Terms of Service

Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Client," "you," or "your") and CRAbuddy, Inc. ("CRAbuddy," "we," "us," or "our") governing your use of our back-office support services for independent Clinical Research Associates.

By accessing or using our services, you agree to be bound by these Terms. If you do not agree to these Terms, you may not use our services.

1. Services Provided

CRAbuddy provides specialized administrative support services for independent CRAs, including:

1.1 Expense Management

• Receipt processing and categorization
• Expense report preparation and submission
• Integration with expense management platforms (e.g., Concur)
• Reimbursement tracking and follow-up

1.2 MVR Support

• Document formatting and compliance checking
• Grammar and language review
• GCP language compliance verification
• Pre-submission quality assurance

1.3 Inbox Triage

• Email filtering and prioritization
• Routine response drafting
• Urgent item flagging
• Calendar and meeting coordination

Important: We provide administrative support only. We do not provide clinical advice, make clinical decisions, or perform regulated clinical research activities.

2. Account Registration and Access

2.1 Eligibility

You must be at least 18 years old and legally capable of entering into binding contracts to use our services. Our services are designed for independent CRAs and related healthcare professionals.

2.2 Account Security

• You are responsible for maintaining the confidentiality of your account credentials
• You must notify us immediately of any unauthorized access
• You are responsible for all activities under your account
• We use zero-password "delegate" access via OAuth 2.0 for email integration

2.3 Delegate Access

By granting us delegate access to your email and systems, you authorize us to:

• Read, organize, and respond to emails on your behalf
• Access expense management systems for report submission
• Access necessary documents and files to perform our services

You may revoke delegate access at any time through your account settings.

3. HIPAA Compliance and Business Associate Agreement

3.1 Business Associate Status

CRAbuddy acts as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). By using our services, you acknowledge that we may access Protected Health Information (PHI) in the course of providing services.

3.2 Business Associate Agreement

A separate Business Associate Agreement (BAA) will be executed between you and CRAbuddy, which supplements these Terms. In the event of any conflict between the BAA and these Terms, the BAA shall prevail with respect to PHI.

3.3 Your Responsibilities

• Ensure you have the legal right to share PHI with us
• Provide only the minimum necessary PHI for service delivery
• Notify us immediately of any privacy or security concerns
• Comply with all applicable HIPAA regulations

4. Fees and Payment

4.1 Service Fees

Service fees are based on the plan you select and will be communicated during the onboarding process. Current pricing is available on our website and during your feasibility call.

4.2 Billing and Payment

• Fees are billed monthly in advance
• Payment is due within 15 days of invoice date
• We accept credit card, ACH, and wire transfer
• Late payments may incur a 1.5% monthly interest charge

4.3 Tax Deductibility

Our services are generally 100% tax-deductible as ordinary and necessary business expenses for independent contractors. Consult your tax advisor for specific guidance.

4.4 Refund Policy

We offer a 30-day money-back guarantee for new clients. After 30 days, fees are non-refundable but you may cancel at any time with 30 days' notice.

5. Client Responsibilities

You agree to:

• Provide accurate and complete information
• Respond to our requests for clarification in a timely manner
• Review and approve documents before final submission
• Maintain compliance with all applicable laws and regulations
• Use our services only for lawful purposes
• Not share your account access with unauthorized parties
• Notify us of any errors or issues promptly

6. Intellectual Property

6.1 Your Content

You retain all rights to your documents, data, and content. You grant us a limited license to access, process, and store your content solely to provide our services.

6.2 Our Platform

CRAbuddy retains all rights to our platform, software, processes, and methodologies. You may not copy, modify, or reverse engineer our systems.

7. Confidentiality

Both parties agree to maintain the confidentiality of all proprietary and sensitive information exchanged during the course of our relationship. This obligation survives termination of these Terms.

Confidential information does not include information that: (a) is publicly available, (b) was known prior to disclosure, (c) is independently developed, or (d) is required to be disclosed by law.

8. Limitation of Liability

8.1 Service Limitations

Our services are provided "as is" and "as available." We do not guarantee error-free or uninterrupted service. We are not liable for:

• Errors in documents you approve for submission
• Delays caused by third-party systems (e.g., Concur, email providers)
• Loss of data due to circumstances beyond our control
• Decisions made based on our administrative support

8.2 Liability Cap

To the maximum extent permitted by law, our total liability for any claims arising from these Terms or our services shall not exceed the fees you paid in the 12 months preceding the claim.

8.3 Excluded Damages

We are not liable for indirect, incidental, consequential, or punitive damages, including lost profits, lost revenue, or lost data.

9. Indemnification

You agree to indemnify and hold CRAbuddy harmless from any claims, damages, or expenses arising from:

• Your violation of these Terms
• Your violation of any law or regulation
• Your violation of third-party rights
• Your unauthorized use of our services
• Content you provide to us

10. Termination

10.1 Termination by You

You may terminate your account at any time with 30 days' written notice. You remain responsible for fees incurred during the notice period.

10.2 Termination by Us

We may terminate your account immediately if you:

• Violate these Terms
• Fail to pay fees when due
• Engage in fraudulent or illegal activity
• Compromise the security or integrity of our systems

10.3 Effect of Termination

Upon termination:

• Your access to our services will cease
• We will revoke all delegate access permissions
• You may request a copy of your data within 30 days
• We will delete your data per our retention policy
• Confidentiality obligations continue indefinitely

11. Dispute Resolution

11.1 Informal Resolution

Before initiating formal proceedings, you agree to contact us at legal@crabuddy.com to attempt informal resolution.

11.2 Arbitration

Any disputes not resolved informally shall be resolved through binding arbitration in accordance with the American Arbitration Association's Commercial Arbitration Rules. Arbitration shall take place in [Your State/City].

11.3 Class Action Waiver

You agree to resolve disputes on an individual basis and waive the right to participate in class actions or class arbitrations.

12. General Provisions

12.1 Governing Law

These Terms are governed by the laws of [Your State], without regard to conflict of law principles.

12.2 Entire Agreement

These Terms, together with our Privacy Policy and any executed BAA, constitute the entire agreement between you and CRAbuddy.

12.3 Modifications

We may modify these Terms at any time. Material changes will be communicated via email 30 days before taking effect. Continued use after changes constitutes acceptance.

12.4 Severability

If any provision is found unenforceable, the remaining provisions remain in full effect.

12.5 Assignment

You may not assign these Terms without our written consent. We may assign these Terms in connection with a merger or sale.

12.6 Force Majeure

Neither party is liable for delays or failures due to circumstances beyond reasonable control, including natural disasters, pandemics, or government actions.

13. Contact Information

For questions about these Terms, please contact us: