Legal
Terms of Service
Effective date: July 1, 2026
Who may use Harbor
Harbor is available to licensed mental health professionals practicing in the United States, including licensed clinical social workers (LCSWs), licensed professional counselors (LPCs), licensed marriage and family therapists (LMFTs), psychologists, and psychiatrists.
You must be at least 18 years old, legally authorized to practice in your jurisdiction, and acting in a professional capacity to use Harbor. Harbor is not intended for personal, family, or household use.
By creating an account, you represent that you meet these requirements. We may ask you to provide proof of licensure at any time, and we reserve the right to suspend accounts that do not comply.
Your HIPAA responsibilities
You are a covered entity under HIPAA. Harbor is your business associate. That means you are responsible for your own HIPAA compliance with your clients. Harbor provides tools and infrastructure to support compliant practice, but we cannot guarantee compliance on your behalf.
Specifically, you are responsible for:
- Obtaining appropriate consent from clients before collecting and storing their health information in Harbor.
- Providing clients with a Notice of Privacy Practices as required by HIPAA.
- Training your staff (if applicable) on HIPAA requirements and proper use of Harbor.
- Responding to client requests to access, amend, or restrict their health information.
- Reporting breaches to clients and the Department of Health and Human Services (HHS) as required by the HIPAA Breach Notification Rule.
We will sign a Business Associate Agreement (BAA) with you. You must have a signed BAA in place before using Harbor to store or process protected health information. Contact contact@mainchar.ai to request one.
Acceptable use
Harbor may be used only for lawful clinical practice. You agree not to:
- Enter false or fabricated client records.
- Use Harbor to store information about clients you are not actively treating or have not treated.
- Share your account credentials with anyone, including staff at your practice. Each person who accesses Harbor needs their own account.
- Attempt to access another provider's records or system data.
- Reverse engineer, copy, or resell any part of Harbor.
- Use Harbor to store information unrelated to clinical practice.
We reserve the right to suspend or terminate accounts that violate these terms without prior notice if we determine that continued access poses a risk to other users or to client data.
Billing and subscriptions
Harbor is offered on a monthly subscription basis. Pricing is available on the Harbor website and is subject to change. We will provide at least 30 days' notice before changing subscription prices for existing subscribers.
Subscriptions renew automatically at the end of each billing period. You may cancel at any time through your account settings or by contacting us at contact@mainchar.ai. Cancellation takes effect at the end of the current billing period; we do not issue prorated refunds for partial months.
If your payment fails, we will notify you and give you a grace period to update your payment method before suspending access. We will not delete your data during a grace period.
Harbor does not handle insurance billing. Harbor generates superbills that you can provide to clients for out-of-network reimbursement. Submitting claims to insurance carriers is your responsibility.
Your data
You own your data. Harbor does not claim any intellectual property rights over the records you enter into the platform.
You can export your data at any time in standard formats. When you cancel your account, you have 30 days to download your records before they are deleted from our systems. See our Privacy Policy for full details on data retention.
Termination
You may close your account at any time. We may suspend or terminate your account if you violate these Terms, fail to pay, or if we determine that continued access poses a risk to other users or to the security of the platform.
In the event of termination for cause, we will give you reasonable notice and access to export your data unless doing so would create a legal or security risk.
Upon termination, your right to access Harbor ends. Our obligations under the BAA continue for data we still hold during the retention and deletion period described in the Privacy Policy.
Disclaimers
Harbor is software for clinical record-keeping. It is not a medical device, does not provide clinical advice, and is not a substitute for your professional judgment. You are solely responsible for the clinical care you provide to your clients.
Harbor is provided "as is." We work hard to keep the platform available and reliable, but we do not guarantee uninterrupted access. We are not responsible for data loss caused by your own actions, hardware failure on your end, or events outside our control.
Limitation of liability
To the extent permitted by law, MainCharacter, Inc. and its officers, employees, and contractors will not be liable for indirect, incidental, special, consequential, or punitive damages arising from your use of Harbor, even if we have been advised of the possibility of such damages.
Our total liability to you for any claim arising from these Terms or your use of Harbor will not exceed the greater of: (a) the total fees you paid to Harbor in the 12 months before the claim arose, or (b) $500.
Some jurisdictions do not allow certain limitations of liability. If you are located in such a jurisdiction, some of these limitations may not apply to you.
Governing law and disputes
These Terms are governed by the laws of the State of Delaware, without regard to its conflict of law principles. Any dispute arising under these Terms will be resolved in the state or federal courts located in Delaware, and you consent to personal jurisdiction in those courts.
Before initiating any formal proceeding, you agree to contact us at contact@mainchar.ai and give us a reasonable opportunity to resolve the issue.
Changes to these Terms
We may update these Terms as Harbor changes. We will notify you by email at least 14 days before material changes take effect. Continued use of Harbor after the effective date of the updated Terms constitutes your acceptance of them. If you do not agree with updated Terms, you may cancel your account before they take effect.