Terms of Service

Effective Date: August 15, 2025
Company: ChronoVA LLC
Website: www.chrono-va.com

1. Acceptance of Terms

By engaging ChronoVA’s services and completing payment, you (“Client”) agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree, you may not use our services.

2. Services Provided

ChronoVA connects Clients with dedicated Virtual Assistants (“VAs”) for administrative and operational support, including but not limited to:

  • Scheduling and patient record management

  • Insurance and billing coordination

  • General administrative tasks

Each VA is assigned to one clinic or Client as specified in the service agreement.

3. Independent Relationship

VAs are independent contractors engaged through ChronoVA and work under the direction of the Client. VAs are not employees of ChronoVA. ChronoVA provides recruitment, onboarding, and compliance training, but daily supervision and task assignment are the responsibility of the Client.

4. Payment Terms

  • Services are billed in advance, on a recurring monthly basis, unless otherwise agreed in writing.

  • Payments are processed through Stripe. By paying an invoice, you acknowledge and agree to these Terms of Service.

  • All payments are non-refundable once services have commenced.

  • Service cancellations require 30 days’ written notice.

  • Late payments may result in service suspension.

5. Refunds & Cancellations

  • ChronoVA does not offer prorated refunds for partial months or unused services.

  • Onboarding or setup fees are non-refundable.

  • Cancellations are effective only upon written confirmation by ChronoVA.

6. Confidentiality & HIPAA Compliance

ChronoVA requires all VAs to complete HIPAA-compliance training and to sign confidentiality agreements.

  • Clients remain responsible for ensuring HIPAA-compliant use of data within their practice.

  • ChronoVA does not access, store, or manage Protected Health Information (PHI).

  • Client must provide secure systems and access controls for VA use.

7. Intellectual Property & Work Product

  • All work product created by a VA under the Client’s direction belongs exclusively to the Client upon full payment.

  • ChronoVA retains ownership of its training materials, methods, and proprietary business processes.

8. Service Limitations

VAs are strictly administrative and support staff. They do not provide:

  • Medical, legal, or financial advice

  • Professional services requiring licensing or certification

  • Tasks outside of agreed administrative scope

9. Client Responsibilities

The Client agrees to:

  • Provide necessary access, instructions, and tools for the VA to perform assigned tasks.

  • Supervise and manage the VA’s daily work.

  • Ensure all assigned work complies with applicable laws and regulations.

  • Maintain professional treatment of VAs and avoid any unlawful or abusive conduct.

10. Non-Solicitation

The Client agrees not to directly solicit, hire, or engage ChronoVA VAs outside of this Agreement during the term of service and for 12 months after termination.
If breached, Client agrees to pay liquidated damages equal to 12 months of the VA’s service fee.

11. Data Security Disclaimer

ChronoVA trains VAs on HIPAA standards but does not guarantee the Client’s overall compliance.
The Client is solely responsible for:

  • Secure handling of PHI and patient records

  • IT infrastructure, system access, and cybersecurity measures

12. Indemnification

The Client agrees to indemnify, defend, and hold harmless ChronoVA, its officers, and affiliates from any claims, damages, or liabilities arising from:

  • The Client’s use of services

  • The VA’s conduct under Client’s supervision

  • Any third-party claims related to Client’s business operations

13. Limitation of Liability

ChronoVA shall not be liable for:

  • Errors, omissions, or delays caused by a VA acting under Client supervision

  • Indirect, incidental, or consequential damages
    ChronoVA’s maximum liability shall not exceed the fees paid by Client in the past 30 days.

14. Force Majeure

ChronoVA shall not be held liable for delays or failures in performance caused by events beyond its reasonable control, including but not limited to: natural disasters, internet outages, government actions, labor disputes, or political unrest.

15. Termination

Either party may terminate this agreement with 30 days’ written notice. ChronoVA may suspend or terminate services immediately if:

  • Payments are not received; or

  • Client engages in unlawful or abusive conduct.

16. Governing Law & Dispute Resolution

  • This Agreement is governed by the laws of the State of California, USA, without regard to conflict-of-law principles.

  • Any dispute shall first be attempted through good-faith negotiation. If unresolved, disputes will be submitted to binding arbitration in Los Angeles County, California.

17. Changes to Terms

ChronoVA reserves the right to update these Terms of Service at any time. Updated terms will be posted on our website, and continued use of services constitutes acceptance.

18. Contact

For questions regarding these Terms, please contact:
ChronoVA LLC
Email: info@chrono-va.com
Phone: (562) 208-8804