Fair Use & Account Policy

Version 1.2 — Posted September 6, 2026 — Effective September 16, 2026

Supersedes all prior versions of the Fair Use & Account Policy

1.PURPOSE

Chartnote’s plans — including plans described as "unlimited" — are priced for use by an individual clinician documenting their own patient care. This policy explains what that means in practice, how organizations with support staff should structure their accounts, and how we administer the policy. It is incorporated into the Chartnote Terms of Use (Section 7) and the Master Subscription Agreement (Section 2.2), and applies to all accounts.

2.INDIVIDUAL ACCOUNTS ARE INDIVIDUAL

An individual Chartnote account is for one clinician. Sharing an account — including sharing credentials with colleagues, medical assistants, scribes, or other staff — is not permitted. If more than one person in your practice needs to use Chartnote, contact us and we will set up a team workspace with the right seats, so each person has their own login, their own templates, and their own history. Team workspaces also give your organization administrative control over content created under organization-managed seats — which protects your practice if a staff member leaves.

3.TEAMS AND ORGANIZATIONS

Team and enterprise workspaces support role-based seats, including assistant seats for support staff whose responsibilities are limited (for example, recording-only permissions for intake staff), and administrator roles for managing seats, permissions, and workspace settings. Pricing and seat allowances are described on our website and, for enterprise customers, in your order form. To set up or restructure a team, contact help@chartnote.com.

4.WHAT "UNLIMITED" MEANS

Unlimited plans place no fixed cap on the number of notes an individual clinician creates documenting their own patient encounters. Unlimited plans do not permit account sharing, resale, use of one account to document care delivered by multiple clinicians, automated or bulk generation of content unrelated to your own patient care, or usage patterns that are inconsistent with an individual clinician’s practice. We apply this standard with common sense: high-volume clinicians — hospitalists, urgent care physicians, and other busy practices — are exactly who Chartnote is built for, and legitimate individual use will never be penalized for being busy.

5.HOW WE ADMINISTER THIS POLICY

We administer this policy primarily by reviewing account and usage information — such as login activity, concurrent sessions, device and IP information, recording volume, and usage patterns — and we act only when the evidence clearly indicates use outside this policy. Any access to protected health information in the course of a review is limited to the minimum necessary, is used solely for Chartnote’s proper management and administration of the Services, and is governed by our Business Associate Agreement and HIPAA. Investigations are further described in Section 25 of the Terms of Use.

6.OUR COMMITMENTS TO YOU

We will contact you first. If we believe an account is being shared or used outside this policy, our first step is a notice — typically an email describing what we observed, asking about your setup, and offering the right plan — not a restriction.
You will have a chance to respond. Every notice includes a way to reply or submit an account review request, and a response deadline of at least one week. We will not suspend or restrict an account under this policy without prior notice and a reasonable opportunity to respond and come into compliance.
We will never interrupt active patient care under this policy. Suspension or restriction without notice is reserved for security incidents, fraud, unlawful activity, or legal requirements, as described in Section 24 of the Terms of Use.
We will be fair. This policy exists so that pricing stays sustainable for everyone; it is not a tool for penalizing legitimate use. If a review shows your use is consistent with this policy, we will tell you so and close it.

7.QUESTIONS AND CHANGES

Questions about this policy, or about whether your setup fits your plan, can be sent to help@chartnote.com — we are glad to help you find the right structure before it becomes an issue. We may update this policy from time to time; material changes will be posted with a new version number and at least ten (10) days’ advance notice, consistent with Section 29 of the Terms of Use. Privacy matters and formal legal requests should be directed to privacy@chartnote.com or by mail to Chartnote, Inc., 2062 John Jones Rd, Ste 130, Davis, CA 95616, Attn: Legal.

Version History

Version 1.2 (September 2026): Section 5 restated to describe how reviews are conducted and the minimum-necessary standard that governs any access to protected health information; Section 6 adds the account review response process and one-week minimum response window; cross-references updated to Terms of Use v3.0 and Master Subscription Agreement v2.0; legal notice address added.

Version 1.1 (August 2026): version header and ten-day amendment mechanism added; cross-references to the Terms of Use; organizational control of content under organization-managed seats; assistant seat roles.

Version 1.0 (June 2026): initial publication.