Standard Client Service Agreement
Effective Date: September 1, 2026 · Governing Entity: Ironwood Labs LLC
1. Scope of Service
Ironwood Practice Systems (a service of Ironwood Labs LLC) provides front-end website design, static edge deployment (Cloudflare Pages), and ongoing routine webmaster maintenance for independent healthcare clinics, speech therapy practices, and mental health counseling practices.
2. Critical Regulatory Boundary: No BAA & Zero PHI Handling
Ironwood Labs LLC is a front-end web design and technical infrastructure vendor. We are NOT a HIPAA Covered Entity, do NOT operate as a HIPAA Business Associate, and do NOT execute Business Associate Agreements (BAAs).
Our services are structured specifically to eliminate the handling of Protected Health Information (PHI):
- Zero PHI Intake: Websites built by Ironwood do not host medical intake questionnaires, diagnostic portals, or unauthenticated contact forms storing health queries.
- EHR Redirection: All patient scheduling, consultation booking, and telehealth portal links must point directly to the clinician's third-party, BAA-backed electronic health record system (e.g., SimplePractice, TherapyNotes, TherapyPortal).
- Tracker-Free: We refuse to install third-party advertising pixels (Meta, Google Ads Remarketing, TikTok) or session replay surveillance scripts that capture user browsing behavior on healthcare sites.
3. Clinician Regulatory Responsibility
While Ironwood provides technical formatting and public web display for state licensing notices (including North Carolina Board 21 NCAC 53 .0204 Professional Disclosure Statements) and CMS No Surprises Act Good Faith Estimate (GFE) notices, the clinician remains solely and exclusively responsible for certifying the clinical accuracy, licensure standing, fee disclosures, and statutory compliance of all published materials.
Ironwood does not provide legal, clinical, or billing counsel.
4. Definition & SLA for "Unlimited Routine Edits"
All subscription tiers include unlimited routine website maintenance. To maintain high turnaround standards for all practices, routine maintenance is defined as:
- Covered Requests: Bio updates, fee schedule adjustments, insurance panel additions, telehealth/portal link updates, office address/hours changes, and minor typography or photo swaps.
- Turnaround SLA: Standard routine edits are completed within 24 to 48 business hours of receipt. Priority tiers receive 24-hour turnaround.
- Queue & Scope Limits: To prevent backlog, clients may submit requests iteratively (one active request in progress at a time). Routine edits do NOT include full website redesigns, custom web application programming, or custom e-commerce integrations.
5. Term, Cancellation, & Complete Asset Portability
All retainers operate on a flexible month-to-month basis with no mandatory multi-year commitments.
- Cancellation Notice: Either party may terminate services with 30 days written notice via email.
- 100% Asset Portability: Within 10 business days of the cancellation effective date, Ironwood will deliver a complete, unencrypted export containing:
- All static HTML, CSS, JavaScript, and compiled layout files.
- All original full-resolution image assets and brand graphics.
- Raw Markdown/MDX files for all published clinical articles.
- DNS & Domain Handoff: Ironwood will immediately release or assist in repointing your domain DNS records to any web host or static provider of your choice.
6. Governing Law
These terms and all service agreements are governed by the laws of the State of North Carolina. For questions or formal notices, contact hello@ironwoodpractice.com.