Terms of Service
Important legal information about using PatientLetterHub
Legal Disclaimer
Important: This document contains legal terms and conditions. We recommend reviewing these terms with your legal counsel, especially regarding healthcare compliance requirements. These terms are effective as of October 2, 2025.
Terms of Service
Agreement to Terms
By using PatientLetterHub, you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, you may not access or use our service. These terms apply to all users of the service, including healthcare practices, providers, and their authorized personnel.
These Terms of Service govern your use of PatientLetterHub, a HIPAA-compliant patient communication platform operated by MASS Communications, Inc. ("Company," "we," "us," or "our").
Key Terms and Conditions
Account Use & Responsibility
Data Security & HIPAA Compliance
Data Management & Retention
Billing & Service Terms
Service Limitations & Disclaimers
Important Limitations
While we take every measure to ensure compliance and accuracy, PatientLetterHub is not responsible for inaccurate data submitted by customers. We provide the platform and services, but the accuracy and completeness of patient information remains the responsibility of the healthcare practice.
Data Accuracy
Customers are responsible for the accuracy and completeness of all patient data uploaded to the platform. We process and mail the information as provided, but cannot verify the accuracy of source data.
Service Availability
While we strive for 99.9% uptime, we do not guarantee uninterrupted service. We are not liable for any damages resulting from service interruptions or technical issues.
Third-Party Services
Our service integrates with third-party providers (e.g., USPS for mailing). We are not responsible for delays or issues caused by these third-party services.
Compliance Verification
While we maintain HIPAA compliance, customers are responsible for ensuring their use of the platform meets their specific compliance requirements and for maintaining their own compliance programs.
Business Associate Agreement
HIPAA Business Associate
PatientLetterHub operates as a Business Associate under HIPAA regulations. We provide a standard Business Associate Agreement (BAA) to all covered entities using our platform, which outlines our responsibilities for protecting patient health information.
BAA Key Provisions:
Termination & Changes to Terms
Termination
Either party may terminate this agreement with 30 days written notice. Upon termination, we will cease processing new jobs and securely dispose of your data according to our data retention policies.
Outstanding invoices must be paid within 30 days of termination. We will provide a final data export if requested within 30 days of termination.
Changes to Terms
We may update these terms from time to time. Material changes will be communicated via email at least 30 days before they take effect.
Continued use of the service after changes become effective constitutes acceptance of the new terms. If you disagree with changes, you may terminate your account.
Questions About These Terms?
Our legal team is here to help clarify any questions about our terms of service