Please read these Terms of Service carefully before using the Cowboy Systems platform. By accessing or using our services, you agree to be bound by these terms.
These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer," "you," or "your") and Cowboy Systems ("Cowboy Systems," "we," "our," or "us") governing your use of the Cowboy Systems electronic health record, scheduling, billing, and practice management platform (the "Service").
By creating an account, clicking "I agree," or using the Service, you represent that you have the authority to bind your practice or organization to these Terms. If you do not agree, do not use the Service.
Cowboy Systems provides a cloud-based healthcare practice management platform designed for physical therapy and wellness practices, including features for:
The Service is offered on a subscription basis with plans as described on our pricing page. Fees are charged per provider per month. You are responsible for ensuring accurate provider counts on your account.
Subscriptions are billed monthly or annually in advance, depending on your chosen plan. Annual subscriptions are billed as a lump sum at the start of each annual period. All fees are in US dollars unless otherwise stated.
You authorize Cowboy Systems to charge your payment method on file on each billing date. Failure to maintain a valid payment method may result in suspension of your account. We reserve the right to change pricing with at least 30 days' written notice.
All subscription fees are non-refundable. No refunds or credits will be issued for partial months, unused features, or early termination of a subscription. Annual plan fees paid in advance are non-refundable regardless of when the subscription is cancelled.
Prices do not include applicable taxes. You are responsible for all taxes associated with your purchase, except for taxes on Cowboy Systems' net income.
You must provide accurate and complete information when creating an account. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately at support@cowboysystems.com of any unauthorized access or security breach.
You may not share login credentials between multiple providers. Each provider must have their own licensed seat.
You agree to use the Service only for lawful purposes and in compliance with all applicable laws and regulations, including HIPAA. You must not:
You retain ownership of all patient data and practice data you input into the platform. Cowboy Systems acts as a Business Associate and processes Protected Health Information (PHI) only as directed by you and in accordance with our Business Associate Agreement (BAA) and HIPAA Compliance Statement.
You are responsible for ensuring that your use of the Service complies with HIPAA and all other applicable healthcare regulations. You must execute a BAA with Cowboy Systems before storing any PHI on the platform.
The Service, including all software, algorithms, AI models, designs, and documentation, is the exclusive property of Cowboy Systems and its licensors. These Terms do not grant you any rights to Cowboy Systems' intellectual property except the limited right to use the Service as described herein.
You grant Cowboy Systems a limited, non-exclusive licence to use your data solely to provide the Service to you, as further described in our Privacy Policy.
The Service includes AI-assisted features for clinical documentation, CPT coding, and treatment planning. You acknowledge that:
Cowboy Systems targets 99.9% platform uptime excluding scheduled maintenance. We will provide advance notice of planned maintenance where possible. We are not liable for downtime caused by events outside our reasonable control, including internet outages, third-party service failures, or force majeure events.
You may cancel your subscription at any time by contacting support or via your account settings. Cancellation takes effect at the end of the current billing period. No refunds are issued for the remaining unused portion of a billing period.
We may suspend or terminate your account immediately if you: (a) violate these Terms; (b) fail to pay fees when due; (c) use the Service in a manner that poses a security or legal risk; or (d) become subject to insolvency proceedings. We will provide notice where practicable.
Upon termination, your access to the Service will be disabled. You may request an export of your data within 60 days of termination. After 60 days, data may be deleted in accordance with our data retention policies and applicable law.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, COWBOY SYSTEMS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF REVENUE, LOSS OF DATA, OR BUSINESS INTERRUPTION, ARISING FROM YOUR USE OF THE SERVICE.
COWBOY SYSTEMS' TOTAL CUMULATIVE LIABILITY TO YOU FOR ANY CLAIMS ARISING FROM THESE TERMS SHALL NOT EXCEED THE FEES PAID BY YOU IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." COWBOY SYSTEMS MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE OR UNINTERRUPTED.
You agree to indemnify, defend, and hold harmless Cowboy Systems and its officers, directors, employees, and agents from any claims, damages, losses, and expenses (including reasonable legal fees) arising from: (a) your use of the Service in violation of these Terms; (b) your violation of any applicable law; (c) your breach of any obligation to a patient or third party; or (d) any data you submit to the platform.
These Terms are governed by the laws of the applicable jurisdiction where Cowboy Systems is incorporated, without regard to conflict of law principles. Any dispute arising from these Terms shall first be submitted to good-faith negotiation. If unresolved within 30 days, disputes shall be resolved by binding arbitration in accordance with the applicable arbitration rules.
We may modify these Terms at any time. Material changes will be communicated via email or in-app notice at least 30 days before taking effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms. If you do not agree to revised Terms, you must terminate your subscription before the effective date.
These Terms, together with the Privacy Policy, Business Associate Agreement, and any executed Order Form, constitute the entire agreement between you and Cowboy Systems regarding the Service and supersede all prior agreements and understandings.
For questions about these Terms:
Email: legal@cowboysystems.com
Company: Cowboy Systems
Website: cowboysystems.com