Terms of Service

1. About CognitiveMind

CognitiveMind is a telehealth service where you can book and pay for video visits with Registered Dietitians for nutrition care. CognitiveMind provides the technology: the website, app, scheduling, payments, secure messaging and video. The nutrition care itself is provided by the dietitians, who use their own professional judgment.

Clinical services are provided through NGDB.AI LLC.

Before your first visit you accept four documents in the app: the Notice of Privacy Practices, the telehealth consent, the consent to treatment, and the Financial Agreement. Those documents, our Privacy Policy and our HIPAA Notice form part of these Terms. If a document you accepted for a particular visit or purchase conflicts with these Terms, that document governs for that visit or purchase.

2. Who can use CognitiveMind

• You must be at least 18 and able to enter into a binding agreement. We do not currently offer care to anyone under 18.
• You must be in the United States, and at each visit you must be physically in a state where your dietitian may see you.
• Each account is for one person. Book visits only for yourself.

3. Your account

• Give accurate information and keep it up to date, especially your contact details, emergency contact and health history.
• Keep your password private, and do not let anyone else use your account.
• If you think someone else has used your account, tell us right away at support@cognitivemind.ai.
• You are responsible for what happens in your account, unless it happens because of our failure to protect it.

4. What dietitians do, and what they do not

Registered Dietitians are nutrition professionals. They assess your eating, health history and goals, and provide nutrition counseling, education and a personal plan.

• Dietitians are not physicians. They do not diagnose medical conditions, prescribe medication, or replace your doctor.
• Keep seeing your doctor and your other clinicians. Talk to them before making changes, especially if you take medication such as insulin or a GLP-1 medicine, or have a condition that diet affects.
• Good nutrition care depends on accurate information. Tell your dietitian about your conditions, medications, allergies and symptoms.
• Results vary from person to person. We do not promise any particular outcome, such as a specific amount of weight loss.
• The guides and articles on our website are general information, not advice for your situation.

5. Not for emergencies

CognitiveMind is not for emergencies or urgent care. If you think you are having a medical emergency, call 911 or go to the nearest emergency room. If you are thinking about suicide or are in emotional crisis, call or text 988 to reach the 988 Suicide & Crisis Lifeline.

Do not use secure messages for anything urgent: they may not be read right away. If your dietitian believes you need urgent or other care during a visit, they may end the visit and tell you where to get it.

6. Telehealth visits

• Visits take place on CognitiveMind’s own secure video service, in your web browser. You need a device with a camera, a microphone and a reliable internet connection.
• Join from a private place where you can talk openly. Do not join while driving.
• At each visit, you must be in the US state you gave when you booked. If you will be somewhere else, reschedule or tell us before the visit: your dietitian may see you only where their license or state law allows.
• Telehealth has limits. Your dietitian cannot examine you in person, and technical problems can interrupt a visit. If a visit cannot go ahead because of a problem on our side or your dietitian’s, you will not be charged a fee, and you can rebook or ask for a refund of the unused payment.
• You accept a separate telehealth consent in the app before your first visit. You can withdraw it at any time.
• Recording and transcription: with your agreement, your dietitian may use transcription to help write your notes, as described in our Privacy Policy. You can choose a visit without it at any time, and your care continues.
• Do not record a visit yourself unless everyone in it agrees.

7. Dietitians, licenses and state rules

Each dietitian may see patients only in the states where their license or state law allows. When you book, we ask which state you will be in, and we offer only dietitians who may see you there.

Some states do not license dietitians. There, dietitians practice as that state’s law allows, and our state pages say so.

In California, medical nutrition therapy from a registered dietitian is provided on a referral from the patient’s physician (Business and Professions Code §2586). If you will be in California for a visit, talk to your physician about a referral before you book.

8. Prices, payment and insurance

• Prices are shown before you pay. A single visit is $140. Packages of visits and a monthly Personalized Care Plan are also available; see Pricing for current prices. We may change prices for future purchases, but a change never affects something you have already paid for.
• CognitiveMind visits, packages and plans are self-pay. You pay by card, and we do not bill your health insurance for them. If you want to ask your health plan to reimburse you, you can ask us for documentation of your payment; whether your plan pays is up to your plan.
• Visits you book yourself are paid when you book. Follow-up visits your dietitian schedules for you are due 48 hours before they start: you can pay early, or save a card to be charged automatically at that time. Packages are paid in full when you buy them.
• Each month of the Personalized Care Plan covers 30 days from the day you pay, and is a separate payment. Nothing renews or is charged automatically.
• Payments are processed by Stripe. By paying, or by saving a card, you authorize the charges you approve and any no-show fee you accepted for that booking.
• If you think a charge is wrong, contact us at support@cognitivemind.ai first, and we will work to put it right quickly.

9. Cancellations, missed visits and refunds

The Financial Agreement you accept in the app gives the full details. In summary:

• You can cancel or reschedule a visit in the app up to 24 hours before it starts. In the last 24 hours, it can no longer be cancelled or rescheduled.
• If you cancel a paid visit in time, your payment is kept as a session credit. Session credits never expire. You can use the credit for another visit, or ask for a refund: the amount you paid for that visit is refunded to your original card 14 days after the cancelled visit’s scheduled start, unless you use the credit for another booking first.
• If you miss a visit without at least 24 hours’ notice, a $75 no-show fee is charged to the card used for that booking. You accept this policy before you book. The visit you paid for is returned to you as a session credit, which you can use or have refunded as described above. The no-show fee itself is not refundable, though we may waive it in exceptional circumstances.
• Package visits: cancelling a package visit in time returns that session to your package. To ask for a refund of the unused part of a package, write to us. Our head of operations reviews each request and decides whether to refund and how much.
• Personalized Care Plan: each month is paid separately and nothing renews, so you can stop by not buying another month. To ask for a refund of a month you have already paid for, write to us. Our head of operations reviews each request and decides whether to refund and how much.
• If your dietitian or CognitiveMind cancels a visit, or your dietitian does not attend, you pay no fee. You can rebook, or receive a full refund of the unused payment (or have the session returned to your package). We absorb any processing costs.
• Any other refund request is decided by our head of operations. Refunds go back to the original payment method. Your card issuer may take several business days to show them.

10. Messages, email and notifications

• You agree that we may contact you by email and in the app about your account, your visits, payments and these Terms. These messages are part of the service, and you agree to receive notices and sign documents electronically.
• Secure messaging is for non-urgent questions to your care team. It is not for emergencies.
• If your dietitian has connected Google Calendar, you will also receive calendar invitations for your visits. They link to our own video service.
• Visit alerts on your device are optional, and you can turn them off at any time.
• We do not currently send text messages. If we add them, we will ask for your permission first.

11. Using CognitiveMind fairly

You agree not to:

• Use someone else’s account, or give false information about who you are or where you will be for a visit.
• Harass, threaten or abuse dietitians, staff or anyone else. A dietitian may end a visit if this happens.
• Upload anything unlawful or harmful, such as malware.
• Copy, scrape or harvest content or data, including with automated tools; reverse engineer the service; overload it; or get around its security.
• Use CognitiveMind for any commercial purpose without our written permission, or in any way that breaks the law.

12. Content and intellectual property

• We own the CognitiveMind website, app, name, logo and content. We give you a personal, non-transferable permission to use them for your own care while these Terms apply.
• You keep ownership of what you upload or send. You give us permission to store, process and show it as needed to provide the service, as described in our Privacy Policy and HIPAA Notice. We do not use it for marketing without your permission.
• If you send us suggestions, we may use them without owing you anything. We will never use your health information that way.

13. Other services and websites

Some parts of CognitiveMind rely on other companies, such as Stripe for payments and Google Calendar for invitations, and their own terms also apply. Our website may link to other websites. We are not responsible for their content or practices.

14. Disclaimers

We work hard to keep CognitiveMind available, accurate and secure. Even so, to the extent the law allows, we provide the platform “as is” and “as available”, and we disclaim implied warranties, including warranties of merchantability, fitness for a particular purpose and non-infringement. We do not promise that the service will be uninterrupted or error-free.

Nothing in these Terms limits the professional duties a dietitian owes you, or any right you have under a law that cannot be waived by agreement.

15. Limits on our liability

To the extent the law allows: CognitiveMind is not liable for indirect, incidental, special, consequential or punitive damages, or for lost profits or lost data; and our total liability for all claims relating to these Terms or the service is limited to the greater of the amount you paid us in the 12 months before the claim arose, or $100.

These limits do not apply where the law does not allow liability to be limited, such as for gross negligence, intentional misconduct, or death or personal injury caused by negligence.

If you break these Terms

If you break these Terms or the law and someone else brings a claim against us because of it, you agree to cover our reasonable costs of that claim, to the extent the law allows. This does not apply to a claim caused by our own conduct.

16. Closing or suspending an account

• You can close your account at any time by emailing support@cognitivemind.ai. Closing it does not erase records we must keep by law. We will tell you about any session credits you can still have refunded.
• We may suspend or close an account if you break these Terms, or if we need to for safety, to prevent fraud, or to comply with the law. Where we can, we will tell you why in advance. Unless the account was used for fraud, we will refund prepaid visits you have not used, and help you get a copy of your records.

17. Disputes and governing law

• Talk to us first. If you have a problem, email support@cognitivemind.ai. We will try to resolve it within 30 days, and we ask that you give us that chance before starting a legal claim.
• These Terms are governed by the laws of the State of Washington, without regard to its conflict-of-law rules. Consumer protection laws of the state where you live still apply where they cannot be waived.
• Any legal claim may be brought in the state or federal courts in King County, Washington, or in a small claims court where you live.
• Nothing in these Terms stops you from complaining to a state licensing board, a state attorney general or the U.S. Department of Health and Human Services.

18. Changes to these Terms

We may update these Terms. We will post the new version here and update the “Last updated” date. If a change is material, we will tell you by email or in the app at least 30 days before it takes effect. A change does not apply to a purchase you have already made or to a dispute that has already begun. A change to the Financial Agreement applies to you only after you accept the new version. If you do not agree to a change, you can stop using CognitiveMind and close your account.

19. General

• These Terms, with the documents they refer to, are the whole agreement between you and us about the service.
• If any part of these Terms cannot be enforced, the rest still applies.
• If we do not enforce a right straight away, we have not given it up.
• You may not transfer these Terms to anyone else. We may transfer them as part of a merger, acquisition or sale of assets, and will tell you if we do.
• We are not responsible for delays or failures caused by events outside our reasonable control.

20. Contact us

• Email: support@cognitivemind.ai
• Privacy Officer: Privacy Officer, reached at support@cognitivemind.ai
• Phone: +1 (646) 585-9395
• Mail: CognitiveMind.AI, Inc.; write to support@cognitivemind.ai for our mailing address