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Terms of Service
Version 1.0.0 · Effective 2026-05-30
Plain-language summary. The ASP POT platform is a clinical documentation tool owned and operated by Apple Specialty Pharmacy LLC for use by its authorized staff. By logging in, you agree to use it for legitimate work purposes, follow HIPAA, keep your credentials private, and recognize that the AI assistant is a documentation aid (not a medical decision-maker). The full terms below are the binding version.
1. Agreement to Terms
These Terms of Service ("Terms") govern your use of the ASP POT clinical documentation platform (the "Service") provided by Apple Specialty Pharmacy LLC ("ASP," "we," "us"). By logging in, you agree to be bound by these Terms and by our Privacy Policy. If you do not agree, do not use the Service.
2. Who can use this service
The Service is intended exclusively for authorized personnel of Apple Specialty Pharmacy LLC and approved business associates acting within the scope of their assigned role. Access requires:
- An account provisioned by an ASP administrator;
- Acceptance of these Terms and the Privacy Policy on first login (and after any material update);
- Compliance with ASP's HIPAA workforce training requirements;
- Continued employment or contractual relationship with ASP authorizing access.
3. Authorized use
You may use the Service only to:
- Document, review, and manage Plans of Treatment, Plans of Care, and related clinical records as part of your job duties;
- Communicate clinical and operational information necessary for treatment, payment, and healthcare operations;
- Use the AI assistant to draft documentation, as described in Section 8;
- Submit feedback to improve the Service.
4. Account responsibilities
You are responsible for:
- Confidentiality of your credentials. Do not share your password or session cookie. Do not allow another person to use your account.
- Accurate information. Information you enter (POT data, signatures, feedback) must be truthful and reflect your professional judgment.
- Prompt reporting. If you suspect your account has been compromised, notify the Privacy Officer immediately at privacy@applespecialtypharmacy.com.
- Device security. Lock your workstation when unattended. Do not access PHI from unsecured networks.
5. Prohibited conduct
You may not:
- Access patient records you are not authorized to view (no "snooping," no "curiosity" lookups);
- Export, screenshot, copy, or transmit PHI to systems not approved by ASP;
- Attempt to bypass authentication, authorization, rate limits, or audit controls;
- Probe, scan, or test the Service for vulnerabilities without prior written authorization;
- Reverse engineer, decompile, or attempt to extract source code;
- Use automated tools (bots, scrapers, screen-scrapers) without authorization;
- Upload viruses, malware, or content designed to disrupt the Service;
- Misrepresent your identity, role, or credentials;
- Use the Service in violation of any applicable law, including HIPAA, the California Confidentiality of Medical Information Act, or controlled substance laws.
6. PHI handling responsibilities
This Service handles Protected Health Information (PHI) under HIPAA. As a user, you are part of ASP's "workforce" and:
- Must access only the minimum necessary PHI for your role;
- Must use PHI only for treatment, payment, or healthcare operations as defined by HIPAA, unless a different authorized use applies (e.g., your role permits enrollment review);
- Must immediately report any suspected privacy or security incident to the Privacy Officer;
- Must not include PHI in non-clinical communications (emails, screenshots, support tickets) without authorization.
The AI assistant tokenizes PHI before sending it to the AI provider. You should still avoid pasting unnecessary PHI into prompts. The server-side tokenizer is defense-in-depth, not a license to be careless.
7. Intellectual property
The Service, including its design, software, documentation, branding, and content created by ASP, is the property of Apple Specialty Pharmacy LLC or its licensors. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service for authorized purposes only. Clinical records you create as part of your job duties are records of ASP under the work-for-hire doctrine and applicable employment terms.
8. AI assistant usage
The Service integrates an AI assistant powered by Anthropic's Claude. Important limitations:
- Not medical advice. The AI is a documentation aid. You must independently verify every clinical claim before submission. You are responsible for the accuracy of any record you sign.
- PHI tokenization. Potential PHI patterns (SSN, DOB, MRN, phone, email, addresses) are replaced server-side with placeholders before any request is sent to Anthropic. Anthropic operates under a signed Business Associate Agreement and a zero-retention API tier.
- Per-user daily cost cap. AI usage is capped per user per day. Exceeding the cap returns an error; contact your admin to discuss an increase.
- No automated decisions with legal effects. The AI does not make decisions; it suggests text that you review.
- Audit trail. Every AI interaction is logged (prompt size, tokens, cost) for quality assurance and compliance review.
9. Third-party services
The Service relies on third-party providers including Microsoft Azure (hosting), Anthropic (AI), and DocuSign (electronic signatures, currently paused). Their respective terms and privacy practices apply to their portions of the data flow. Our list of business associates is maintained internally and shared on request.
10. Disclaimers
The Service is provided "AS IS" and "AS AVAILABLE" without warranty of any kind. While we maintain reasonable safeguards and a documented threat model, we do not warrant that the Service will be uninterrupted, error-free, or completely secure. Clinical decisions are your professional responsibility; the Service is a documentation aid, not a clinical decision system.
To the maximum extent permitted by law, ASP disclaims all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement.
11. Limitation of liability
To the maximum extent permitted by California law, ASP and its officers, employees, and contractors will not be liable for indirect, incidental, special, consequential, or punitive damages arising out of your use of the Service. Our total aggregate liability for any claim arising out of these Terms or your use of the Service will not exceed the amount paid (if any) for the Service in the 12 months preceding the claim, or US $100, whichever is greater. Nothing in these Terms limits liability that cannot be limited by law, including for gross negligence, willful misconduct, or HIPAA violations.
12. Termination
We may suspend or terminate your access to the Service at any time if you violate these Terms, if your employment or contractor relationship with ASP ends, or if continued access poses a security or compliance risk. Upon termination:
- Your account is deactivated within 24 hours;
- Identifying fields are tombstoned after 90 days while the audit trail is preserved for the legally required period;
- Clinical records you created remain records of ASP and are retained per the retention schedule in the Privacy Policy.
13. Governing law
These Terms are governed by the laws of the State of California, without regard to conflict-of-laws principles. Any dispute will be resolved exclusively in the state or federal courts located in Orange County, California, and you consent to the personal jurisdiction of those courts. Nothing prevents either party from seeking injunctive relief in any court of competent jurisdiction.
14. Changes to these terms
We may update these Terms. We will increment the version, update the effective date, and re-prompt you to acknowledge material changes on your next login. Continued use after the effective date constitutes acceptance.
Apple Specialty Pharmacy LLC
Santa Ana, California
Email: privacy@applespecialtypharmacy.com