Panther Group LLC

Synkly Staff Web App Terms of Use

Last updated: April 29, 2026

Authorized User Terms for Clinic Staff, Providers, Administrators, and Workforce Users.

Document Scope

Applies to: Authorized staff and workforce users accessing the Synkly web application on behalf of a clinic, healthcare office, provider, or business customer.

Does not replace: The Business Associate Agreement, service agreement, order form, clinic policies, HIPAA obligations, or any mandatory legal requirement.

Primary risk addressed: Staff misuse of PHI, calendar exposure, document handling, OCR verification, consent-form workflows, and unauthorized exports or external tools.

Implementation type: Recommended as clickwrap terms presented before staff users access PHI-handling web app features.

1. Acceptance of These Terms

These Staff Web App Terms of Use (the "Terms") govern your access to and use of the Synkly web application, clinic workflow portal, scheduling tools, document workflow tools, intake tools, insurance-document workflows, consent-form workflows, OCR-enabled document processing features, and related staff-facing services (collectively, the "Web App").

The Web App is operated by Panther Group LLC, operating under the trade name Synkly ("Synkly," "we," "us," or "our").

By accessing or using the Web App, clicking "I agree," accepting an invitation, or using an account created for you by a clinic, provider, healthcare office, employer, or business customer (each an "Organization"), you agree to these Terms.

If you do not agree to these Terms, or if you are not authorized by your Organization to use the Web App, you must not access or use the Web App.

2. Relationship to Your Organization and Healthcare Agreements

You are accessing the Web App as an authorized user, workforce member, employee, contractor, provider, administrator, billing user, front-desk user, nurse, or other representative of your Organization (each an "Authorized User").

Your Organization controls your access, role, permissions, provider schedule assignments, document access, patient workflow settings, calendar integrations, and whether your account should remain active.

Your use of the Web App may occur under a Business Associate Agreement ("BAA"), service agreement, order form, subscription agreement, clinic policy, or other written agreement between Synkly and your Organization. You are not personally a party to the BAA unless separately stated in writing, but you must use the Web App consistently with those obligations and your Organization's policies.

If these Terms conflict with an applicable BAA, service agreement, order form, written healthcare business agreement, or mandatory legal requirement, that agreement or requirement controls with respect to PHI, healthcare data workflows, and covered healthcare operations.

3. Authorized User Status and Account Control

You may use the Web App only if you are authorized by your Organization and only for your assigned work-related duties.

You must provide accurate account information and must not impersonate another person, provider, employee, clinic, patient, payer, or Organization.

Your right to use the Web App ends immediately when your employment, contractor relationship, role, authorization, or access permission ends or is suspended by your Organization or Synkly.

Synkly may suspend or restrict your access if we reasonably believe your account presents a security risk, is being misused, violates these Terms, violates applicable law, or threatens the confidentiality, integrity, or availability of patient data or the Web App.

4. Permitted Use of the Web App

The Web App may be used only for authorized healthcare administrative and operational workflows, including appointment coordination, provider schedules, intake workflows, document routing, document review, insurance-document intake, consent-to-treat workflows, secure patient-document access, staff coordination, and related clinic operations.

You may access patient information only for legitimate duties assigned by your Organization, such as scheduling, intake, treatment coordination, billing support, provider administration, document review, or patient-support workflows.

You must not use the Web App for personal purposes, curiosity access, unrelated business activity, competitive activity, unauthorized research, marketing, patient solicitation, data mining, or any purpose not authorized by your Organization.

5. PHI, Confidentiality, and Minimum Necessary Use

The Web App may allow access to Protected Health Information ("PHI"), electronic PHI ("ePHI"), patient identifiers, appointment details, patient conditions, insurance information, uploaded documents, intake materials, consent forms, and related healthcare workflow data (collectively, "Patient Data").

You must keep Patient Data confidential and may access, use, disclose, view, download, print, or export Patient Data only as authorized by your Organization, applicable law, and your assigned role.

You must follow the principle of minimum necessary access. Regardless of whether a particular use is for treatment, scheduling, payment, or operations, you must access only the Patient Data needed for your assigned task and must follow your Organization's role-based access restrictions.

You must not access Patient Data because of personal curiosity, personal relationship, family relationship, celebrity status, coworker status, dispute, employment issue, or any reason unrelated to your authorized duties.

6. Prohibited Actions

You must not share your login credentials, password, MFA code, session token, magic link, secure link, or account access with any other person.

You must not use another person's account or allow another person to use your account.

You must not copy, paste, upload, transmit, export, screenshot, photograph, print, forward, or disclose Patient Data outside authorized Synkly workflows unless your Organization expressly authorizes it and applicable law permits it.

You must not place Patient Data into personal email, personal cloud storage, consumer messaging apps, unapproved calendars, unapproved spreadsheets, text messages, WhatsApp, Slack, Teams channels not approved for PHI, social media, ticketing tools, external support tools, or any unapproved third-party system.

You must not place Patient Data into artificial intelligence systems, chatbots, coding assistants, summarization tools, transcription tools, analytics tools, or other automated tools unless your Organization and Synkly have expressly approved that workflow in writing and the required BAA or equivalent agreement is in place.

You must not bypass, disable, probe, scan, reverse engineer, scrape, bulk export, overload, interfere with, or attempt to defeat access controls, audit logs, rate limits, authentication, authorization, security features, or technical safeguards.

You must not upload false, misleading, unauthorized, altered, malicious, unlawful, or irrelevant content, including documents that you do not have authority to upload or process.

You must not alter provider schedules, appointment statuses, patient data, consent records, insurance information, document routing, or workflow settings unless authorized by your Organization.

7. Credentials, Devices, and Security Duties

You are responsible for maintaining the confidentiality of your credentials and for all actions taken under your account unless you promptly report suspected compromise and the actions are determined not to be attributable to you.

You must use strong passwords, MFA when required, secure devices, current operating systems, screen locks, and reasonable safeguards appropriate for accessing PHI.

You must not access the Web App from shared, public, compromised, unmanaged, or insecure devices if doing so creates a risk of exposing Patient Data.

You must promptly notify your Organization and Synkly at security@panthergroupllc.com if you suspect credential compromise, unauthorized access, misdirected Patient Data, improper download, lost device, phishing, malware, or any other security incident involving the Web App or Patient Data.

8. Patient Documents, Intake, Insurance, and Workflow Data

The Web App may support upload, storage, review, routing, and secure access to documents such as intake forms, patient conditions, insurance cards, identification documents, clinical documents, consent forms, acknowledgments, and related administrative materials.

You are responsible for using document workflows only for authorized clinic purposes and for verifying that documents are routed to the correct patient, appointment, provider, office, or workflow before relying on them.

Synkly does not guarantee insurance eligibility, coverage, benefits, reimbursement, payer acceptance, claim approval, preauthorization, medical necessity, or payment. Your Organization remains responsible for payer verification, billing decisions, and administrative review.

Do not upload or retain documents in Synkly unless your Organization has authority to collect, process, retain, or transmit them.

9. OCR and Automated Extraction Features

Synkly may provide OCR, document parsing, or automated extraction features to assist with administrative intake, insurance-card review, document classification, or related workflows.

OCR and automated extraction features are assistive tools only. They may be incomplete, inaccurate, delayed, unavailable, or unable to interpret certain documents, handwriting, image quality, formatting, or payer-specific data.

You are responsible for reviewing and verifying OCR outputs before relying on them for scheduling, intake, insurance, billing, treatment coordination, administrative decisions, or record updates.

You must not treat OCR outputs as final, verified, clinically reviewed, legally sufficient, or payer-confirmed unless an authorized human user has reviewed and confirmed the information.

OCR text, extracted fields, document contents, insurance values, patient identifiers, and clinical content must not be copied into analytics tools, crash reports, support tickets, external AI systems, unapproved calendars, unapproved email, or any external tool not authorized by Synkly and your Organization.

10. Consent Forms, Signatures, and Acknowledgments

The Web App may provide tools for presenting, collecting, storing, routing, or managing forms, acknowledgments, signatures, consents, treatment authorizations, intake materials, disclosure forms, insurance forms, payment-related authorizations, or similar documents.

Your Organization is responsible for the content, legal sufficiency, timing, required use, patient eligibility, signature authority, consent requirements, retention requirements, and enforceability of any form, consent, authorization, acknowledgment, or signature workflow used through the Web App.

Synkly does not provide legal or medical advice and does not determine whether a particular form satisfies HIPAA, Puerto Rico law, consent-to-treat requirements, payer rules, professional board requirements, or any other legal, clinical, or regulatory obligation.

You must verify patient identity and authority to sign where required by your Organization's policies before relying on consent, authorization, or signature records.

11. Scheduling, Providers, Calendars, and Communications

The Web App may support appointment coordination, provider schedules, clinic locations, rooms, appointment codes, calendar integrations, secure links, and operational notifications.

Your Organization is responsible for provider schedule accuracy, provider availability, office hours, location information, appointment timing, cancellation handling, and whether staff users may create, modify, cancel, or reassign appointments.

If your Organization enables a clinic-controlled calendar integration, you must use it only according to your Organization's permissions and the applicable Synkly BAA, service agreement, and calendar-integration terms.

Unless your Organization has activated an approved clinic-controlled calendar integration that permits limited patient identifiers, you must not place patient names, phone numbers, diagnoses, conditions, insurance information, documents, treatment notes, intake content, DOB, SSN, or clinical details in external calendar events.

Even when a clinic-controlled calendar integration permits patient name or phone number for operational scheduling, you must not include diagnosis, reason for visit, clinical notes, insurance details, uploaded documents, intake details, or other detailed clinical PHI in calendar events.

Email and operational notifications should not be used to transmit clinical details or documents. Secure links and authenticated Web App access must be used for Patient Data and documents.

12. Analytics, Crash Reporting, and Support Requests

Synkly may use limited diagnostic, analytics, performance, and crash-reporting tools to operate, secure, debug, and improve the Web App. These tools are configured to avoid collecting PHI, clinical content, insurance information, uploaded document content, OCR text, patient names, patient phone numbers, appointment-patient linkages, diagnoses, conditions, and other direct patient identifiers.

You must not intentionally place Patient Data into bug reports, feedback forms, support messages, crash descriptions, screenshots, screen recordings, logs, external ticketing systems, or other support channels unless Synkly provides an approved secure process for that specific purpose.

If you believe Patient Data was included in a support request, diagnostic event, crash report, screenshot, or other non-approved channel, you must promptly report it to security@panthergroupllc.com and your Organization.

13. Audit Logs, Monitoring, and Compliance Review

Your access to the Web App and Patient Data may be logged, monitored, audited, reviewed, retained, and shared with your Organization, its authorized administrators, compliance personnel, security personnel, regulators, law enforcement, or other parties when permitted or required by law or agreement.

Audit logs may include account identifiers, timestamps, IP addresses, device/session information, patient or appointment workflow identifiers, actions taken, documents accessed, downloads, exports, failed login attempts, permission changes, and other operational security records.

You should have no expectation that your actions in the Web App are private from your Organization, Synkly, or authorized compliance/security reviewers.

14. Third-Party Services and External Systems

The Web App may interoperate with third-party services authorized by Synkly or your Organization, such as cloud infrastructure, authentication services, email notification services, OCR services, calendar systems, payment processors, or other operational tools.

You must not connect, export, sync, embed, forward, or route Patient Data to third-party systems unless the workflow is authorized by your Organization, supported by Synkly, and permitted under applicable agreements and law.

Your Organization is responsible for third-party systems it controls, including calendar permissions, staff access, device sync, sharing settings, user deactivation, and business associate agreements or equivalent arrangements with its own vendors.

15. No Medical Advice, No Emergency Use, and No Clinical Decision Replacement

The Web App is a workflow, scheduling, document-management, and administrative coordination platform. It does not provide medical advice, diagnosis, treatment, clinical judgment, legal advice, billing advice, payer advice, or emergency services.

Do not use the Web App as the sole source for emergency care, urgent clinical decision-making, medication decisions, diagnosis, treatment selection, or patient safety alerts. In an emergency, use appropriate emergency procedures and emergency services.

Providers and clinic personnel remain responsible for professional judgment, patient communication, clinical review, recordkeeping, treatment decisions, and compliance with applicable professional standards.

16. Privacy Policies and Patient Rights

Your use of the Web App is also subject to applicable Synkly privacy policies and your Organization's privacy notices, HIPAA policies, security policies, patient-rights processes, and record-retention rules.

If a patient requests access, amendment, deletion, restriction, accounting, privacy information, or other rights related to Patient Data, you must follow your Organization's policies and must not promise that Synkly can directly fulfill the request unless your Organization has authorized that process.

Privacy requests directed to Synkly may be sent to privacy@panthergroupllc.com. Security reports should be sent to security@panthergroupllc.com.

17. Ownership, License, and Feedback

Synkly and its licensors own the Web App, software, designs, workflows, interfaces, documentation, technical systems, and related intellectual property. Subject to these Terms and applicable agreements, Synkly grants you a limited, revocable, non-exclusive, non-transferable right to use the Web App solely as an Authorized User for your Organization.

You may not copy, modify, reverse engineer, create derivative works from, resell, sublicense, or commercially exploit the Web App except as expressly authorized by Synkly in writing.

If you provide suggestions, ideas, feedback, or improvement requests, you grant Synkly a non-exclusive, worldwide, royalty-free right to use that feedback to improve the Web App. Do not include Patient Data in feedback.

18. Suspension, Termination, and Account Deactivation

Your Organization may deactivate, suspend, modify, or restrict your access at any time. Synkly may also suspend or restrict access to protect security, comply with law, enforce these Terms, prevent misuse, respond to suspected unauthorized access, or protect Patient Data.

Upon termination or deactivation, you must stop using the Web App and must return, delete, or secure any downloaded Patient Data according to your Organization's policies and applicable law.

Sections concerning confidentiality, Patient Data, prohibited actions, audit logs, ownership, disclaimers, limitation of liability, indemnification, governing law, and any provision that by its nature should survive will survive termination of your access.

19. Disclaimers

To the maximum extent permitted by law, the Web App is provided on an "as is" and "as available" basis, without warranties of any kind, whether express, implied, statutory, or otherwise.

Synkly does not warrant that the Web App will be uninterrupted, error-free, secure against every threat, compatible with every system, or that every OCR result, extracted field, schedule entry, notification, document workflow, or integration will be accurate, complete, or timely.

Synkly does not warrant or guarantee that your Organization's use of the Web App will satisfy every legal, regulatory, professional, payer, documentation, consent, retention, or operational requirement. Your Organization remains responsible for its own compliance program, staff training, policies, configurations, and use of the Web App.

20. Limitation of Liability

To the maximum extent permitted by law, Synkly, Panther Group LLC, and their owners, officers, employees, contractors, affiliates, licensors, and service providers will not be liable to any individual Authorized User for indirect, incidental, special, consequential, exemplary, punitive, or enhanced damages, lost profits, lost revenue, lost goodwill, lost data, service interruption, lost business opportunity, or other intangible losses arising from or related to the Web App.

To the maximum extent permitted by law, Synkly's total liability to an individual Authorized User for claims related to these Terms or the Web App will not exceed one hundred dollars ($100), unless a mandatory law requires otherwise.

Where a separate BAA, service agreement, order form, written healthcare business agreement, or enterprise agreement governs the relationship between Synkly and an Organization, the liability terms of that agreement control with respect to PHI, healthcare data workflows, business services, implementation services, and covered healthcare operations.

21. Indemnification and Responsibility for Misuse

You are responsible for your own misuse of the Web App, unauthorized access, unauthorized disclosure, credential sharing, prohibited exports, improper external-tool use, and violations of these Terms.

To the extent permitted by law and your relationship with your Organization, you agree to defend, indemnify, and hold harmless Synkly and Panther Group LLC from claims, losses, damages, liabilities, penalties, costs, and expenses arising from your unauthorized use of the Web App, violation of these Terms, violation of law, or misuse of Patient Data.

This section does not override any separate BAA, service agreement, employment agreement, insurance obligation, or mandatory law.

22. Changes to These Terms

Synkly may update these Terms from time to time. Material changes will be communicated through the Web App, email, administrative notice, updated posting, or another reasonable method.

If required by an applicable BAA, service agreement, order form, or written agreement with your Organization, changes affecting PHI workflows will follow the notice or amendment process in that agreement.

Your continued use of the Web App after updated Terms become effective means you accept the updated Terms. If you do not accept the updated Terms, you must stop using the Web App.

23. Governing Law and Venue

These Terms are governed by the laws of the Commonwealth of Puerto Rico and applicable United States federal law, without regard to conflict-of-law principles, unless a mandatory law requires otherwise.

Any dispute arising from or related to these Terms or the Web App will be brought in the courts of San Juan, Puerto Rico, unless Synkly and your Organization have agreed in writing to another dispute-resolution process.

24. Contact Information

• Privacy requests: privacy@panthergroupllc.com
• Security reports: security@panthergroupllc.com
• Billing or subscription questions: support@panthergroupllc.com
• Legal notices: legal@panthergroupllc.com
• Company: Panther Group LLC, operating under the trade name Synkly

25. Acceptance Acknowledgment

By accessing the Web App or clicking acceptance, you acknowledge that: (a) you are authorized by your Organization to use the Web App; (b) you will access Patient Data only for authorized duties; (c) you will keep Patient Data confidential; (d) you will not place Patient Data into unauthorized tools or external systems; (e) you understand that OCR outputs must be reviewed and verified; and (f) your access and actions may be logged and reviewed for security, compliance, and operational purposes.

Recommended clickwrap text: "I certify that I am authorized by my organization to access Synkly, and I agree to the Synkly Staff Web App Terms of Use, including confidentiality, minimum-necessary access, OCR verification, no unauthorized exports, and no PHI in external tools."