Reps — Terms & Conditions

Effective date: May 1, 2026 Operator: Reps Labs LLC, a Colorado limited liability company ("Reps", "we", "us") Contact: support@reps.care (general) · security@reps.care (security)

Plain-language summary (not a substitute for the Terms below). Reps is a training tool where clinicians practice clinical conversations with an AI-simulated patient and receive structured feedback. It is not therapy, not a medical device, and not a system for real patient data — never enter identifying information about real patients. Your practice conversations are transcribed and stored as text; your voice audio is processed transiently for transcription and is not retained. Your organization's administrators can see your practice activity and feedback. We do not sell your data, and we will never use it to train an AI or machine-learning model to provide therapy or mental-health support.

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1. Acceptance of these Terms

These Terms & Conditions ("Terms") govern access to and use of the Reps web application and related services (the "Service"). By creating an account, accepting an invitation, or using the Service, you agree to these Terms. If you are accepting on behalf of an organization (for example, a clinic or training program), you represent that you have authority to bind that organization, and "you" includes that organization.

If you do not agree to these Terms, do not use the Service.

2. Definitions

• "Simulated Patient" — an artificial conversational agent generated by a large language model (LLM). Simulated Patients are fictional. They are not, and do not represent, real people or real patients.
• "Practice Session" — a voice- or text-based practice conversation between a user and a Simulated Patient, together with the structured feedback generated about it.
• "User Content" — content you provide to the Service, including your spoken and typed utterances in Practice Sessions, quiz answers, and written reflections.
• "Organization" — an entity (clinic, training program, or similar) whose administrators manage user accounts, course enrollment, and practice requirements within the Service.

3. Description of the Service

Reps is a continuing-education and deliberate-practice platform for licensed clinicians and clinicians-in-training. Users rehearse clinical conversations with a Simulated Patient that responds by voice, and receive structured, rubric-anchored feedback: ratings, checklists, and quotes from the conversation.

The Service is an educational instrument for reflective practice. It does not diagnose, treat, or provide healthcare of any kind.

4. Critical restrictions on use

4.1 Not therapy; not a medical device; not emergency support

The Service is a training simulation. It does not provide medical, psychological, or therapeutic advice, diagnosis, or treatment to anyone. The Simulated Patient is software, not a person. Nothing in the Service creates a clinician–patient relationship. The Service is not a substitute for clinical supervision, licensure requirements, or professional judgment. If you or anyone else is in crisis, contact emergency services (911 in the US) or the 988 Suicide & Crisis Lifeline; the Service is not monitored for crisis content in real time.

4.2 No real patient information (No-PHI rule)

You must not enter, speak, upload, or otherwise submit information that identifies or could reasonably identify a real patient or client, including names, contact details, dates of service, or unique circumstances that would make a real person identifiable. Practice Sessions are conducted with fictional Simulated Patients and must stay fictional. The Service is not designed to receive, and must not be used to store or process, Protected Health Information (PHI) as defined by HIPAA. We are not a HIPAA covered entity or business associate, and we do not sign Business Associate Agreements (BAAs) for the Service.

If you inadvertently disclose identifying information about a real person during a Practice Session, notify us at security@reps.care so we can remove it.

4.3 Professional-use eligibility

The Service is intended for use by licensed clinicians, clinicians-in-training, and the staff who administer their training. You must be at least 18 years old. The Service is offered by invitation: accounts are created through an invitation issued by an Organization administrator or by us.

5. Accounts and security

• You must provide accurate registration information (name, email) and keep your credentials confidential. You are responsible for activity under your account.
• Authentication is by email and password. Password-reset and email-confirmation messages are delivered by our authentication provider.
• Notify us promptly at security@reps.care of any suspected unauthorized access.
• We may suspend accounts that present a security risk to the Service or other users.

6. Voice data and how Practice Sessions are processed

This section describes actual system behavior, in plain terms:

1. Your voice audio is processed transiently, not retained. When you speak during a Practice Session, audio is streamed to our server, held in memory only for the duration of transcription, forwarded to a speech-to-text provider, and discarded when the turn completes. Raw audio is not written to a database or file storage.
2. Transcripts are retained. The text of the conversation — your transcribed utterances and the Simulated Patient's replies — is stored, along with the structured feedback generated about it.
3. LLM processing. Conversation text is sent to our LLM inference provider to generate Simulated Patient replies and feedback. The Simulated Patient's replies are converted to audio by a text-to-speech provider.
4. Provider selection. We strive to work with LLM and speech providers that offer zero-data-retention API processing, and all traffic between our servers and these providers is encrypted in transit.
5. Safety guardrails. Automated rules screen Simulated Patient output before it is voiced; triggered rules are logged for quality review.

7. Data we collect and how we use it

7.1 What we collect

• Account data: name, email address, organization membership and role.
• Practice data: Practice Session transcripts, structured feedback, ratings, quiz attempts and answers, written reflections, module completions.
• Technical records: LLM request/response records (for quality, cost, and latency monitoring), safety-guardrail trigger logs, server logs including timestamps and request paths, and voice-turn latency measurements.
• Cookies: a single signed session cookie used for authentication. We do not use advertising cookies or third-party analytics trackers.

7.2 How we use it

• To operate the Service: run Practice Sessions, generate feedback, track course progress, and enforce usage limits (currently 10 Practice Sessions per day and 100 per month per user).
• To give your Organization visibility (Section 8).
• To maintain quality and safety: our team, and clinical experts under contract with us, may review Practice Session transcripts and generated feedback to audit and improve feedback quality. When transcripts are exported into our offline evaluation tooling, they pass through an automated scrubbing step that masks names, email addresses, and phone numbers, and each export requires sign-off by a named administrator.
• To secure and debug the Service.

7.3 What we do not do

• We do not sell User Content or personal information, and we do not share it with third parties except the service providers we use to operate the Service.
• We will never use User Content to train an AI or machine-learning model to provide therapy or mental-health support.
• We do not serve advertising.

8. Organizational visibility

If your account belongs to an Organization, that Organization's administrators can see your practice activity, including which modules you have practiced, session-level feedback and ratings, and progress against practice requirements the Organization configures. If your participation is part of an academic program or research study, your Organization — not Reps — is responsible for any required program-level notices, ethics approvals, or consents governing its use of that visibility.

9. AI-generated content

Simulated Patient replies and feedback are generated by LLMs. AI output can be inaccurate, incomplete, or inappropriate despite our guardrails and evaluation processes. Feedback is offered as educational input for reflective practice; it is not a validated psychometric assessment, a competency determination, or a basis for employment, credentialing, or licensure decisions. Exercise professional judgment when interpreting feedback.

10. License and intellectual property

• Our IP. The Service — including software, prompts, rubrics, course content, and design — is owned by us or our licensors. We grant you a limited, non-exclusive, non-transferable, revocable license to use the Service for its intended training purpose during your authorized access.
• Your content. You retain ownership of your User Content. You grant us a worldwide, non-exclusive license to host, process, display, and create derivative artifacts from User Content (for example, transcripts and feedback reports) solely to operate, secure, and improve the Service as described in Section 7.
• You may not copy, scrape, reverse-engineer, resell, or build competing services from the Service or its content, except as permitted by law.

11. Acceptable use

You must not:

• violate Section 4 (real-patient information; non-clinical use);
• share account credentials or circumvent invitation-based access;
• probe, disable, or interfere with the Service's security or rate limits;
• use the Service to generate or distribute unlawful, harassing, or deceptive content;
• misrepresent AI-generated feedback as a professional evaluation issued by a human supervisor;
• access another user's data without authorization.

12. Fees

The Service is currently provided without charge to invited users. If we introduce fees, we will provide notice and obtain agreement before charging you. There is no automatic conversion of free access into paid obligations.

13. Data retention and deletion

• Practice data and account data are retained while your account is active so that you and your Organization can review practice history.
• Deletion on request. You (or your Organization, for accounts it manages) may request deletion of your account and associated personal data by emailing support@reps.care. We will delete the data of verified requesters, except for records we must retain for security, legal, or audit reasons, which we will retain only as long as necessary for those purposes.
• Copies in provider-managed database backups, where applicable, expire on the provider's rolling schedule following deletion.

14. Security

• Encryption in transit. All client–server traffic is served over HTTPS/TLS, and all traffic between our servers and our service providers is encrypted in transit.
• Encryption at rest. Database storage is encrypted at rest by our managed database provider.
• Access control. Registration is invitation-only; public self-registration is disabled in production. Access is role-based: clinicians see only their own practice data, Organization administrators see data for their Organization's members, and internal review surfaces are restricted to a small, explicitly allowlisted set of accounts.
• Voice data. Raw audio is never written to persistent storage (Section 6).
• Provider posture. We strive to work with zero-data-retention API providers for LLM and speech processing.
• Secrets. Service credentials are managed as environment secrets and are never committed to source code.
• Incident notice. If we confirm a breach of personal data, we will notify affected users and affected Organizations without undue delay.

15. Suspension and termination

We may suspend or terminate access for material breach of these Terms (including any breach of Section 4), security risk, or discontinuation of the Service. Your Organization may deactivate accounts it manages. Upon termination, your license ends; Sections 7, 10, 13, 14, and 16–20 survive.

16. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTY THAT AI-GENERATED CONTENT WILL BE ACCURATE OR RELIABLE. WE DO NOT WARRANT UNINTERRUPTED OR ERROR-FREE OPERATION.

17. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW: (A) NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR LOST PROFITS OR DATA; AND (B) OUR AGGREGATE LIABILITY ARISING OUT OF THE SERVICE IS LIMITED TO THE GREATER OF USD $100 OR THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE 12 MONTHS BEFORE THE CLAIM. NOTHING IN THESE TERMS LIMITS LIABILITY THAT CANNOT BE LIMITED BY LAW.

18. Indemnification

You will indemnify us against third-party claims arising from your breach of Section 4 (including submission of real patient information) or Section 11, or your violation of law in connection with the Service.

19. Changes to the Service or these Terms

We may update the Service, and we may revise these Terms from time to time — for example, to reflect changes to the Service, our practices, or applicable law. When we revise these Terms, we will post the updated Terms with a new effective date and notify users of material changes by email or by notice within the Service. Your continued use of the Service after updated Terms take effect constitutes acceptance of the updated Terms. If you do not agree to the updated Terms, stop using the Service and request deletion under Section 13.

20. General

• Governing law and venue: these Terms are governed by the laws of the State of Colorado, USA, without regard to conflict-of-laws rules. Exclusive venue for disputes is the state and federal courts located in Colorado, and each party consents to their jurisdiction.
• Entire agreement: these Terms are the entire agreement regarding the Service and supersede prior discussions. If we have a separately signed agreement with your Organization, that agreement controls where it conflicts with these Terms.
• Severability; waiver; assignment: standard rules apply — invalid provisions are severed, non-enforcement is not waiver, and you may not assign these Terms without our consent.
• Regulatory status: we are not a HIPAA covered entity or business associate; the Service is not a medical device and is not FDA-regulated; any obligations under education-records law (such as FERPA) attaching to an institution's use of the Service are addressed in that institution's agreement with us.