CareLink ^{By Sotena Terms}, Conditions, Practices, and Agreement

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Operated by Sotena Group, LLC (“Sotena,” “we,” “our,” or “us”)
Last updated: August 30, 2025

1. Introduction

These Terms and Conditions (“Terms”) govern your use of the CareLink service provided by Sotena Group, LLC. By subscribing to CareLink, you (“Client,” “you,” or “your”) agree to these Terms.

CareLink is a subscription service that sets up and configures third-party platforms and tools, including SuiteDash, Google Workspace (G Suite), and GoDaddy domain services, to provide your business with a professional, branded, HIPAA-aligned operational infrastructure.

2. Scope of Services

Under the CareLink offer, Sotena provides the following:

1. Portal Setup (SuiteDash)
   • We configure a SuiteDash portal for your business, rebranded with your company’s name and logo.
   • Includes administrator and staff dashboards.
   • One (1) customized intake/referral form is created and integrated into the portal.
   • SuiteDash hosts and stores portal data. Sotena does not host or store your data.
2. Professional Email Setup (Google Workspace)
   • We set up one (1) custom business email address under Google Workspace, using a domain provided or purchased.
   • Google provides the email service. Sotena is not the email provider.
   • A Business Associate Agreement (BAA) is executed directly between you and Google. Sotena facilitates but is not a party to this agreement.
3. Domain Purchase/Setup (GoDaddy)
   • If you do not already own a domain, we purchase one (1) domain for you via GoDaddy, included for the first year.
   • After the first year, you are responsible for renewal fees.
   • If you already own a domain, we will assist in pointing or transferring it as needed.
4. White-Label Branding
   • Your SuiteDash portal will be white-labeled under your company name.
   • Your staff will have branded login access.
5. Training & Guidance
   • We provide a short recorded video or written guide showing your staff how to log in, use the portal, and manage basic functions.
   • We provide guidance for enabling best practices such as two-factor authentication (2FA) and password security.

3. HIPAA & Compliance Notice

• Sotena does not provide legal or compliance advice.
• HIPAA alignment is based on third-party providers’ published security policies and BAAs (Google Workspace, SuiteDash).
• You are responsible for executing BAAs with those providers and following your own HIPAA compliance obligations.
• You are responsible for ensuring strong passwords, enabling 2FA, limiting staff access, and maintaining proper internal practices.
• Sotena will assist in facilitating BAAs and configurations but is not responsible for your compliance status.

4. Subscription Fees & Payment Terms

• CareLink subscription fee: $150/month.
• Minimum commitment: 3 months.
• Failure to pay will result in suspension or termination of your portal and email account access.

5. Cancellation & Termination

• You may cancel after the 3-month minimum commitment by providing written notice 15 days before your next billing cycle.
• Upon cancellation:
  • SuiteDash Portal: Your account access will be terminated. You may request a data export from SuiteDash before termination. If you wish to continue using SuiteDash independently, you must establish a new account directly with SuiteDash.
  • Google Workspace Email: You may transfer billing of the email account directly to Google and retain access.
  • Domain: If purchased through us, we will transfer the domain to your own GoDaddy (or other registrar) account. Renewal fees are your responsibility.

6. Third-Party Services

You acknowledge that CareLink integrates with third-party service providers, including but not limited to:

• SuiteDash (portal hosting, CRM, dashboards, form submission handling)
• Google Workspace (email, storage, BAA execution)
• GoDaddy (domain registration and management)
  Each provider maintains its own Terms of Service and Privacy Policy, which you must accept and comply with. Sotena is not liable for outages, breaches, or failures of third-party providers.

7. Data & Privacy

• Sotena does not access, process, or store your patient data.
• All data is processed and stored by the third-party platforms (SuiteDash, Google).
• You are responsible for managing user accounts, passwords, and access permissions within your organization.
• Sotena may temporarily access administrative settings solely to configure services.
• Links to the third-party terms:
  
  • Google HIPAA Business Associate Addendum - https://admin.google.com/terms/cloud_identity/3/7/en/hipaa_baa.html
  • Google Workspace Terms - https://workspace.google.com/terms/premier_terms/
  • Suitedash HIPPA Compliance - https://suitedash.com/hipaa-compliance/
  • Suitedash Security overview - https://suitedash.com/security-overview/
  • Suitedash Privacy Policy - https://suitedash.com/privacy-policy/
  • Suitedash Terms of Service - https://suitedash.com/terms-of-service/

8. Limitations of Liability

• CareLink is a setup and configuration service. Sotena does not warrant the uninterrupted availability of SuiteDash, Google, or GoDaddy services.
• Sotena is not responsible for any data loss, breach, or compliance failure arising from your use or mismanagement of the system.
• Our liability is limited to the total amount you have paid to Sotena in the 3 months preceding any claim.

9. Indemnification

You agree to indemnify and hold harmless Sotena Group, LLC from any claims, damages, or expenses arising from:

• Your failure to maintain compliance with HIPAA or other regulations.
• Your failure to implement recommended security practices.
• Your use or misuse of SuiteDash, Google Workspace, or GoDaddy services.

10. Modifications to Service

We reserve the right to update, change, or discontinue parts of the CareLink offer as needed, with at least 30 days’ written notice.

11. Governing Law

These Terms shall be governed by and construed under the laws of the State of California, without regard to conflict of laws principles.

12. Contact Information

For any questions or concerns regarding these Terms, please contact:
Sotena Group, LLC

Address correspondence to: Sotena CareLink Legal Dept
Email: legal@sotena.com

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