Terms of Service

1. Who these terms are between

MediOS is software operated by Nav Collective LLC (“Nav Collective,” “we,” “us”). These Terms of Service (“Terms”) are a binding agreement between Nav Collective and the clinic, practice, or other organization that signs up for MediOS (“Customer,” “you”).

By signing an order form, creating an account, or using MediOS, you agree to these Terms. If you accept on behalf of an organization, you confirm you have authority to bind it. If you do not agree, do not use MediOS.

MediOS is a business tool sold to clinics. It is not offered to patients or consumers, and patients do not enter into these Terms by receiving a text or form from a clinic that uses MediOS.

2. The agreement and order of precedence

Your agreement with us is made up of: any signed order form or quote (“Order Form”), any Business Associate Agreement between you and Nav Collective (“BAA”), these Terms, and our Privacy Policy. If they conflict, the BAA controls for protected health information, then the Order Form, then these Terms.

3. What MediOS is, and what it is not

MediOS helps clinics run the administrative workflow around immigration medical examinations, including scheduling intake, patient messaging, callbacks, case tracking, and preparing Form I-693 documents from information your staff enters.

MediOS is not a medical provider and does not give medical, legal, or immigration advice. In particular:

• All medical judgments, examination findings, test interpretations, vaccination decisions, and classifications are made solely by your licensed staff and civil surgeon.
• Your civil surgeon is solely responsible for reviewing every Form I-693 and every other document MediOS generates, for its accuracy and completeness, and for signing it.
• You are responsible for complying with USCIS requirements, CDC Technical Instructions, and civil surgeon designation rules. Government forms and requirements change, and we do not guarantee that any generated document meets the requirements in effect at the time you submit it.
• Nothing in MediOS replaces your clinic’s own review, policies, or professional judgment.

4. Accounts and security

You decide who on your team gets an account and what role each account has. You are responsible for all activity under your accounts, for keeping credentials confidential, for requiring two-factor sign-in where MediOS offers it, and for removing access promptly when someone leaves your organization. Tell us right away at privacy@mymedios.co if you suspect unauthorized access.

5. Your data

You own your data. “Customer Data” means the information you or your patients put into MediOS, including patient records and protected health information. You grant us a limited license to host, process, transmit, and display Customer Data only as needed to provide, secure, and support MediOS, to meet our obligations under the BAA, and as required by law.

You are responsible for the accuracy and legality of Customer Data, and for having every right, authorization, and patient notice required to put it into MediOS and to have us process it.

We may create and use de-identified or aggregated data that does not identify you, any patient, or any individual, to operate, secure, and improve MediOS. De-identification of protected health information will follow HIPAA.

Protected health information is handled under the BAA. Where these Terms and the BAA differ on protected health information, the BAA controls.

6. Patient messaging and calls

MediOS can send text messages and handle call records on your behalf. You are the sender of those messages, and you are solely responsible for:

• Obtaining and documenting any consent required under the Telephone Consumer Protection Act, carrier rules, and state law before a patient is messaged;
• Honoring opt-outs and the content rules described on our SMS Consent page;
• Any legal notice or consent required to record, transcribe, or process calls.

MediOS provides tools that help, such as consent receipts and opt-out handling, but those tools do not shift your legal responsibility to us.

7. Third-party services

MediOS connects with services you choose to use, such as Calendly, Twilio, VitalPBX, and RXNT. Those services are provided by their own companies under their own terms. We are not responsible for their availability, accuracy, security, pricing, or changes to their products, and an outage or change on their side may limit what MediOS can do. Connecting a third-party service authorizes us to exchange data with it on your behalf.

8. Automated and beta features

Some MediOS features use automation or artificial intelligence, for example to draft messages, suggest next steps, or answer routine calls. Their output can be wrong or incomplete, and your staff must review it before relying on it. Features we label as beta, preview, or pilot are provided as-is, may change or be removed at any time, and are excluded from any service commitments.

9. Acceptable use

You agree not to, and not to let anyone else:

• Use MediOS for anything unlawful, fraudulent, or deceptive, including preparing false or misleading immigration documents;
• Send spam or messages to people who have not consented or have opted out;
• Probe, scan, or test the security of MediOS, or bypass its access controls, without our written permission;
• Copy, reverse engineer, resell, sublicense, or build a competing product from MediOS;
• Upload malicious code or interfere with the service or other customers.

We may suspend access, with notice where practical, if we reasonably believe your use violates these Terms, threatens the security or availability of MediOS, or exposes us or others to legal liability.

10. Fees and payment

Fees, billing frequency, and any setup charges are set in your Order Form. Unless it says otherwise, fees are billed in advance, due within 30 days of invoice, non-refundable, and exclude taxes, which you are responsible for. We may suspend service for accounts more than 30 days past due after giving notice. We may change pricing at renewal with at least 30 days’ notice.

11. Term, cancellation, and your data afterward

Your subscription runs for the term in your Order Form and renews for the same length unless either side gives written notice before renewal. Either party may terminate if the other materially breaches these Terms and does not fix the breach within 30 days of notice. We may also end the service for any customer with at least 90 days’ notice, in which case we will refund prepaid fees for the unused period.

After your subscription ends, you have 30 days to export your case data and generated I-693 documents. After that, we delete Customer Data within 30 days, and backup copies age out within 90 days, except where the BAA or the law requires us to keep or return information differently. Sections that by their nature should survive termination, including 3, 5, 10 (for amounts owed), 11, 12 through 16, and 18, survive.

12. Our intellectual property

MediOS, including its software, design, templates, and documentation, belongs to Nav Collective and its licensors. We grant you a limited, non-exclusive, non-transferable right to use MediOS for your clinic’s internal operations during your subscription. If you send us suggestions or feedback, we may use them without any obligation to you.

13. Confidentiality

Each party will protect the other’s non-public business information with reasonable care and use it only to perform under this agreement. This does not cover information that is public, already known, independently developed, or lawfully received from someone else. Customer Data is protected under Section 5 and the BAA.

14. Disclaimers

EXCEPT AS EXPRESSLY STATED IN THESE TERMS OR THE BAA, MEDIOS IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE FULLEST EXTENT ALLOWED BY LAW, NAV COLLECTIVE DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT MEDIOS WILL BE UNINTERRUPTED OR ERROR-FREE, THAT GENERATED DOCUMENTS WILL BE ACCEPTED BY USCIS OR ANY AGENCY, OR THAT MESSAGES OR CALLS WILL BE DELIVERED.

15. Limitation of liability

TO THE FULLEST EXTENT ALLOWED BY LAW, NAV COLLECTIVE WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITY, INCLUDING ANY DELAY, DENIAL, OR OTHER OUTCOME OF AN IMMIGRATION APPLICATION, EVEN IF ADVISED THAT THEY WERE POSSIBLE.

OUR TOTAL LIABILITY FOR ALL CLAIMS RELATING TO MEDIOS OR THIS AGREEMENT IS LIMITED TO THE FEES YOU PAID US FOR MEDIOS IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.

These limits apply to every theory of liability and to Nav Collective LLC, its members, managers, employees, and contractors. Some jurisdictions do not allow certain limits, so some of them may not apply to you.

16. Your indemnity

You will defend, indemnify, and hold harmless Nav Collective LLC and its members, managers, employees, and contractors from any third-party claim, and the resulting losses, costs, and reasonable attorneys’ fees, arising from: (a) Customer Data or your lack of rights to it; (b) medical, clinical, or immigration decisions and documents made or signed by your clinic or civil surgeon; (c) messages or calls sent or handled for you, including consent and recording claims; (d) your use of third-party services; or (e) your breach of these Terms or violation of law.

17. Changes to MediOS and these Terms

We improve MediOS continually and may change or remove features, provided we do not materially reduce core functionality during a paid term. We may update these Terms by posting a new version here and changing the date above. For material changes, we will notify your account’s admin by email at least 30 days in advance. Continuing to use MediOS after a change takes effect means you accept it.

18. General

• Governing law and disputes. These Terms are governed by the laws of the State of Florida, without regard to conflict-of-law rules. Any dispute will be brought exclusively in the state courts located in Polk County, Florida, or the United States District Court for the Middle District of Florida, and both parties consent to their jurisdiction and venue. EACH PARTY WAIVES ITS RIGHT TO A JURY TRIAL in any dispute relating to MediOS or these Terms. In any such dispute, the prevailing party may recover its reasonable attorneys’ fees and costs.
• Force majeure. Neither party is liable for delays caused by events beyond its reasonable control, including outages at hosting, carrier, or third-party providers. This does not excuse payment obligations.
• Assignment. You may not assign this agreement without our written consent. We may assign it to an affiliate or in a merger, acquisition, or sale of assets.
• Independent parties. We are independent contractors. Nothing here creates a partnership, joint venture, or employment relationship.
• Notices. We send notices to your account admin’s email. You send notices to privacy@mymedios.co.
• Entire agreement. These Terms, with the Order Form, BAA, and Privacy Policy, are the entire agreement and replace any prior understanding. If a provision is unenforceable, the rest stays in effect. Failing to enforce a provision is not a waiver.

Contact

Nav Collective LLC
privacy@mymedios.co