Terms of Service
Effective Date: August 12, 2026
1. Acceptance of Terms
Welcome to Varalume. These Terms of Service (“Terms”) constitute a legally binding agreement between you (the “User” or “Clinician”) and Varalume, LLC (“Varalume,” “we,” “us,” or “our”). By accessing or using the Varalume platform, website, and associated services (collectively, the “Services”), you agree to be bound by these Terms.
2. Description of Services
Varalume is a Practice Operating System (Practice OS) and Electronic Health Record (EHR) designed specifically for independent mental and behavioral health clinicians. Our platform provides infrastructure to help you manage your practice, including scheduling, telehealth, client portals, claim scrubbing, revenue dashboards, and our clinician-controlled Lumi AI assistant.
3. Account Registration and Subscription Plans
To use the Services, you must register for an account and select a subscription plan. Varalume operates on a flat-fee subscription model, allowing you to keep 100% of your contracted insurance rates without hidden percentage taxes or middleman platform fees. Private Pay Plan: $79/month with no setup fee. Launch Plan: $129/month with no setup fee. Grow Plan: $379/month plus a $499 one-time setup fee. Thrive Plan: $1,499/month plus a $1,499 one-time setup fee. Certain add-ons, such as the Lumi AI Client Assistant Module, may be deployed for an additional monthly fee.
4. Data Migration
For clinicians transferring from an existing EHR, Varalume provides professional, white-glove data migration services. You agree to provide us with the necessary access and authorizations to securely port your legacy practice data into the Varalume ecosystem.
5. Artificial Intelligence and Clinical Autonomy
Varalume includes proprietary artificial intelligence features, including the AI Clinical Insight Engine™ and Lumi AI™, which assist with administrative notes, summaries, clinical drafting, and workflow automation. You retain absolute clinical autonomy and bear sole responsibility for reviewing, editing, and finalizing all medical records, notes, and clinical decisions.
6. HIPAA and Protected Health Information (PHI)
The handling of patient data and Protected Health Information (PHI) is governed exclusively by our Business Associate Agreement (BAA). You must execute a BAA with Varalume, LLC before utilizing the platform to process, store, or transmit PHI.
7. Termination
You may cancel your subscription at any time. Upon termination, the retention, return, or destruction of PHI will be handled in accordance with the executed BAA. We reserve the right to suspend or terminate your account if you violate these Terms or engage in fraudulent or illegal activities.
8. Intellectual Property and Proprietary Rights
The Services, including software code, system architectures, workflows, design, text, graphics, prompts, database structures, and branded features—including Varalume™, AI Clinical Insight Engine™, and Lumi AI™—are the exclusive intellectual property of Varalume, LLC and its licensors. Except for the limited right to access and use the Services under these Terms, no right, title, or interest in or to our intellectual property is transferred to you. You agree not to copy, modify, reverse engineer, decompile, or create derivative works from any part of our platform or proprietary workflows.