Terms and data handling | emtelligent Documentation

Terms of service

Your organization accepts emtelligent’s terms of service once, as an organization. Acceptance is not asked of each person: someone who joins later is not asked again.

Only an owner can accept, because accepting binds the company. Every member can see when acceptance is outstanding, so a member who is blocked can see why and who can fix it.

When the terms change in a way that needs accepting again, the platform shows the date from which the new version applies. If your organization has not accepted by that date, its credentials are refused until an owner accepts. Minor changes do not need accepting again; your earlier acceptance stands.

If no owner can accept, for example because your organization signs its agreements on paper, contact support@emtelligent.com and emtelligent records the acceptance.

Business associate agreements

A business associate agreement (BAA) is signed with emtelligent directly, not on the platform. Contact info@emtelligent.com. emtelligent records the agreement against your organization once it is in place.

What data you may send

Every organization has a data posture that says what it may send:

Data posture	Means
De-identified only	Send only de-identified documents. Every organization starts here
PHI permitted	Documents may contain protected health information, under a BAA
PHI suspended pending BAA	PHI was permitted and no longer is, until a BAA is back in place. Send only de-identified documents

Only emtelligent changes an organization’s data posture, and only on the strength of a BAA. Nobody in your organization can change it.

The data posture is a contractual control, not a filter. The APIs cannot tell whether a document contains PHI, so they do not refuse it; sending PHI without a BAA in place breaches your agreement rather than being blocked. To confirm which posture applies to your organization, contact support@emtelligent.com.