Terms of Service

Last updated August 20, 2026

1. The service

Paytrace (“the Service”) is a bank-to-EMR reconciliation application operated by Paytrace (“we”, “us”). It lets a clinic import bank statement data and EMR collections reports, match them, record write-offs and reconciling items, and produce reports.

2. Accounts and workspaces

Each clinic operates inside its own workspace. You are responsible for the accuracy of data you upload, for keeping your credentials confidential, and for the actions of users you invite. Registration is by invitation.

3. Subscriptions and payment

Paid plans are billed as recurring subscriptions. Payments are processed by our merchant of record, Paddle.com Market Ltd / Paddle.com Inc. (“Paddle”), which handles checkout, card storage, sales tax / VAT and invoicing. Your order is therefore with Paddle, subject to Paddle’s buyer terms in addition to these Terms. Subscriptions renew automatically until canceled; you can cancel any time from Settings → Billing and keep access until the end of the paid period. Refunds are governed by our Refund Policy.

4. Your data

You retain all rights to the data you upload. We process it only to provide the Service. Bank statement data is stored as imported and never altered; adjustments are recorded as separate, reversible entries with an audit trail. Data handling is described in our Privacy Policy. Where a Business Associate Agreement applies, its terms take precedence for protected health information.

5. Acceptable use

Do not upload data you have no right to process, attempt to access other workspaces, reverse engineer the Service, or use it to break the law. We may suspend accounts that do.

6. Availability and changes

We aim for high availability but do not guarantee uninterrupted service. We may change or discontinue features with reasonable notice; material changes to paid plans are announced before the next renewal.

7. Disclaimer and liability

The Service supports your reconciliation work; it does not replace professional accounting judgment, and you remain responsible for your books. To the fullest extent permitted by law the Service is provided “as is”, and our aggregate liability for any claim is limited to the fees you paid in the twelve months before the claim.

8. Termination

You may close your workspace at any time. We may terminate for material breach. On termination we delete workspace data after a reasonable retention window unless law requires otherwise.

9. Governing law

These Terms are governed by the laws of the State of New York, USA.

10. Contact

hello@paytracept.com