Terms of Service
Last updated: September 27, 2026
These Terms of Service ("Terms") govern your access to and use of the PatientPapers application and website (the "Service"), operated by Columbia Software Works, LLC ("Company," "we," "us"). By using the Service, you agree to these Terms. If you do not agree, do not use the Service.
1. What PatientPapers is — and is not
PatientPapers is a documentation tool that helps licensed healthcare providers complete, sign, and output patient-requested paperwork (such as FMLA medical certifications). Patient data you enter is stored locally on your device and is not transmitted to the Company. The Service has no feature that sends a note, an image, or a completed form anywhere.
PatientPapers does not provide medical, legal, or professional advice. The Service does not tell you what to certify, diagnose any condition, or determine eligibility for any benefit, leave, or accommodation. Field-level help and templates are informational only.
You are the certifying provider. Any certification, attestation, signature, or statement made using a form completed in the Service is your professional act and your sole responsibility. You are responsible for the accuracy, completeness, and appropriateness of everything you certify.
2. Eligibility and acceptable use
You represent that you are a licensed healthcare provider (or staff authorized by and acting under the direction of one) and that your use complies with all laws and professional obligations applicable to you, including:
- your own obligations under HIPAA and other privacy laws with respect to patient information;
- the scope-of-practice and certification rules of your jurisdiction; and
- a prohibition on using the Service to create false, fraudulent, or unsupported certifications.
You are responsible for the security of your device and for all use of the Service on it. Only a provider may apply a signature; you must not allow anyone else to sign on a provider's behalf.
3. HIPAA roles
Patient records you create in the Service are stored on your device; the Company does not receive or maintain them. You remain solely responsible for your own HIPAA and privacy compliance, including securing your device and any forms you generate, print, transmit, or share.
4. Your data and your device
Patient and form data you create is stored locally on your device and is under your control. You are responsible for:
- the security of your device (including device locks and access controls);
- backing up your data using the Service's export feature or otherwise; and
- understanding that if your device is lost, reset, or its storage is cleared, your locally stored data may be permanently lost, and the Company cannot recover it (we do not hold a copy).
Forms you generate are yours. You are responsible for how you deliver, transmit, or share them.
5. Subscriptions, trial, billing
- Free trial. The Service offers a free trial of three signed forms, with no expiry clock. When the trial limit is reached, continued use requires a paid subscription.
- Subscription. Paid access is sold as a subscription per certifying provider, billed monthly or annually — you choose the period when you buy. The license is issued for the period you have paid for plus a short grace window, and a new one is issued at the start of each period. Subscriptions renew automatically at the end of each period until cancelled.
- Cancelling. You can cancel at any time from the subscription-management page linked in every receipt Paddle sends you, or by emailing support@patientpapers.app. Cancelling stops future charges and stops a new license being issued. The license already held runs to its printed expiry date and then stops.
- Changing plan. You can move from monthly to annual at any time, and we prorate what you have already paid. A move from annual to monthly takes effect at your next renewal rather than immediately.
- Renewal reminder. Before an annual renewal we email you at least 30 days in advance, stating the price, and that sales tax may be added. Monthly subscribers receive the same notice before the renewal that first carries the subscription past twelve continuous months, and once a year after that.
- Staff use. One subscription covers the certifying provider and the staff working under that provider's direction: staff may prepare and enter information, and only the provider signs (see §2). Subscriptions are counted per provider whose signature the forms carry, not per person who types.
- Getting your license. The subscription carries a license key issued to the certifying provider named on it. The key belongs to that provider and does not expire; the license it vends covers the paid period. Each period the provider uses the key on the license page at patientpapers.app to get a fresh license, and we also send one by email. Replacing the key stops the provider's other computers renewing until the new key is entered on each of them.
- Merchant of record. Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns.
- Payments. Paddle collects payment and issues your receipt. The Company does not receive or store your payment card details. Prices don't include sales tax. Paddle adds it at checkout where your state charges it, and your receipt shows the total.
- Price changes. We may change prices for future terms with reasonable notice.
Refund policy
- First payment. You may request a full refund of your first subscription payment for any reason within 30 days of that payment.
- Renewal payments. You may request a full refund of a renewal payment within 30 days of an annual renewal charge, or within 7 days of a monthly renewal charge.
- How refunds work. Paddle is the merchant of record and issues the refund, to the payment method used. Ask Paddle directly from the subscription-management page linked in your receipt, or contact us and we will arrange it. Either the payer or the certifying provider named on the subscription may ask.
- What a refund does. A refund ends the subscription. No further license is issued; the license already held runs to its printed expiry date.
- Repeated refunds. We may decline to issue a new license where refunds are requested repeatedly.
6. Intellectual property
The Service, including its software, design, brand, and form templates and field maps, is owned by the Company and protected by law. We grant you a limited, non-exclusive, non-transferable license to use the Service during your subscription.
You may not do any of the following, or help anyone else do them: (a) copy, scrape, or bulk-download the Service's form templates, field maps, or written guidance, other than the copies the Service itself keeps on your device so that it works offline; (b) reverse-engineer, decompile, or re-host the Service or any part of it, except where the law allows this despite this restriction; or (c) use the Service or its content to build, train, or improve a product or AI model that competes with the Service. These limits protect our software, field maps, and text.
Blank government and third-party forms reproduced in the Service remain the property of their respective owners. You retain ownership of the completed forms you generate.
7. Disclaimers and limitation of liability
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. The Service checks its form library against official sources on a monthly cycle and shows you what that check found, but we do not warrant that any form is current, accurate, or complete for your purpose, or that any form completed using the Service will be accepted by any employer, agency, insurer, or other recipient. You are responsible for verifying the correct and current form and the accuracy of its contents. Where the Service reads a note you paste, it proposes values for your confirmation and nothing reaches a form until you confirm it; those proposals are an aid to data entry, not a source of clinical or legal conclusions, and the Company does not warrant their completeness or accuracy.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE COMPANY WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST DATA, LOST PROFITS, OR PROFESSIONAL, REGULATORY, OR LEGAL CONSEQUENCES ARISING FROM YOUR USE OF THE SERVICE. THE COMPANY'S TOTAL LIABILITY FOR ANY CLAIM WILL NOT EXCEED THE AMOUNT YOU PAID FOR THE SERVICE IN THE 12 MONTHS BEFORE THE CLAIM.
8. Indemnification
You agree to indemnify and hold harmless the Company from claims, losses, and expenses arising out of your use of the Service, the certifications or forms you create, or your breach of these Terms or of applicable law or professional obligations.
9. Termination
You may cancel at any time; cancellation stops future renewals. We may suspend or terminate access for breach of these Terms. On termination your license ends; your locally stored data remains on your device and under your control.
10. Changes; governing law; contact
We may update these Terms with notice; continued use means acceptance. These Terms are governed by the laws of the State of Missouri, without regard to conflict-of-laws rules, and disputes will be resolved exclusively in the state or federal courts located in Missouri.
Columbia Software Works, LLC · support@patientpapers.app · +1 573-416-0358