Terms of Use

These Terms of Use (“Terms”) govern access to and use of VCare Health, including the staff web application, the AI voice assistant, messaging, reminders, and related services (together, the “Service”). The Service is provided by WTT Solutions LLC, a Delaware limited liability company (“WTT,” “we,” “us,” or “our”).

By creating an account, starting a trial, signing a service agreement, or using the Service, you agree to these Terms. If you are accepting them for a healthcare organization, you represent that you have authority to bind that organization (the “Clinic”).

1. The Service

VCare Health helps healthcare organizations automate patient communication and administrative scheduling. The Service may include staff tools for patients, appointments, and reminders; an AI voice assistant for inbound and outbound calls; SMS and email notifications; optional Google Calendar connection; and related support.

The Service is a scheduling and communication tool. It does not provide medical advice, diagnosis, treatment, billing advice, or insurance verification. The Clinic remains responsible for clinical care and for how its workforce uses the Service.

2. Eligibility and accounts

The Service is offered to healthcare organizations and their authorized workforce, not to the general public as a consumer product. The Clinic must designate administrators who invite users and manage roles.

Available roles include Admin, Staff, Doctor, Nurse, Physical Therapist, and Occupational Therapist. The Clinic is responsible for keeping user lists accurate, disabling access when a person leaves, and ensuring that credentials are not shared. Authentication uses email and password. Multi-factor authentication by SMS one-time password is available and is enabled for new users by default. There is no single sign-on for staff login. Google OAuth, if used, connects a clinic calendar only and is not a login method.

3. License and acceptable use

We grant the Clinic a limited, non-exclusive, non-transferable right to use the Service during the subscription or trial period, solely for the Clinic’s internal operations. The Clinic will not, and will not allow others to:

• reverse engineer, copy, or resell the Service except as allowed by law;
• use the Service to send unlawful, deceptive, or unsolicited communications;
• attempt to bypass access controls, audit logging, or security features;
• upload or process data the Clinic is not authorized to process, including patient information without a valid treatment, payment, or healthcare operations purpose;
• use the voice assistant to give medical advice, prescribe, or verify insurance or billing.

4. AI voice assistant

The voice assistant schedules and manages appointments. It does not give medical advice, a diagnosis, billing help, or insurance verification. Prescription, pharmacy, and medication requests are transferred to clinic staff. If a caller asks for a person, the call is transferred.

On inbound calls the assistant confirms the detected phone number, looks up the patient, and may ask for full name and date of birth when needed to resolve identity. Booking, cancellation, and rescheduling require date-of-birth verification and caller confirmation. The stored date of birth is never read back. Inactive records cannot be booked or reactivated on the call.

SMS reminders are sent from templates through our messaging provider. They may include patient name, clinician or care team, date and time, and a short action such as CONFIRM or a manage link. SMS does not include date of birth, diagnosis, insurance identifiers, or clinical notes. A patient with SMS disabled does not receive these messages.

5. Patient data and HIPAA

The Clinic is the covered entity (or other party that determines the purposes of processing) for protected health information (“PHI”) it places in the Service. WTT acts as a business associate when it creates, receives, maintains, or transmits PHI on the Clinic’s behalf.

Use of the Service for PHI requires a business associate agreement (“BAA”) between the Clinic and WTT. We will execute a BAA covering the current VCare Health product, and the scope can be customized where agreed in writing. The Clinic must not use the Service for PHI until that BAA is in place, except as otherwise agreed in writing.

The Clinic is responsible for obtaining any patient authorizations or notices required by law for voice calls, SMS, and email, and for honoring a patient’s communication preferences in the Service.

6. Trial

New Clinics may start a 14-day free trial. No credit card is required to begin. At the end of the 14 days the Clinic may choose a paid plan or stop, with no obligation. Trial use is subject to these Terms and any usage limits we communicate at signup.

7. Fees and taxes

Paid plans, overage charges, and billing terms are stated in the order form, checkout page, or service agreement. Fees are exclusive of taxes. The Clinic is responsible for applicable taxes other than taxes on our income. Unpaid amounts may result in suspension after notice.

8. Third-party services

The Service depends on third-party infrastructure and communications providers, including cloud hosting, voice AI, telephony or SMS, and email. Those providers process data as needed to deliver the Service. Their availability and policies are outside our exclusive control. We describe current processors in the Privacy Policy.

9. Term, suspension, and termination

These Terms continue for the trial or paid term and any renewal, unless ended earlier. Either party may terminate for material breach if the breach is not cured within 30 days after written notice, or sooner if required by law. We may suspend access immediately if we reasonably believe continued use creates a security, legal, or operational risk.

After the agreement ends, tenant data is removed as an operations step, including the Clinic’s application database, audit log group, remaining call recordings, and backups, except data we must keep to meet legal obligations (including HIPAA documentation requirements).

10. Disclaimers

The Service is provided “as is” and “as available.” To the fullest extent permitted by law, we disclaim implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or free of harmful code, or that the voice assistant will correctly identify every caller or appointment request.

We have an internal HIPAA compliance program and handbook. We do not represent that the Service has completed an independent HIPAA assessment, SOC 2 audit, or third-party penetration test.

11. Limitation of liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost revenue, or lost data, even if advised of the possibility. Our aggregate liability arising out of the Service will not exceed the fees the Clinic paid to us for the Service in the 12 months before the claim (or, during a free trial, one hundred U.S. dollars). These limits do not apply to a party’s fraud, or to the Clinic’s payment obligations, and they apply only to the extent allowed by applicable law.

12. Indemnity

The Clinic will defend and indemnify WTT against claims arising from the Clinic’s patient data, its instructions to us, its failure to obtain required consents, or its misuse of the Service, except to the extent caused by our willful misconduct.

13. Changes

We may update these Terms by posting a revised version on this page and updating the “Last updated” date. Material changes will be communicated to the Clinic’s administrative contact when required. Continued use after the effective date constitutes acceptance, except where applicable law requires a different process.

14. Governing law

These Terms are governed by the laws of the State of Delaware, without regard to conflict-of-law rules. The state and federal courts located in Dallas County, Texas, have exclusive jurisdiction, except that we may seek injunctive relief in any court of competent jurisdiction.

15. Contact

WTT Solutions LLC
4211 Cedar Springs Rd
Dallas, Texas 75219
United States
Telephone: 945.352.5002
Website: vcare-health.com