Terms of Service

Last updated: March 8, 2026

1. Acceptance of Terms

By creating an account or using Stillpoint, you agree to these terms. If you do not agree, do not use the service.

2. Service Description

Stillpoint provides scheduling, booking management, and payment processing tools for wellness practitioners. The platform also offers clinical record-keeping (including SOAP notes and note templates), invoicing, insurance billing and claims management, practice analytics, hosted practice websites, custom domain support, embeddable booking forms, and email and SMS notifications for appointments.

Practitioners using Stillpoint are independent professionals. Stillpoint does not provide medical, therapeutic, or healthcare services directly and is not responsible for treatment outcomes or practitioner conduct. We are a platform provider and are not a party to the practitioner-client relationship.

3. Account Responsibilities

You are responsible for maintaining the security of your account credentials and for all activity under your account. You must provide accurate practice information.

4. Payment Terms

Paid plans are billed monthly. You can cancel at any time and your plan will remain active until the end of the billing period. Platform fees are deducted from client payments processed through Stripe.

5. Hosted Website Content

If you use Stillpoint’s hosted website feature, you are solely responsible for the content published on your website. Stillpoint provides the platform but does not endorse, verify, or assume liability for practitioner content.

You agree not to publish content that is illegal, infringes on the intellectual property of others, or contains misleading health claims. Stillpoint reserves the right to remove content that violates these guidelines.

You may unpublish your website at any time from your Settings page or the website editor.

6. Clinical Records & Notes

Stillpoint provides tools for practitioners to create and store clinical notes, including structured SOAP notes and custom note templates. All clinical content is encrypted at rest using AES-256 encryption and stored in a dedicated HIPAA-eligible database hosted on Amazon Web Services (AWS) RDS PostgreSQL, separate from the primary application database.

Clinical records are stored on behalf of the practitioner. As the data controller, you are responsible for the accuracy and completeness of clinical documentation and for complying with applicable recordkeeping and privacy regulations in your jurisdiction (including HIPAA, if applicable).

Stillpoint does not access, review, or use the content of clinical notes for any purpose other than storing and displaying them to authorized users within your practice.

7. AI Practice Assistant (Clio)

Stillpoint includes an AI-powered practice assistant called Clio. Clio helps practitioners with scheduling, navigation, and general practice management questions. Clio is powered by OpenAI’s GPT-4o-mini model and processes conversation messages through OpenAI’s API.

Clio does not have access to clinical notes, session records, or other protected health information (PHI). Conversations with Clio are not used by OpenAI to train their models. The Clio worker service is hosted on Railway.

Clio provides general guidance and should not be relied upon as a substitute for professional, legal, or clinical advice.

8. Invoicing & Insurance Billing

Stillpoint provides invoicing tools that allow practitioners to generate and track invoices for client sessions. Insurance billing features enable practitioners to create and manage claims.

You are responsible for the accuracy of all billing information, including procedure codes, diagnosis codes, and provider identifiers. Stillpoint does not verify or validate claims submitted through the platform.

Stillpoint is not a clearinghouse and does not submit claims to insurance payers on your behalf. You are solely responsible for claim submission, follow-up, and compliance with applicable billing regulations.

9. Custom Domains

Stillpoint allows practitioners on eligible plans to connect a custom domain to their hosted website. You are responsible for domain ownership, registration, renewal, and DNS configuration.

Stillpoint is not responsible for domain expiration, DNS misconfiguration, or issues arising from your domain registrar.

10. Communications & Notifications

By using the service, you consent to receiving system notifications related to your account (such as booking confirmations and billing updates).

Client-facing communications — including appointment confirmations, reminders, and cancellation notices — are sent on your behalf. You are responsible for ensuring that you have appropriate consent to contact your clients via email and SMS.

You can manage notification preferences for each practitioner in your Settings page.

11. Embedded Booking

You may embed your Stillpoint booking form on third-party websites using the provided iframe code. When a client books through an embedded form, the data is transmitted to and processed by Stillpoint in accordance with our Privacy Policy.

Clients booking through the platform acknowledge that their data is collected and shared with the practitioner providing the service.

If you embed a booking form on your own website, you are responsible for disclosing data collection practices to your visitors in accordance with applicable privacy laws.

12. Plan Features & Limitations

Certain features — including encrypted clinical notes, invoicing, insurance billing, advanced analytics, SMS notifications, automated reminders, custom domains, and custom branding — require a paid plan. Available features are described on our pricing page and may vary by plan.

Stillpoint reserves the right to modify plan features with reasonable notice. Downgrading your plan may disable features that require a higher-tier subscription.

13. Data Processing

For the purposes of client data, Stillpoint acts as a data processor on behalf of the practitioner (the data controller). We process client information solely to provide the scheduling and payment services described in these terms.

As the data controller, you are responsible for complying with applicable privacy laws in your jurisdiction, including obtaining any necessary consent from your clients for data collection and communications.

Stillpoint will not use client data for purposes other than providing and improving the service.

14. Limitation of Liability

Stillpoint is provided “as is” without warranty. We are not liable for missed appointments, payment disputes, website downtime, or other issues arising from the practitioner-client relationship or your use of the platform.

15. Termination

You may close your account at any time. Stillpoint reserves the right to suspend or terminate accounts that violate these terms. Upon termination, your hosted website will be unpublished and your data will be handled in accordance with our Privacy Policy.

16. Contact

Questions about these terms? Contact us at hello@withstillpoint.com.