Terms of Service

What we are — and are not

The Care Royal is software that helps home-care agencies run their operations. We are not a home-care agency, employer, staffing agency, or payer. We do not provide care, employ caregivers, or supervise the services your Agency delivers. Your Agency is solely responsible for its caregivers, clients, care, licensing, insurance, and compliance with all applicable laws.

Subscriptions, trials, and billing

Paid plans are billed monthly in advance through our payment processor (Stripe). Free trials convert to a paid subscription at the end of the trial unless you cancel before it ends. Fees are non-refundable except where required by law. You can cancel anytime; cancellation takes effect at the end of the current billing period. We may change plan pricing with reasonable notice.

Payments to your Agency

If you accept client payments through the Service, you connect your own Stripe account and are the merchant of record for those transactions. The Care Royal never holds, controls, or disburses your funds. Card processing and any platform fees are disclosed at the time you connect.

Payroll, accounting, and third-party connections

Care Royal calculates hours and pay from your timesheets and produces paystubs, but it is not a payroll provider and never holds, transfers or disburses your money. You pay your staff directly, by whatever method you choose. Those services are provided by third parties under their own terms; we are not responsible for them. In-app pay documents and tax calculations are provided as tools to assist you and do not constitute tax, legal, or accounting advice. You are responsible for the accuracy of your payroll, filings, and records.

Your data

Your Agency's data — including your clients, caregivers, and records — remains yours. You grant us the limited rights needed to host and operate the Service for you. You are responsible for having the right to upload the information you enter and for handling protected health and personal information in line with your legal obligations.

Business Associate Agreement (HIPAA)

This section is a Business Associate Agreement between your Agency and Grigoryan Capital Group LLC. It applies automatically, with no separate paperwork, from the moment you accept these Terms. If your Agency is a HIPAA covered entity or is itself a business associate, this is the written agreement HIPAA requires before we handle protected health information for you. Your acceptance of these Terms at signup is your signature on this agreement, recorded with the name, email address and timestamp of the person who accepted.

Roles. Your Agency is the covered entity or upstream business associate. We are your business associate, and we handle protected health information — “PHI” — only to provide the Service to you. Where we use subcontractors that touch PHI, we remain responsible for them and bind them to terms at least as protective as these.

What we will do. We will not use or disclose PHI except as needed to provide the Service, as this agreement permits, or as law requires. We will not sell PHI and will not use it for marketing. We will apply administrative, physical and technical safeguards, including encryption in transit and at rest, tenant isolation enforced in our security rules, access limited to the people who need it, and audit logging of access to records. We will report a use or disclosure not permitted by this agreement, and any breach of unsecured PHI, to you without unreasonable delay and no later than 30 calendar days after we discover it, with the information you need for your own notification duties.

Your rights over the data. On request we will make PHI available to you so you can meet an individual’s right of access, amendment and accounting of disclosures under 45 CFR 164.524, 164.526 and 164.528, and we will make our relevant internal practices, books and records available to the Secretary of Health and Human Services for a compliance review.

What we do not do, and what stays yours. We do not provide care, employ caregivers, or decide anything clinical. You decide who inside your Agency may see which records, you are responsible for the accuracy of what you enter and for having the right to enter it, and you must not put PHI into a field or channel that is not meant for it — our public forms and email notifications are not approved channels for PHI, and our notification emails are written so they do not contain it.

Minimum necessary. We ask for and use the least PHI needed for the function being performed.

Ending it. This agreement lasts as long as we hold PHI for you. If you materially breach it we may suspend the Service or terminate. When it ends we will return or destroy the PHI we hold where that is feasible; where it is not — for example records that wage and hour law requires be kept for four years, or data inside a backup that has not yet rolled over — we will keep protecting it under this agreement and stop using it for any other purpose.

Upstream. Google Cloud and Firebase host the Service, and a Business Associate Agreement with Google is in place covering the HIPAA-eligible services we use. We keep PHI to those services.

If your organisation requires this agreement on your own paper or with a countersignature, contact us before you upload PHI and we will sign yours instead. Nothing in this section reduces any right you have under HIPAA; where this section and HIPAA conflict, HIPAA governs.

Acceptable use

Do not misuse the Service: no unlawful, infringing, or harmful activity; no attempts to breach security or access other agencies' data; no reselling the Service without our written consent.

Use of artificial intelligence

Artificial intelligence has been used in building this service, and is used in parts of how it runs. That includes software development, written content on this site, and automated help features.

Information produced with the help of AI may be incorrect, incomplete or out of date. Nothing generated by an automated feature is professional advice — not legal, medical, financial, tax or employment advice — and you should not rely on it as though it were. Where something matters, check it against the original source or ask a qualified professional.

Our customer support assistant answers from a fixed set of written answers rather than a live AI model, so it will tell you when it does not know something instead of guessing. It is still not a substitute for advice, and a person is always available through the support form.

Decisions that affect your account — approving an agency, acting on a report, removing a listing — are made by a person, not automatically by AI.

Disclaimers and limitation of liability

The Service is provided "as is" and "as available," without warranties of any kind, whether express, implied, or statutory, including any implied warranties of merchantability, fitness for a particular purpose, title, accuracy, and non-infringement, to the fullest extent permitted by law.

To the fullest extent permitted by law, The Care Royal is not liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, data, goodwill, or business. Our total aggregate liability for all claims relating to the Service will not exceed the greater of (a) the total amount you paid us in the twelve months before the event giving rise to the claim, or (b) one hundred U.S. dollars ($100). These limits apply to all legal theories, including contract, tort, negligence, and strict liability.

Some jurisdictions do not allow certain limitations, so parts of the above may not apply to you. Nothing in these Terms limits liability that cannot be limited by law, including liability for fraud, willful misconduct, or gross negligence.

Indemnification

You agree to defend, indemnify, and hold harmless The Care Royal and its owners, officers, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising out of or related to: your use of the Service; the care your Agency provides and the conduct of its caregivers and staff; your content and the data you upload, including client and caregiver records; your employment, payroll, licensing, and tax obligations; your violation of these Terms or of any law; or your infringement of any third party's rights. We may assume the exclusive defense of any matter subject to indemnification, in which case you agree to cooperate with us.

Termination

You may stop using the Service and cancel at any time. We may suspend or terminate access for violation of these Terms or non-payment. On termination you may export your data for a reasonable period, after which it may be deleted.

Governing law and disputes

These Terms are governed by the laws of the State of Wyoming, without regard to conflict-of-law rules, except that the arbitration agreement below is governed by the Federal Arbitration Act (9 U.S.C. § 1 et seq.). To the extent a dispute is not subject to arbitration, it will be brought exclusively in the state or federal courts located in Wyoming, and you consent to their personal jurisdiction and venue.

Any dispute will be resolved by final and binding arbitration on an individual basis, except that either party may seek injunctive relief in court for infringement or misuse, and either party may bring a qualifying individual claim in small-claims court. You and The Care Royal waive any right to a jury trial and to bring or participate in a class, collective, consolidated, or representative action. If this class-action waiver is found unenforceable as to a particular claim, that claim alone is severed and heard in court while the remaining claims proceed in arbitration.

Nothing in this section deprives you of the protection of any mandatory consumer-protection law of the state where you live, or waives any right that cannot lawfully be waived.

Contact

Questions about these Terms? Contact us at info@thecareroyal.com.