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Callpost

Callpost Terms of Service

Effective date: October 6, 2026

The short version: Callpost runs your practice's front office and business operations with an AI assistant, Hartley. You stay in charge of patient care. We protect patient information as your HIPAA business associate under a Business Associate Agreement. Pay monthly, cancel anytime, and take your data with you.

1. Agreement and order of precedence

By creating an account or using the Callpost service (the "Service"), the business you represent (the "Practice," "you") agrees to these Terms of Service. You confirm you have authority to bind the Practice. If you do not agree, do not use the Service.

These documents make up our agreement, and if they conflict, they apply in this order: (1) any order form or custom agreement signed by both parties; (2) the Business Associate Agreement ("BAA"), for anything involving protected health information ("PHI"); (3) these Terms; (4) the SMS Terms below; and (5) our Privacy Policy.

2. The Service

Callpost is a practice operations platform for healthcare practices. Depending on your plan, it includes answering calls, texts and web chats; scheduling and reminders; intake and consent forms; patient briefs; visit recording, transcription and draft clinical notes; payments through our payment partner; business and marketing insights; and Hartley, an AI assistant that staff can ask questions of and direct.

3. Not a healthcare provider; you make the clinical decisions

Callpost is not a healthcare provider and does not practice medicine, chiropractic, dentistry, veterinary medicine or any other licensed profession. The Service supports administrative work and gives licensed clinicians reference information they can independently review.

  • AI drafts are drafts. Patient briefs, suggested areas to check, clinical note drafts, suggested billing codes and reference answers must be reviewed by a qualified member of your staff. Signing a note confirms the clinician has reviewed it and accepts responsibility for it.
  • No medical advice to patients. Hartley does not give patients medical advice. You are responsible for all clinical decisions and patient care.
  • Billing codes are suggestions. You are responsible for the accuracy of codes and claims you submit.

4. HIPAA and the Business Associate Agreement

If your Practice is a covered entity under HIPAA, the BAA presented at signup is part of this agreement and must be accepted before you enter PHI into the Service. We will handle PHI only as the BAA permits. You agree to:

  • give patients your Notice of Privacy Practices and any other notices the law requires;
  • obtain any consents your practice or the law requires, including for recording visits and calls, for AI-assisted documentation, and for text messages;
  • use the Service's permissions to give each staff member only the access they need; and
  • not enter PHI unless a BAA is in effect.

Veterinary practices are generally not covered by HIPAA. We protect their client and patient records with the same safeguards.

5. Accounts, users and access

You must provide accurate information and keep it current. Each person who uses the Service needs their own account; accounts may not be shared. You control who in your Practice has access and what they can see. Practice administrators must use two-step sign-in. You are responsible for activity under your accounts and must tell us promptly at security@callpost.ai if you suspect unauthorized access.

Callpost staff access. Our staff may access your account to provide support, onboarding you request, security and maintenance. Patient details are hidden from our staff by default. Viewing them requires a documented reason, expires after 60 minutes, is logged and is shown to you. You may require your approval for this access in Settings.

6. Plans, fees and billing

Fees are shown for your plan in Settings or on your order form. Subscriptions bill monthly in advance on your signup anniversary, plus any applicable taxes. You must keep a valid payment method on file.

  • 14-day money-back guarantee. If you cancel within 14 days of your first paid charge, we will refund your first month in full. Otherwise, payments are non-refundable.
  • Price changes. We will give at least 30 days' notice by email before any price change. It takes effect at your next billing cycle after the notice period, and you may cancel before then.

7. Failed payments

If a charge fails, we will email you and retry. On day 7 after the first failure, if still unpaid, we may suspend the Service: inbound calls and messages will receive a brief "temporarily unavailable" response that tells callers to contact the practice directly or dial 911 for emergencies, and no new conversations will be handled. Your data is preserved. On day 30, if still unpaid, we may terminate your account under section 15. Updating your payment method restores the Service.

8. Patient payments

Payments you collect from patients are processed by Stripe under Stripe's terms. You are the merchant of record and are responsible for refunds, disputes and chargebacks. Callpost never stores full card numbers. Stripe receives only the information needed to process a payment, never clinical details.

9. Phone numbers and messaging

You may keep your existing phone number and forward calls to the Service, or use a number we provide. If you leave, we will help port a number we provided to your new carrier on request made within 30 days after your account ends, where the carrier allows it. You must comply with carrier rules and messaging registration requirements (including A2P 10DLC), the Telephone Consumer Protection Act and similar laws. Carriers may filter, delay or block traffic, and we cannot guarantee delivery of any call or message.

10. Acceptable use

You may not use the Service for anything illegal; to harass, deceive or impersonate anyone; to send marketing messages without the consent the law requires; to upload malicious code; to try to access other customers' data or bypass security or permissions; to reverse-engineer the Service; or in ways that create security, compliance or carrier risk. We may suspend use that violates this section, with notice where practical.

Plans include reasonable usage for a typical practice of their size. If your usage materially and consistently exceeds that, we will contact you to discuss options before taking any action.

11. Emergencies

The Service is not an emergency service and cannot connect callers to 911. When Hartley recognizes a possible emergency, it tells the caller to hang up and dial 911 and alerts your practice as configured in Settings. You remain responsible for your own emergency procedures and for telling patients how to reach emergency services.

12. AI accuracy

AI can make mistakes. Hartley may misunderstand a request, schedule incorrectly or produce inaccurate drafts or summaries. Everything that changes a schedule, contacts a patient, charges a card or alters a record on a staff member's request is shown for confirmation first, and you should review schedules, messages and drafts. Our responsibility for AI errors is limited as described in section 17, except where an error results from a defect in the Service that we fail to correct after you tell us about it.

13. Your data

You own your data, including patient information. You grant us the rights we need to host, process, transmit and display it to provide, secure and support the Service, as the BAA allows. We may use de-identified information as our Privacy Policy and BAA permit. We do not use your data or patient information to train AI models. You may export your data at any time and for 30 days after your account ends; after that we return or destroy PHI as the BAA requires.

If you send us feedback or suggestions, we may use them without obligation to you.

14. Confidentiality

Each party will protect the other's non-public business information with reasonable care and use it only for this agreement. PHI is governed by the BAA.

15. Term, cancellation and termination

You may cancel at any time in Settings or by emailing support@callpost.ai. Cancellation takes effect at the end of your current billing period. We may terminate for material breach not cured within 15 days of notice, immediately for prohibited use that creates legal or security risk, or with 60 days' notice if we discontinue the Service. When your account ends, you have 30 days to export your data, after which we return or destroy PHI as the BAA requires.

16. Warranty disclaimer

Except as expressly stated in these Terms or the BAA, the Service is provided "as is" and "as available," without warranties of any kind, including merchantability, fitness for a particular purpose, non-infringement, accuracy or uninterrupted operation. We do not warrant that the Service satisfies your notice, consent, licensing or documentation obligations.

17. Limitation of liability

To the maximum extent permitted by law, each party's total liability arising out of or related to the Service is limited to the fees you paid in the 12 months before the claim. Neither party is liable for indirect, incidental, special, consequential or punitive damages, or lost profits, revenue or goodwill. These limits do not apply to your payment obligations, a party's indemnification obligations, or liability for fraud, gross negligence or willful misconduct.

18. Indemnification

You will defend and indemnify Callpost against third-party claims arising from your clinical services and decisions, your failure to give required notices or obtain required consents, your communications with patients, or your violation of these Terms or law. Callpost will defend and indemnify you against third-party claims that the Service, as provided by us, infringes a U.S. intellectual property right.

19. Changes to the Service and these Terms

We may update the Service to improve it, keep it secure, or comply with law, and will not materially reduce core functionality of your plan during a paid term. We may update these Terms with at least 30 days' email notice for material changes; continued use after they take effect means you accept them. Changes never reduce the protections of a signed BAA.

20. Disputes

Before filing a claim, a party must send a written notice to the other (for Callpost, legal@callpost.ai) and try to resolve it informally for 30 days. Unresolved disputes will be resolved by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, governed by the Federal Arbitration Act, in Dallas, Texas or remotely at your election. Claims may be brought only individually, not as a class or representative action, and both parties waive jury trial. Either party may bring a claim in small-claims court or seek injunctive relief for misuse of intellectual property or confidential information. If the class-action waiver is found unenforceable, this arbitration section is void.

21. General

These Terms are governed by Texas law, without regard to conflict-of-law rules; any court proceedings permitted here will be in Dallas County, Texas. You may not assign this agreement without our consent; we may assign it in a merger, acquisition or sale of assets. The parties are independent contractors. Neither party is liable for delays caused by events beyond its reasonable control. Notices to Callpost go to legal@callpost.ai; notices to you go to your account email. If any provision is unenforceable, the rest remains in effect. Sections on fees owed, data, confidentiality, disclaimers, limitation of liability, indemnification and disputes survive termination.

22. Contact

Callpost, LLC · support@callpost.ai · legal@callpost.ai · callpost.ai

SMS Terms

The short version: Your healthcare practice uses Callpost to text you about your care, like appointment confirmations, reminders and forms. Reply STOP to opt out at any time, or HELP for help.

1. Who is texting you. Callpost provides text messaging for healthcare practices, including chiropractic, dental, physical therapy, massage and veterinary practices. When you text or receive texts from your practice's number, you may be communicating with the practice's AI assistant, which will identify itself. Messages are sent by Callpost on behalf of your practice.

2. What we send. Appointment confirmations and changes, reminders, intake and consent forms, payment receipts and payment links, check-ins about your care, and replies to your messages. Promotional messages, such as special offers, are sent only if you have separately agreed to receive them.

3. How you opt in. By texting your practice, asking to book, or giving your mobile number to your practice for appointment communications, you agree to receive texts about your appointments and care. Consent is not a condition of receiving care or making a purchase.

4. How often. Message frequency varies with your appointments. A typical visit involves 3–10 messages. You will not receive more than 5 messages a month from a practice outside of active appointments and conversations.

5. Opting out. Reply STOP, QUIT, CANCEL, END or UNSUBSCRIBE at any time. You will receive one confirmation, and no further texts from that practice's number. Opting out of one practice does not affect others. You can also opt out by contacting your practice.

6. Help. Reply HELP for your practice's contact information, or email support@callpost.ai.

7. Costs. Callpost does not charge you for texts. Message and data rates from your carrier may apply.

8. Your health information. Texts can contain information about your appointments and care. Your practice's Notice of Privacy Practices explains how it uses and protects your health information, and Callpost protects it as your practice's business associate. Don't text information you consider especially sensitive; call your practice instead. We never sell your phone number or share your opt-in with anyone for their marketing.

9. Not for emergencies. Do not use text messages for emergencies. If you have a medical emergency, call 911.

10. Delivery. Carriers are not liable for delayed or undelivered messages, and delivery is not guaranteed.

11. Contact. Callpost, LLC · support@callpost.ai · callpost.ai