Pilot agreement
Review this agreement before accepting it in your organization workspace. This public copy is unsigned. Patient-data activation requires a separate review; the agreement does not replace a required business associate agreement.
How agreement review and pilot setup work
Care Partner Pilot Agreement · Version 2026-09-19.1
1. Parties, purpose, and acceptance
This Care Partner Pilot Agreement is between UtopiaCharleston, operating DoseCanvas™, and the organization named in the acceptance record. The named representative confirms authority to bind the organization. Electronic submission records the organization’s acceptance of this exact version; the paid pilot begins only after DoseCanvas approval and separate PayPal authorization. Creating a workspace or submitting this agreement does not start a subscription. The parties may retain and print the acceptance record.
2. Evaluation and included service
The organization may evaluate the workspace for 14 days from creation using fictional records only, without a payment method or automatic conversion. The Care Partner pilot includes up to 25 active charts, five staff seats including the owner and outstanding invitations, organization name and accent color on printouts, owner/admin/editor/viewer roles, patient permission records, change and access history, and chart export. Archived charts remain readable by authorized staff; up to 100 total charts may be retained per workspace. Each person uses a separate signed-in account. One billing owner may own one organization workspace.
3. Payment and cancellation
After DoseCanvas approves the submitted agreement, the billing owner may separately authorize a recurring PayPal subscription of US $99 per month. PayPal displays the final amount and first charge before approval. There is no setup fee or automatic evaluation-to-paid conversion. Cancel future billing in My data → Subscription or in PayPal. Access continues through the provider-confirmed paid period; afterward existing records remain available for authorized viewing, export, and deletion, while new records, edits, invitations, and reminders stop. Archiving charts, withdrawing consent, deleting records, or pausing a pilot does not itself cancel billing. The Billing & Cancellation Policy governs refunds. Price changes require advance notice and do not retroactively change an accepted billing period.
4. Patient data and organizational privacy review
Evaluation workspaces must contain fictional information only, including names, medicines, images, and contacts. Replacing a real person’s name is not sufficient. Real patient records require separate written activation by DoseCanvas, completion of the relevant organizational security and privacy review, any required data-processing terms and business associate agreements with applicable service providers, and a current patient permission record for each chart. This agreement is not a HIPAA business associate agreement, a certification of compliance, or permission to bypass those requirements. HIPAA-covered organizations may not upload protected health information until those arrangements are complete. Patient consent alone does not replace a required BAA. Patient-data activation does not convert existing fictional charts into real charts.
5. Patient permission and staff access
Before a real chart is created, an authorized staff member records the patient or lawful representative’s name, relationship, date, expiry, and a reference to permission retained by the organization. The organization verifies identity and authority and explains collection, organization-wide staff access by assigned role, printing, optional reminders, and withdrawal. DoseCanvas records the staff attestation; it does not independently verify a patient’s signature or legal authority. Owner and administrator roles manage all organization charts, staff, and permission records; editors update authorized charts; viewers read and print. Staff must access only records needed for their work. A withdrawn or expired permission blocks routine chart access and reminders; an owner or administrator may export or delete the record to handle the person’s request. Renewing permission requires a new attestation. Previously downloaded or printed copies cannot be recalled by the app.
6. Clinical responsibility and reminders
DoseCanvas is an organizational reference and coordination tool, not a prescription, medication order, medication-administration record, diagnostic service, emergency system, or complete interaction checker. The organization remains responsible for verifying entries against current labels and licensed care-team instructions, training staff, and maintaining its normal care and emergency procedures. Do not change treatment based solely on DoseCanvas. Calendar reminders require an active paid plan and each recipient’s separate opt-in; reminders can be delayed or missed and do not prove a dose was taken. Email and text delivery are not included as working channels until the app explicitly makes them available. Call 911 for emergencies in the United States.
7. Data rights, confidentiality, and security
The organization and patients retain their rights in submitted records. DoseCanvas may process organization data only to provide, secure, maintain, and support the service and follow authorized instructions or legal obligations. This pilot does not authorize selling patient data, advertising use, or training general-purpose AI models on patient records. Both parties restrict confidential information to people who need it, protect account credentials and devices, and promptly report suspected unauthorized access. Access history identifies signed-in actors and actions, not a complete independent security audit. The organization protects exports and printouts and controls its staff’s onward disclosures. Report incidents through the published contact channel without attaching patient records; the parties will coordinate investigation and any legally required notices.
8. Support and pilot evaluation
The parties coordinate one initial remote setup session and a closing feedback discussion through the DoseCanvas contact form. Availability is agreed directly; there is no guaranteed response time, uptime commitment, or round-the-clock monitoring. The pilot evaluates chart clarity, staff onboarding, printing, permission changes, and usability. Feedback must omit patient-identifying information. Clinical benefit, adherence improvement, and cost savings are not promised. The organization’s name or logo will not be used as a public endorsement without separate permission.
9. Ending the pilot and handling records
Either party may end participation by written notice through the published contact channel, and DoseCanvas may suspend access for security, misuse, or legal reasons. The billing owner must also cancel PayPal to stop renewal. Organization owners and administrators can export structured chart data and download chart photos before requesting deletion. Deleting a chart removes its active chart records and stored photos; historical access, agreement, consent, and billing records may be retained for accountability or legal obligations. Deleted records cannot be restored through the workspace. Before live patient activation, the parties must document any additional retention, return, backup, and deletion requirements. Billing expiry alone does not delete organization records.
10. Other terms and order of precedence
The DoseCanvas Terms of Use, Privacy & Health Data Notice, Medical & Safety Disclaimer, and Billing & Cancellation Policy apply. Their applicable warranty disclaimers, liability limits, governing law, and dispute provisions are incorporated; no limitation excludes liability that cannot lawfully be limited. For organization-specific scope and data-use restrictions this agreement controls over conflicting general terms. A separately signed BAA or data-processing agreement controls its subject matter. Changes to this pilot agreement require a new version and renewed organizational acceptance. Nothing here signs an agreement on a patient’s behalf or represents that DoseCanvas has already approved the organization.
Referenced policies: Terms of use · Privacy & health data · Medical disclaimer · Billing & cancellation.