EnrollPilot Terms of Service

Version: 2026-08-10 Effective Date: 2026-08-10

1. Agreement to Terms

By accessing or using EnrollPilot (the "Service"), operated by EnrollPilot ("Company," "we," "us," or "our"), you ("Customer," "you," or "your") agree to be bound by these Terms of Service ("Terms").

If you are accepting these Terms on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

1.1 How You Accept These Terms

You accept these Terms by checking the acceptance box presented during account registration, or by checking the acceptance box presented when a new version takes effect. Your acceptance is recorded with the version identifier, the date and time, and the account that accepted it.

You agree that this electronic acceptance has the same legal force as a handwritten signature under the U.S. Electronic Signatures in Global and National Commerce Act (E-SIGN) and applicable state law.

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

1.2 Versions

These Terms are versioned. When we publish a material change, we will notify you at least thirty (30) days before it takes effect and ask you to accept the new version. The version you accepted continues to govern your use until you accept a newer one.

2. Description of Service

EnrollPilot is a cloud-based, multi-tenant software-as-a-service platform that enables medical groups and credentialing organizations to:

• Manage provider credentialing and enrollment workflows
• Track enrollment cases with insurance payers
• Store and organize credentialing documents
• Facilitate provider onboarding through a self-service portal
• Generate and send correspondence related to enrollment cases
• Communicate internally via real-time messaging

2.1 What EnrollPilot Is Not

EnrollPilot is a workflow management tool. It does not:

• Submit enrollment applications directly to payers on your behalf
• Provide legal, compliance, or regulatory advice
• Serve as a substitute for CAQH ProView, PECOS, or any payer credentialing portal
• Guarantee approval, acceptance, or completion of any enrollment application
• Act as a Business Associate under HIPAA unless a Business Associate Agreement has been accepted through the Service as described in Section 6.4

3. Account Registration and Security

3.1 Account Creation

To use the Service, you must create an organization account and provide accurate, current, and complete registration information. You agree to update this information promptly if it changes.

3.2 User Accounts and Roles

The Service supports multiple user roles within each organization, including administrative, managerial, staff, and read-only roles for internal users, as well as provider and group user roles for external portal users. Your organization's designated administrators are responsible for:

• Creating, managing, and deactivating user accounts within your organization
• Assigning appropriate roles and permissions to users
• Ensuring users understand and comply with these Terms

3.3 Portal Users

Providers, groups, and other external parties you invite to the provider portal access the Service under your organization's account. You are responsible for their use of the Service and for ensuring they comply with these Terms. Portal users may be presented with separate end-user terms governing their individual use; those terms do not replace your obligations under this Section.

3.4 Account Security

You are responsible for maintaining the confidentiality of all login credentials associated with your account. You agree to:

• Use strong, unique passwords for each user account
• Enable two-factor authentication where available and appropriate
• Notify us immediately at support@enrollpilot.com if you suspect unauthorized access to your account
• Not share login credentials between individuals

We are not liable for any loss or damage arising from your failure to protect your account credentials.

4. Multi-Tenant Architecture and Data Isolation

EnrollPilot operates on a multi-tenant architecture in which each Customer organization's data is logically isolated. The Service is designed and implemented to enforce that isolation, including:

• Database queries scoped to your organization's unique identifier
• Document storage partitioned by organization
• Messaging channels restricted to participants within your organization
• Access controls intended to prevent any other Customer from accessing, viewing, or modifying your organization's data through the Service

While we implement robust technical controls to enforce tenant isolation, no system is infallible, and we do not warrant that these controls will never fail. See Section 12 (Limitation of Liability) for applicable limitations.

5. Permitted Use

5.1 Acceptable Use

You may use the Service solely for lawful business purposes related to provider credentialing, enrollment management, and associated administrative functions. You agree to use the Service in compliance with all applicable federal, state, and local laws and regulations.

5.2 Prohibited Conduct

You agree not to:

• Upload, transmit, or store any content that is unlawful, harmful, threatening, defamatory, obscene, or otherwise objectionable
• Upload malicious files, viruses, or code designed to disrupt, damage, or limit the functionality of the Service
• Attempt to access another Customer's data, accounts, or organization resources
• Share login credentials with unauthorized individuals or allow shared account usage
• Use the Service to store data unrelated to credentialing, enrollment, or provider management functions
• Reverse engineer, decompile, or disassemble any portion of the Service
• Use automated scripts, bots, or scrapers to access or extract data from the Service except through interfaces we expressly provide for that purpose
• Resell, sublicense, or redistribute access to the Service unless authorized under your subscription agreement
• Circumvent or attempt to circumvent any security measures, access controls, rate limits, or usage limits

5.3 Application Programming Interface and Browser Extension

If we make an API or browser extension available to you, your use of it is subject to these Terms and to any published technical documentation, rate limits, and usage policies. We may throttle, suspend, or revoke API credentials or extension access at any time to protect the integrity, security, or availability of the Service. Credentials issued to you are confidential and must not be shared outside your organization.

5.4 Enforcement

We reserve the right to suspend or terminate your access for violation of these Terms, with or without notice depending on the severity of the violation.

6. Data Ownership and Responsibilities

6.1 Your Data

You retain all ownership rights to the data you and your users enter, upload, or generate through the Service ("Customer Data"). We do not claim ownership of Customer Data.

6.2 License to Provide the Service

By using the Service, you grant us a limited, non-exclusive license to access, process, store, and transmit Customer Data solely as necessary to provide, maintain, secure, and support the Service and to fulfill our obligations under these Terms.

We do not use Customer Data to train, fine-tune, or otherwise improve any machine learning or artificial intelligence model, whether our own or a third party's. We do not sell Customer Data. We may generate and use aggregated, de-identified statistics that cannot reasonably be used to identify you, your users, or any individual.

6.3 Data Accuracy

You are solely responsible for the accuracy, quality, integrity, and legality of Customer Data. We do not independently verify the accuracy of any information entered into the Service, including provider demographics, credentials, enrollment statuses, or document content.

6.4 Protected Health Information

The Service is designed for provider credentialing data, including Social Security numbers, dates of birth, medical license information, DEA registrations, and credentialing documents. This information is generally professional and employment information about providers rather than Protected Health Information ("PHI") about patients under HIPAA.

You acknowledge and agree that:

• You are responsible for determining whether data you store in the Service constitutes PHI under HIPAA
• Unless a Business Associate Agreement ("BAA") has been accepted through the Service by an authorized administrator of your organization, we act solely as a vendor of credentialing workflow software and not as your Business Associate
• Where a BAA has been accepted, it governs PHI within the Covered Services identified in that agreement, and it controls over these Terms to the extent of any conflict regarding PHI
• You are responsible for ensuring your use of the Service complies with all applicable privacy laws, including HIPAA, state privacy laws, and any contractual obligations you owe to providers or payers

6.5 Restricted Data

Unless expressly covered by an accepted BAA, you agree not to submit the following to the Service:

• Patient medical records or treatment information
• Health insurance claims data
• Protected Health Information of patients, as distinct from provider credentialing data

Regardless of whether a BAA is in effect, you agree not to submit PHI or other patient information through the Service's messaging or email features, which are not designed for that purpose. You are solely responsible for any such submission.

7. Artificial Intelligence Features

7.1 AI-Assisted Functionality

The Service incorporates artificial intelligence features, which may include document data extraction and classification, email draft suggestions, and compliance gap analysis.

7.2 AI Limitations and Disclaimers

AI-generated outputs are assistive and advisory only. They are not guaranteed to be accurate, complete, or suitable for any particular purpose. You acknowledge and agree that:

• All AI-generated suggestions, extractions, and classifications must be reviewed and verified by a qualified human user before being relied upon
• We are not liable for any errors, omissions, or inaccuracies in AI-generated outputs
• AI features may be modified, improved, or discontinued at any time
• Document content and contextual data are transmitted to third-party AI service providers for processing, as described in Section 8

7.3 Your Responsibility

You are solely responsible for any actions taken, decisions made, or submissions filed based on AI-generated outputs from the Service. AI features do not constitute professional advice of any kind.

8. Third-Party Services and Subprocessors

The Service relies on third-party providers to deliver certain functionality. By using the Service, you acknowledge and consent to the processing of Customer Data by the following categories of third-party services:

A current list of the specific subprocessors we use, including the entity name and the purpose of processing for each, is published at https://enrollpilot.com/subprocessors. We may add or replace subprocessors as the Service evolves and will update that page accordingly.

We select third-party providers that maintain appropriate security certifications and practices. We do not control the practices of third-party providers and are not responsible for their privacy policies or security measures beyond our contractual agreements with them.

9. Confidentiality

Each party may receive information of the other that is marked confidential or that a reasonable person would understand to be confidential ("Confidential Information"). Customer Data is your Confidential Information. The Service, including its non-public features, architecture, and pricing, is our Confidential Information.

Each party agrees to protect the other's Confidential Information using at least the same degree of care it uses for its own confidential information, and no less than reasonable care, and to use it only as necessary to perform under these Terms. These obligations do not apply to information that is or becomes public through no fault of the receiving party, was known to the receiving party without restriction before disclosure, is independently developed without reference to the disclosing party's information, or is rightfully received from a third party without restriction.

If a party is legally compelled to disclose the other's Confidential Information, it will, where lawfully permitted, give prompt notice so the other party may seek protective treatment.

10. Security and Incident Notification

We maintain administrative, technical, and physical safeguards designed to protect Customer Data, as described at https://enrollpilot.com/security.

If we become aware of a security incident that has resulted in the unauthorized access to, acquisition of, or disclosure of your Customer Data, we will notify you without unreasonable delay and no later than seventy-two (72) hours after confirming the incident. Our notice will describe what we know about the nature and scope of the incident, the categories of data involved, and the steps we are taking. We will cooperate reasonably with your investigation.

Where a BAA is in effect, the breach notification terms of that agreement control for incidents involving PHI.

11. Subscription, Billing, and Payment

11.1 Subscription Plans

Access to the Service requires a paid subscription. Available plans, features, and pricing are described on our website or in your order form. We reserve the right to modify pricing with at least thirty (30) days' prior notice.

11.2 Billing

Subscription fees are billed in advance on a recurring basis, monthly or annually depending on your selected plan. All fees are non-refundable except as expressly stated in these Terms or required by applicable law.

11.3 Payment

Payment is processed through our third-party payment processor. You agree to provide accurate and complete billing information and to keep it current. You authorize us to charge your designated payment method for all applicable fees.

11.4 Late Payment

If payment is not received within fifteen (15) days of the due date, we may suspend access to the Service until payment is received, charge interest on overdue amounts at the rate of 1.5% per month or the maximum rate permitted by law, whichever is less, and pursue collection of outstanding amounts.

11.5 Plan Changes

You may upgrade your subscription plan at any time; the prorated difference will be charged immediately. Downgrades take effect at the end of the current billing period.

12. Term and Termination

12.1 Term

These Terms are effective as of the date you first accept them and continue until terminated by either party.

12.2 Termination by You

You may terminate your subscription at any time by contacting us at support@enrollpilot.com or through the account settings in the Service. Termination takes effect at the end of the current billing period. No refunds are provided for partial billing periods.

12.3 Termination by Us

We may terminate or suspend your access to the Service immediately, without prior notice, if you breach any provision of these Terms, you fail to pay fees when due after a reasonable cure period, we are required to do so by law, or we reasonably believe your use of the Service poses a security risk to us or other Customers.

For terminations not caused by your breach, we will provide at least thirty (30) days' prior notice.

12.4 Effect of Termination

Upon termination:

• Your access to the Service will be deactivated
• You will have a thirty (30) day grace period to request an export of your Customer Data
• After the grace period, we will delete Customer Data from our active production systems within sixty (60) days, subject to any legal retention obligations
• Customer Data may persist in encrypted, rotating backups for up to an additional ninety (90) days, after which it is overwritten in the ordinary course. During that period it remains subject to the protections of these Terms and is not accessed except to restore service.
• Provisions that by their nature should survive termination, including Sections 6, 9, 11, 13, 14, and 17, will survive

12.5 Data Export

During the grace period, you may request a full export of your Customer Data in a standard, machine-readable format. We will make commercially reasonable efforts to provide the export within ten (10) business days of your request.

13. Intellectual Property

13.1 Our Intellectual Property

The Service, including all software, code, design, documentation, trademarks, logos, and other materials (collectively, "Company IP"), is owned by the Company or its licensors and is protected by United States and international intellectual property laws. These Terms do not grant you any rights to Company IP except the limited right to use the Service as described in these Terms.

13.2 Feedback

If you provide suggestions, ideas, or feedback about the Service ("Feedback"), you grant us an unrestricted, irrevocable, perpetual, royalty-free license to use, modify, and incorporate such Feedback into the Service without any obligation to you.

14. Limitation of Liability

14.1 Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR ACCURACY.

WE DO NOT WARRANT THAT:

• The Service will be uninterrupted, error-free, or secure
• Any defects will be corrected in a timely manner
• The Service will meet your specific requirements
• Data entered into or generated by the Service is accurate or complete
• AI-generated outputs will be free of errors

14.2 Limitation of Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL THE COMPANY, ITS OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR:

• Any indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, data, or business opportunities
• The cost of procurement of substitute services
• Missed enrollment deadlines, rejected applications, or adverse credentialing decisions
• Errors in AI-generated data extraction, classification, or suggestions

WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), OR ANY OTHER LEGAL THEORY, AND WHETHER OR NOT WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

14.3 Cap on Liability

OUR TOTAL AGGREGATE LIABILITY ARISING FROM OR RELATED TO THESE TERMS SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU TO US DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

14.4 Essential Purpose

THE LIMITATIONS IN THIS SECTION APPLY EVEN IF ANY LIMITED REMEDY FAILS OF ITS ESSENTIAL PURPOSE.

15. Indemnification

You agree to indemnify, defend, and hold harmless the Company and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or in any way connected with:

• Your use of the Service
• Your breach of these Terms
• Your violation of any applicable law or regulation
• The accuracy, completeness, or legality of Customer Data
• Your submission of PHI or other restricted data in violation of Section 6.5
• Any claim by a third party related to data you stored, processed, or transmitted through the Service

16. Service Availability and Support

16.1 Uptime

We strive to maintain high availability of the Service but do not guarantee any specific uptime percentage unless a separate Service Level Agreement has been executed. Scheduled maintenance windows will be communicated in advance when feasible.

16.2 Support

Standard support is provided via email at support@enrollpilot.com during regular business hours. Response times and support tiers may vary based on your subscription plan.

16.3 Modifications to the Service

We reserve the right to modify, update, or discontinue any feature or functionality of the Service at any time. For material changes that reduce core functionality, we will provide at least thirty (30) days' prior notice.

17. Dispute Resolution

17.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Oklahoma, without regard to its conflict of laws provisions.

17.2 Informal Resolution

Before filing any formal dispute, you agree to first attempt to resolve the matter informally by contacting us at legal@enrollpilot.com. We will attempt to resolve the dispute within thirty (30) days of receiving your notice.

17.3 Binding Arbitration

If informal resolution fails, any dispute arising from or relating to these Terms shall be resolved through binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules. The arbitration shall be conducted in Edmond, Oklahoma. The arbitrator's decision shall be final and binding.

17.4 Class Action Waiver

YOU AGREE THAT ANY CLAIMS SHALL BE BROUGHT IN YOUR INDIVIDUAL CAPACITY AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION.

17.5 Exceptions

Notwithstanding the above, either party may seek injunctive or equitable relief in any court of competent jurisdiction to protect its intellectual property rights or confidential information.

18. State Privacy Laws

Where you are subject to state privacy laws such as the California Consumer Privacy Act, we process Customer Data solely on your documented instructions and solely to provide the Service. We do not sell or share Customer Data as those terms are defined under such laws, and we do not retain, use, or disclose Customer Data for any purpose other than performing the Service. We will make available information reasonably necessary to demonstrate compliance and will assist you, at your expense, in responding to verifiable consumer requests relating to Customer Data.

19. General Provisions

19.1 Modifications to Terms

We may update these Terms from time to time. We will notify you of material changes by email or through a prominent notice within the Service at least thirty (30) days before the changes take effect, and will ask an authorized administrator of your organization to accept the new version as described in Section 1.1.

19.2 Entire Agreement

These Terms, together with any applicable order forms, Business Associate Agreements, or Service Level Agreements, constitute the entire agreement between you and the Company regarding the Service and supersede all prior agreements, understandings, and communications.

19.3 Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

19.4 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

19.5 Assignment

You may not assign or transfer these Terms or your rights hereunder without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our assets.

19.6 Force Majeure

Neither party shall be liable for any failure or delay in performance due to causes beyond its reasonable control, including natural disasters, pandemics, government actions, internet or telecommunications failures, or third-party service outages.

19.7 Notices

All notices under these Terms shall be in writing and delivered by email or through the Service. Notices to us shall be sent to legal@enrollpilot.com. Notices to you shall be sent to the email address associated with your account.

20. Contact Information

For questions about these Terms, contact us at:

EnrollPilot 2713 NW 166th St., Edmond, OK 73012 Email: legal@enrollpilot.com