI outputs, or third-party platforms will be uninterrupted, error-free, secure, compliant with every law applicable to your business, or that results will meet your specific expectations or business objectives.

Results from automation systems vary based on factors including but not limited to the quality of data provided, client responsiveness, staff adoption, market conditions, offer strength, compliance requirements, third-party platform performance, deliverability, and operational execution.

19. Limitation of Liability

To the maximum extent permitted by applicable law, Practivo AI shall not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including but not limited to loss of revenue, loss of profits, loss of business opportunity, loss of data, business interruption, reputational harm, or third-party platform failure, arising out of or related to your use of our website or services.

To the maximum extent permitted by applicable law, Practivo AI’s total liability for any claim arising out of or related to these Terms, our website, or our services shall not exceed the total fees paid by you to Practivo AI in the three (3) months preceding the event giving rise to the claim.

Some jurisdictions do not allow certain limitations of liability, so some of the above limitations may not apply to you.

20. Indemnification

You agree to indemnify, defend, and hold harmless Practivo AI and its owners, officers, employees, contractors, agents, and affiliates from and against any claims, liabilities, damages, losses, costs, and expenses, including reasonable attorneys’ fees, arising out of or related to:

Your use of our website or services.

Your violation of these Terms.

Your violation of any applicable law or regulation.

Your business operations, marketing, communications, or data practices.

Any data, content, contact list, patient information, client information, or materials you provide to Practivo AI.

Your failure to obtain required consents or approvals.

Your use of third-party platforms.

Your approval or use of workflows, automations, messages, claims, campaigns, or AI-assisted outputs.

21. Termination

Either party may terminate a service agreement in accordance with the terms specified in that agreement.

Practivo AI may suspend or terminate services immediately if the Client:

Fails to make required payments.

Violates these Terms or any applicable agreement.

Uses our services for unlawful, deceptive, abusive, or non-compliant purposes.

Creates legal, compliance, reputational, operational, or security risk.

Fails to provide required access, approvals, or cooperation.

Engages in conduct that is harmful to Practivo AI, its systems, its contractors, or its clients.

Upon termination, all outstanding fees become immediately due and payable.

Termination does not relieve either party of obligations that arose before termination, including payment, confidentiality, intellectual property, indemnification, limitation of liability, and any other provisions intended to survive termination.

22. Force Majeure

Practivo AI shall not be liable for delays or failures in performance caused by circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, civil unrest, labor disputes, government actions, internet failures, power outages, third-party platform outages, cyberattacks, carrier disruptions, supply chain issues, or other events outside our reasonable control.

23. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Georgia, without regard to conflict of law principles.

The parties agree to first attempt to resolve any dispute through good-faith negotiation.

If the dispute cannot be resolved within thirty (30) days, the dispute shall be submitted to binding arbitration in accordance with the rules of the American Arbitration Association. Arbitration shall take place in Georgia unless the parties agree otherwise in writing.

Each party shall be responsible for its own attorneys’ fees and costs unless otherwise required by law or awarded by the arbitrator.

24. Website Use

You may use our website for lawful business purposes only.

You agree not to use the website in any way that violates applicable laws, infringes on the rights of others, interferes with the operation of the website, compromises security, or attempts to gain unauthorized access to systems, data, or accounts.

We may update, modify, suspend, or discontinue any portion of our website at any time without notice.

25. Privacy Policy

Our collection and use of personal information is described in our Privacy Policy, available here: PRIVACY POLICY.

By using our website or services, you acknowledge that you have reviewed our Privacy Policy.

26. Changes to These Terms

Practivo AI may update these Terms from time to time.

When we update these Terms, we will revise the “Last Updated” date at the top of this page.

Your continued use of our website or services after updated Terms are posted constitutes your acceptance of the updated Terms.

Active service clients will be notified of material changes when appropriate.

27. Severability

If any provision of these Terms is found to be invalid, unlawful, or unenforceable, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

28. No Waiver

Our failure to enforce any provision of these Terms shall not be considered a waiver of our right to enforce that provision or any other provision in the future.

29. Assignment

You may not assign or transfer your rights or obligations under these Terms without prior written consent from Practivo AI.

Practivo AI may assign or transfer its rights or obligations in connection with a merger, acquisition, sale of assets, reorganization, or other business transaction.

30. Entire Agreement

These Terms, together with our Privacy Policy, SMS Terms & Conditions, and any executed Service Agreement, Statement of Work, Business Associate Agreement, or other written agreement, constitute the entire agreement between you and Practivo AI regarding the subject matter described here and supersede all prior agreements, representations, and understandings.

31. Contact Us

For questions about these Terms, please contact:

Practivo AI
Email: [email protected]
Phone: 470-672-4612
Website: practivo.ai
Mailing Address: 3945 Agard St. Cumming, GA 30040