Terms of Service

Last updated: May 29, 2026

These Terms of Service ("Terms") govern your access to and use of MileStem, a practice management platform developed and operated by MileStem LLC ("MileStem," "we," "our," or "us"). By accessing or using MileStem, you agree to be bound by these Terms.

If you are using MileStem on behalf of a company, healthcare practice, agency, organization, or other legal entity, you represent that you have authority to bind that organization to these Terms. In that case, "you" and "your" refer to both you individually and the organization you represent.

1. Description of Service

MileStem is a cloud-based practice management platform designed for Early Intervention (EI), Applied Behavior Analysis (ABA), and pediatric therapy providers. The platform may include tools for scheduling, documentation, digital signatures, state-required form completion, parent or guardian communication, document generation, and related clinical workflow management.

MileStem is a documentation and workflow tool. MileStem is not a medical device and is not intended to diagnose, treat, cure, prevent, monitor, or make recommendations regarding any disease, condition, or clinical decision. Clinical judgment, documentation accuracy, service delivery, billing decisions, and compliance decisions remain the sole responsibility of the licensed professionals and organizations using the platform.

2. Eligibility and Account Registration

To use MileStem, you must:

You are responsible for all activity that occurs under your account. You must notify us immediately at info@milestem.com if you suspect unauthorized access, credential compromise, or improper use of your account.

3. Customer Responsibilities

Subscribing organizations are responsible for configuring and using MileStem appropriately for their practice. This includes managing user access, assigning appropriate roles and permissions, removing access for former staff or unauthorized users, reviewing documentation for accuracy, obtaining required consents and authorizations, and ensuring that only authorized individuals access client information.

You are responsible for ensuring that your use of MileStem complies with all laws, rules, contracts, payer requirements, licensing requirements, state program requirements, professional standards, and internal policies applicable to your organization.

MileStem may include templates, forms, workflows, or documentation tools designed to support common practice needs. MileStem does not guarantee reimbursement, payer approval, state agency acceptance, audit outcomes, or legal compliance for any particular organization, document, form, workflow, or use case.

4. HIPAA and Protected Health Information

Organizations using MileStem to store, process, or transmit Protected Health Information (PHI) must execute a Business Associate Agreement (BAA) with MileStem LLC before storing PHI on the platform.

When a BAA is in effect, the BAA will govern the parties' respective rights and obligations regarding PHI. If there is a conflict between these Terms and the BAA regarding PHI, the BAA will control.

All client data and PHI entered into MileStem remain the property of the subscribing organization. MileStem does not claim ownership of client records, clinical documentation, or PHI submitted by users or organizations.

5. Subscriptions, Pilot Access, and Payment

Some MileStem accounts may be provided through a paid subscription, pilot program, free trial, discounted arrangement, or separate written agreement. Free, discounted, or pilot access may be governed by a separate pilot agreement, order form, or written agreement between MileStem LLC and the subscribing organization.

Unless otherwise stated in a separate written agreement:

6. Acceptable Use

You agree not to use MileStem to:

7. Google Calendar Integration

MileStem may offer an optional Google Calendar integration. By connecting your Google Calendar, you authorize MileStem to access, display, create, and update calendar events solely as necessary to provide scheduling features within the platform.

MileStem's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You may disconnect Google Calendar access through your MileStem account settings or through your Google account permissions. MileStem is not responsible for errors, outages, changes, or limitations caused by Google Calendar or other third-party services.

8. Third-Party Services

MileStem may rely on third-party services, integrations, hosting providers, storage providers, authentication providers, payment processors, APIs, or other vendors to operate the platform. We are not responsible for outages, errors, security incidents, changes, or failures of third-party services outside our reasonable control.

9. Data Export, Retention, and Deletion

Authorized administrators of a subscribing organization may request an export of organization data in a commercially reasonable format. We may require verification of authority before releasing organization data.

Upon termination of a subscription, the subscribing organization may request a data export within 30 days. After that period, we may delete or anonymize data within 90 days, except where retention is required by law, contract, backup retention practices, security obligations, dispute resolution, or legitimate business purposes.

Data deletion from active systems may not immediately remove data from encrypted backups or archival systems. Backup copies are retained only as necessary for security, disaster recovery, legal, or operational purposes and are handled in accordance with our privacy and security practices.

10. Security

We implement technical and organizational measures designed to protect information stored in MileStem, including access controls, encryption, organization-level data separation, and audit logging. However, no system can be guaranteed to be completely secure.

You are responsible for using strong passwords, protecting account credentials, limiting access to authorized users, keeping devices secure, and promptly notifying us of suspected unauthorized access or security concerns.

11. Service Availability and Changes

We work to keep MileStem available and reliable, but we do not guarantee uninterrupted, error-free, or completely secure operation unless a separate written agreement expressly provides otherwise.

We may modify, improve, suspend, or discontinue parts of the platform from time to time. We will use reasonable efforts to provide notice of material changes that significantly affect active users.

12. Suspension and Termination

Either party may terminate a subscription as permitted by these Terms or any separate written agreement.

We may suspend or restrict access to MileStem if we reasonably believe that:

Where reasonable, we will provide notice and an opportunity to resolve the issue before suspension or termination, unless immediate action is necessary to protect the platform, users, clients, PHI, or third parties.

13. Intellectual Property

MileStem is operated by MileStem LLC. Certain intellectual property used in MileStem, including software, design, features, workflows, templates, branding, logos, text, graphics, and other content, may be owned by Gregory Holdings of Indiana LLC or other licensors and licensed to MileStem LLC.

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use MileStem for your authorized business or care-related purposes. You may not copy, resell, sublicense, distribute, modify, or create derivative works based on MileStem except as expressly permitted by us in writing.

You retain all rights to the data, records, and content you enter into MileStem. You grant us the limited right to process that information solely as necessary to provide, secure, support, maintain, and improve the platform, subject to our Privacy Policy and any applicable BAA.

14. Feedback

If you provide suggestions, ideas, requests, or feedback about MileStem, you agree that we may use that feedback to improve or develop the platform without restriction or compensation to you. We will not use feedback in a way that publicly identifies you or your organization without permission.

15. Disclaimers

MileStem is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we disclaim all warranties, whether express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, non-infringement, availability, accuracy, and reliability.

MileStem does not provide legal, medical, billing, coding, reimbursement, compliance, or clinical advice. You are responsible for obtaining appropriate professional advice and for reviewing all documentation, forms, records, and workflows for accuracy and suitability before use.

16. Limitation of Liability

To the fullest extent permitted by law, MileStem LLC will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost revenue, loss of data, business interruption, reputational harm, or loss of goodwill arising from or related to your use of MileStem.

To the fullest extent permitted by law, our total liability for any claim arising from or related to MileStem or these Terms will not exceed the amount paid by the subscribing organization to us for MileStem during the twelve months preceding the event giving rise to the claim.

Some jurisdictions do not allow certain limitations of liability, so some of the above limitations may not apply to you.

17. Indemnification

You agree to defend, indemnify, and hold harmless MileStem LLC, its owners, officers, employees, contractors, and service providers from and against claims, damages, liabilities, costs, and expenses, including reasonable attorneys' fees, arising from or related to:

18. Governing Law and Disputes

These Terms are governed by the laws of the State of Indiana, without regard to conflict of law principles. Unless otherwise required by law or agreed in writing, disputes arising from or related to these Terms or MileStem shall be resolved in the state or federal courts located in Indiana, and you consent to the jurisdiction of those courts.

19. Changes to These Terms

We may update these Terms from time to time. We will notify registered users of material changes by email, in-platform notice, or other reasonable means at least 30 days before the changes take effect, unless changes are required sooner for legal, security, or operational reasons.

Your continued use of MileStem after updated Terms take effect means you accept the updated Terms.

20. Contact Us