Terms of Service

Ritaja Practice provides cloud software for outpatient mental health practices: scheduling, records, billing, client portal, and related tools. We may update features; we do not guarantee uninterrupted availability but aim for reliable operation.

• You must be authorized to bind your practice and hold appropriate professional licenses where required.
• Applications are reviewed before activation. We may approve or decline at our discretion.
• Each staff member must have a unique login. You are responsible for activity under your accounts.
• You must complete account setup (practice code and password) using the link we provide before staff sign-in.

• Use the service only for lawful clinical and business purposes.
• Do not attempt to access other practices’ data, probe security, or upload malware.
• Do not use the client portal or messaging as an emergency or crisis hotline.
• Comply with applicable health-privacy, licensing, and telehealth rules in your region.

Before storing identifiable patient health information in production, US practices typically need a signed Business Associate Agreement; UK/EEA practices need a Data Processing Agreement. You remain responsible for notices, consent, retention, and breach procedures.

Paid plans, trials, seats, and usage-based items (such as video minutes or optional AI) are described on the Ritaja Practice Plans page and on invoices we send you. Trial length begins when you complete account setup unless we state otherwise in writing.

If an invoice is past due, we may pause billing tools, the client portal, and payroll until we receive payment. Charts, calendar, and clinical notes stay available during that past-due period so ongoing care is not cut off.

If the account is later suspended or cancelled (including for non-payment after notice), staff sign-in is blocked. Patient records are not deleted that day. What happens to PHI after that is in the Business Associate Agreement (US) or Data Processing Agreement (UK/EEA) and in the termination section of these Terms.

Current list prices: Plans & pricing. US practices also sign the Business Associate Agreement, which controls PHI after suspend or cancel.

Ritaja Practice does not raise your base subscription on a fixed automatic schedule, and we do not change list prices twice a year as a default. We may review list prices at most once every 12 months.

If we increase the base subscription for the same plan and a comparable number of seats, we will email the practice owner at least 30 days before the new price applies. The new price starts on the next billing period. Time you have already prepaid is honored until that period ends. We do not change the amount on an invoice you have already paid.

For a like-for-like base subscription (same plan, comparable seats), we will not increase the fee by more than 10% in any 12-month period.

That percentage cap does not apply if you change plan or tier, add seats, or use optional usage-based add-ons (video, AI, or similar), which are billed at the then-current published rates and taxes. Enterprise or custom written agreements may set different notice or caps.

If you do not accept an announced base-subscription increase, you may cancel before it takes effect and request an export of your data as described in the BAA or DPA. Write to [email protected] with your practice name.

We may add capabilities to your current plan at no extra charge. Optional paid modules (for example extra video capacity or AI writing help) are billed only if you turn them on or we confirm them in writing.

We will not remove a core capability of the plan you are paying for without at least 30 days written notice, or we will provide an equivalent replacement. Cosmetic, performance, and security updates do not require that notice.

If a change would materially reduce HIPAA or privacy protections in the BAA or DPA, we will notify you. You may terminate the service before the change takes effect if you do not agree, and request return or destruction of PHI as those agreements describe.

Ritaja Practice is provided with reasonable efforts to keep it available. This standard agreement does not promise a specific uptime percentage (for example 99.9%). Enterprise customers may have a separate written service schedule.

We may perform scheduled maintenance and will give notice when practicable. For an unplanned outage we work to restore the service and, if needed, restore data from backups. Your practice still owns the records; an outage by itself is not a HIPAA breach unless unsecured PHI is actually exposed.

If you cannot reach the product, keep paper or offline notes as your professional rules require, then enter them when the service is back. Contact [email protected] (or the phone number on the BAA / Trust page) with your practice name and what you were doing when it failed. We will tell you status and any workaround we have.

To the extent permitted by law, we are not liable for lost billable time, overtime, or consequential losses from downtime beyond the limitation of liability in these Terms.

Ritaja Practice and its branding, software, and documentation are our property or licensors’. You retain ownership of data you submit. You grant us a limited license to host and process that data to provide the service.

The service is provided “as is” to the extent permitted by law. We do not provide medical advice, diagnosis, or emergency services. Clinical decisions remain solely with licensed professionals at your practice.

To the maximum extent permitted by law, we are not liable for indirect, incidental, or consequential damages. Our aggregate liability for claims relating to the service is limited to fees paid by your practice in the twelve months before the claim, except where law requires otherwise.

You may stop using the service according to your agreement. We may suspend or terminate for material breach, non-payment after notice, or legal requirement. Export data you must retain while you can still sign in, or request a copy from support during the hold described in the BAA (US) or DPA (UK/EEA).

These terms are governed by the laws specified in your master service agreement, or otherwise by the jurisdiction where Ritaja Practice is established, without regard to conflict-of-law rules.

Questions about these terms:

See also the Privacy Policy.