Sigmatic Terms of Service
Effective date: 10-13-26 Last updated: 10-13-26 Revised October 12, 2026
1. Agreement to these Terms
These Terms of Service (“Terms”) govern access to and use of the Sigmatic platform, including the web application, APIs, integrations, AI features and related support (the “Services”), provided by Sigmatic.ai Corporation, a Delaware corporation located at 1205 BMC Drive, Suite 708, Mailbox 8, Cedar Park, TX 78613 (“Sigmatic”, “we”, “us”).
By clicking to accept these Terms, creating an account, connecting a data source, or otherwise using the Services, you agree to these Terms on behalf of the organization you represent (“Customer”). You confirm that you have authority to bind that organization. If you do not agree, do not use the Services.
Individual users and website visitors. Each person who logs in to the Services, whether an employee or contractor of Customer or its Affiliates, agrees to follow Sections 2, 3, 6, 11, 12 and 14 of these Terms in their individual capacity. Anyone browsing sigmatic.ai agrees to follow Sections 3, 7, 11 and 12 while using the site.
Signed agreements take priority. If Customer has signed a SaaS Services Agreement, order form or Business Associate Agreement (“BAA”) with Sigmatic, that signed agreement governs. These Terms apply only to matters it does not address. If there is a conflict, the signed agreement controls.
Business use only. The Services are for organizations, including ambulatory surgery centers and other healthcare providers, and their authorized personnel. They are not offered to consumers or to anyone under 18.
Affiliates. “Affiliate” means any entity that controls, is controlled by, or is under common control with Customer, where control means ownership of more than 50% of the voting interests or the power to direct management.
2. Accounts and access
We grant Customer, its Affiliates and their authorized users (employees and contractors Customer allows to use the Services) a non-exclusive, non-transferable (except as permitted in Section 16) right to access and use the Services for Customer’s and its Affiliates’ internal business operations during the subscription term.
Customer is responsible for its users, for keeping login credentials confidential, and for all activity under its accounts. Notify us at info@sigmatic.ai if you suspect unauthorized access.
Customer responsibilities. Customer is responsible for obtaining and maintaining all licenses, permissions and consents needed to use the Services and to connect its systems, including any patient, staff or visitor consents and notices required for clinical data, video, audio or sensor monitoring in its facilities, and any notices or consents required under biometric privacy laws if Customer configures any feature to identify individuals. Customer will not use the Services for diagnosis, treatment or clinical decision-making, and acknowledges that the Services are not intended or designed for those purposes (see Section 6).
3. Acceptable use
Customer will not, and will not allow anyone else to:
let anyone other than Customer, its Affiliates and their authorized users access the Services, or impersonate any person or misrepresent an affiliation with any person or organization;
reverse engineer, decompile or try to discover the source code, algorithms or interfaces of the Services;
modify, resell, sublicense, rent or use the Services in a service bureau arrangement;
circumvent or interfere with security features or usage limits, or access non-public areas of the Services or our systems;
remove Sigmatic’s trademarks, logos or notices;
knowingly upload viruses or other harmful code, or run penetration tests or vulnerability scans against the Services without our prior written permission;
use bots, scrapers or other automated means to access or extract data from the Services, except through the APIs we provide, or use the Services to build a competing product; or
use the Services in violation of these Terms, our documentation or applicable law, including HIPAA.
We may suspend access, limited to what is reasonably necessary, to address a security threat, non-payment of undisputed fees, a breach of this section, or a legal requirement. We will give written notice when we do. Suspension does not relieve Customer of its payment obligations.
We may monitor use of the Services to operate and secure them, to confirm compliance with these Terms, and to comply with law or a court or government order. We have no obligation to monitor.
Beta and preview features. We may offer features labeled beta, preview, pilot or early access. These are provided for evaluation, may be changed or withdrawn at any time, are excluded from any service level commitments, and are provided “as is” without warranty.
4. Customer Data
“Customer Data” means all data Customer, its Affiliates or their users provide to the Services or that the Services collect from Customer’s connected systems, and all output, reports and derivative works based on it. This includes AI inputs and outputs, workflows Customer builds, and any personal information or protected health information (“PHI”). Customer Data does not include (a) Usage Data, (b) Aggregated Statistics, (c) De-identified Data, or (d) improvements to the Services based on Customer feedback or learnings, each as described below.
“Usage Data” means technical information and metrics about how the Services are accessed and used, such as session, feature, performance and error data. “De-identified Data” means data that has been de-identified in accordance with the HIPAA standard at 45 C.F.R. § 164.514(b) and contains no personal information. “Aggregated Statistics” means statistical and performance information compiled from Usage Data and De-identified Data that does not identify Customer, its Affiliates, their users or their patients.
Ownership. Customer owns its Customer Data. Customer grants Sigmatic a limited, non-exclusive, non-sublicensable license to process Customer Data only as needed to provide the Services to Customer and its Affiliates.
No training on Customer Data. We do not use Customer Data to train, retrain, tune, validate or otherwise improve our AI models or Services. Two narrow exceptions apply: (a) AI inputs and outputs that are free of personal information (such as De-identified Data) and that have been aggregated and anonymized; and (b) improvements, enhancements or optimizations that naturally occur as a result of processing Customer Data in the ordinary course of providing the Services.
Usage Data and Aggregated Statistics. Sigmatic owns Usage Data, De-identified Data and Aggregated Statistics and may use them to operate, secure, analyze and improve the Services. Aggregated Statistics never identify Customer, its Affiliates, their users or their patients.
PHI. Where the Services process PHI, Sigmatic acts as Customer’s business associate under HIPAA and the parties’ signed BAA governs that PHI. Customer will not submit PHI to the Services, or connect a system containing PHI, until a BAA is in place. Customer is responsible for obtaining any consents needed for us to process PHI on its behalf.
Our Privacy Policy. Our Privacy Policy at https://sigmatic.ai/privacy explains how we handle personal information and Customer Data.
5. Connected systems and third-party services
The Services connect to systems Customer chooses, such as accounting (for example, QuickBooks Online), EHR and practice management, supply chain, IoT and sensor systems. When Customer connects a system:
Customer authorizes Sigmatic to access and import data from that system, using the permissions Customer grants, solely to provide the Services to Customer;
Customer is responsible for having the right to share that data with us and for its use complying with law and its own policies;
Customer’s use of the third-party system remains subject to that provider’s own terms, and Sigmatic is not responsible for the third party’s availability, accuracy or practices; and
Customer can disconnect a system at any time. We then stop importing new data from it. Data already imported is handled under Section 9.
Sigmatic is not affiliated with or endorsed by Intuit or any other third-party provider unless stated otherwise.
6. AI features and clinical use
Some features use artificial intelligence to generate reports, summaries, classifications or recommendations. AI outputs may be incomplete or wrong. Customer is responsible for reviewing outputs before relying on them. The Services do not provide medical advice. Clinical, diagnostic and treatment decisions remain with Customer’s licensed professionals. Customer owns the AI outputs generated from its Customer Data. Our AI features run on third-party foundation models hosted within our cloud environment in the United States. Those providers process Customer Data only to return results to us and are contractually prohibited from using it to train their models. Our current providers are listed on our subprocessor page referenced in the Privacy Policy.
Not a medical device. The Services are an operational and business platform. They are not intended to diagnose, treat, cure, prevent, monitor or predict any disease, injury or medical condition, and they are not a substitute for clinical judgment. Sigmatic is not responsible for the operation, settings, accuracy or results of medical equipment, instruments or other devices that Customer uses alongside or connects to the Services.
7. Sigmatic’s property and feedback
Sigmatic owns the Services, software, documentation and all related intellectual property, excluding Customer Data. We reserve all rights not expressly granted. If Customer or its users send us suggestions or feedback, Customer grants Sigmatic an irrevocable, perpetual, royalty-free license to use them for any purpose, including to improve the Services, without obligation or attribution.
8. Fees
Fees, billing schedule and subscription term are set in Customer’s order form or the plan Customer selects. Unless stated otherwise, invoices are due within 30 days, payable in US dollars through our designated electronic payment platform, and fees are non-refundable. Fees exclude taxes, which Customer is responsible for other than taxes on Sigmatic’s net income. Undisputed late amounts may accrue interest at the lesser of 1.5% per month or the maximum allowed by law.
9. Term, termination and data return
These Terms apply while Customer uses the Services. Either party may end the subscription as set out in the order form or plan. Either party may terminate on written notice if the other materially breaches these Terms and does not cure the breach within 60 days of notice, or immediately if the breach cannot be cured.
After termination, Customer Data remains available to Customer for 30 days, unless a longer period is required by law. After that, we delete or anonymize it under our retention policies. We may keep De-identified Data and backup or archival copies required by law or kept for disaster recovery or audit, which remain protected under these Terms. Customers with a signed agreement may have additional return, destruction or extended retention options under that agreement.
10. Support and service levels
Customers can reach support from the Help link in the app or by email at info@sigmatic.ai. Support is available 9:00 AM to 5:00 PM Pacific Time, Monday to Friday, excluding U.S. federal holidays and other holidays we announce in advance. We aim to respond within 2 hours for critical issues, 6 hours for high, 24 hours for medium and 72 hours for low priority. A response means acknowledging the request and starting to investigate, not resolution. Uptime and support commitments for customers with a signed agreement are set in their Service Level Agreement.
11. Disclaimer
Except as expressly stated in these Terms or a signed agreement, the Services are provided “as is” and Sigmatic disclaims all warranties, whether express, implied or statutory, including warranties of merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Services or third-party systems will be uninterrupted or error-free, or that AI outputs will be accurate, complete or suitable for any particular purpose.
12. Limitation of liability
To the extent permitted by law, neither party is liable for any indirect, incidental, special, consequential, exemplary or punitive damages. Each party’s total liability arising out of or related to these Terms is limited to two times the amounts paid or payable to Sigmatic in the 12 months before the event giving rise to the claim.
These limits do not apply to a party’s indemnification obligations, Sigmatic’s gross negligence or willful misconduct, or Customer’s breach of Section 3 or misuse of Sigmatic’s intellectual property. Sigmatic is not liable for decisions Customer or its personnel make based on AI outputs, including clinical, diagnostic, treatment, operational or business decisions.
13. Indemnification
Customer will defend and indemnify Sigmatic and its officers, directors, employees and agents against third-party claims arising from: (a) Customer’s, its Affiliates’ or its users’ violation of these Terms or the law; (b) Customer Data, workflows or systems that are unlawful or infringe third-party rights; (c) Customer’s use of, reliance on, or actions taken based on AI outputs or other information generated by the Services, including clinical, operational or business decisions; or (d) Customer’s failure to secure its credentials, access rights or users, or unauthorized access resulting from Customer’s security practices or the actions of its personnel.
Sigmatic will defend and indemnify Customer against third-party claims arising from Sigmatic’s material breach of these Terms or its gross negligence or willful misconduct.
The indemnified party will promptly notify the indemnifying party of the claim, allow it to control the defense and settlement (provided no settlement imposes obligations on the indemnified party without its consent), and reasonably cooperate at the indemnifying party’s expense.
14. Disputes and governing law
These Terms are governed by the laws of the State of Texas, without regard to its conflict-of-laws rules. The parties will first try to resolve any dispute through good-faith negotiation between executives with decision-making authority for 30 days. Unresolved disputes go to binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, before a single arbitrator in Georgetown, Texas. The arbitrator has no authority to award damages excluded under Section 12 and may award reasonable attorneys’ fees to the prevailing party. Judgment on the award may be entered in any court of competent jurisdiction. Claims are brought individually, not as a class, collective or representative action, and each party waives a jury trial. Either party may seek injunctive or other equitable relief in the state or federal courts located in Williamson County, Texas to protect confidential information or intellectual property. Any claim arising out of these Terms or the Services must be brought within two years after it arises, or it is permanently barred.
15. Changes to these Terms
We may update these Terms by posting a new version at https://sigmatic.ai/terms with a new effective date. For material changes, we will notify account administrators by email or in the app at least 30 days in advance. Continued use after the effective date means acceptance. Changes do not override or reduce Customer’s rights under a signed agreement.
16. General
Assignment. Customer may not assign these Terms without our written consent, except to a successor in a merger or sale of substantially all its assets, with notice to us. Sigmatic may assign these Terms in connection with a merger, reorganization or sale of all or substantially all of its business or assets.
Force majeure. Neither party is liable for delays or failures caused by events beyond its reasonable control, other than payment obligations.
Notices. Notices to Sigmatic must be sent to the address in Section 17 or to info@sigmatic.ai. Notices to Customer may be sent to the email address of Customer’s account administrator or posted in the Services. Customer consents to receiving notices, disclosures and agreements electronically.
Export compliance. Customer will not access or use the Services in violation of U.S. export control or sanctions laws, and is responsible for compliance with laws governing access to the Services from outside the United States.
No third-party beneficiaries. These Terms are for the benefit of Sigmatic and Customer and their permitted successors and assigns only.
Survival. Sections 4, 7, 9, 11, 12, 13, 14 and 16, and any other provision that by its nature should survive, survive termination.
Severability; waiver; relationship. If any provision is unenforceable, the rest remains in effect. A failure to enforce a provision is not a waiver. The parties are independent contractors.
Entire agreement. These Terms, any order form, the BAA (if applicable) and our Privacy Policy are the entire agreement on this subject and supersede prior understandings, unless Customer has signed a SaaS Services Agreement, in which case that agreement and its order of precedence control.
Healthcare compliance. Nothing in these Terms, and no payment, discount or other benefit under them, is offered or intended as an inducement or reward for referring patients or for purchasing, ordering or recommending any item or service reimbursed by a federal or state healthcare program. Neither party will offer or give anything of value to a government official, healthcare professional or anyone affiliated with a healthcare organization to obtain or keep business or gain an improper advantage.
17. Contact
Sigmatic.ai Corporation, 1205 BMC Drive, Suite 708, Mailbox 8, Cedar Park, TX 78613. Email: info@sigmatic.ai.