Effective Date: October 1, 2026
Website: https://denialtrackerapp.com
Publisher: DenialTracker LLC (“DenialTracker,” “we,” “us,” or “our”)
These Terms of Service (“Terms”) govern access to and use of the DenialTracker Google Workspace Add-on, related websites, billing services, support services, and other features or services made available by DenialTracker LLC (collectively, the “Service”).
By creating or activating a DenialTracker subscription, beginning a free or promotional period, or otherwise using the Service, you acknowledge that you have read and agree to these Terms and the DenialTracker Privacy Policy.
Your completion of the applicable subscription or enrollment process constitutes electronic acceptance of these documents.
If you use the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms.
If you do not agree to these Terms, you may not use the Service.
For purposes of these Terms:
“Customer” means the individual business or legal entity that purchases, enrolls in, or is otherwise responsible for a DenialTracker subscription.
“Authorized User” means an individual authorized by a Customer to access or use the Service on the Customer’s behalf.
References to “you” may include both the Customer and applicable Authorized Users depending on context.
The Customer is responsible for Authorized Users’ use of the Service and for ensuring that Authorized Users comply with these Terms.
The Service is intended for business and professional use in the United States.
An individual entering into these Terms must be at least 18 years old and legally capable of entering into a binding agreement.
The Service may be used by healthcare providers, healthcare practices, medical billing organizations, revenue cycle management companies, and other authorized organizations involved in healthcare administrative or reimbursement workflows.
If a Customer or Authorized User processes information belonging to another organization, including a client practice, that Customer represents and warrants that it has all rights, permissions, contracts, and legal authority necessary to access and process that information.
Customers are responsible for ensuring that their agreements with healthcare practices, clients, payers, vendors, and other third parties permit the Customer’s use of DenialTracker where required.
DenialTracker is a Google Workspace Add-on designed to help Users identify, organize, track, summarize, and manage information associated with insurance claim denials and remittance files, including ANSI X12 835 files.
Core claim-processing functionality operates through Google Workspace services including Google Drive, Google Sheets, Gmail, and Google Apps Script.
DenialTracker may read qualifying files in the Customer’s Google Drive, process information from those files through Google Apps Script, write resulting information to Google Sheets, and send User-configured notifications through Gmail.
DenialTracker also operates separate external infrastructure for limited non-claim functions such as identity verification, subscription management, usage validation, billing, security controls, and related operational functions.
DenialTracker’s external billing infrastructure is not designed to receive or process the contents of 835 files, patient claim information, or other claim-level PHI.
Use of DenialTracker requires authorization to access certain Google Workspace services.
Depending on features used, DenialTracker may request permission to access Google Drive, Google Sheets, Gmail, Google account identity information, and related Google Workspace functionality.
These permissions are used to provide DenialTracker features including locating and processing remittance files, creating and updating denial-tracking spreadsheets, sending User-configured reports and alerts, authenticating Users, and validating subscription access.
Users are responsible for reviewing and approving permissions requested by the Service.
Revoking required permissions may cause some or all DenialTracker functionality to stop working.
DenialTracker is designed so that claim-level information processed by the Add-on, including information that may constitute PHI, is processed within the Customer’s Google Workspace environment rather than intentionally transmitted to DenialTracker’s external billing infrastructure.
835 file contents and claim-level information are not intentionally transmitted to DenialTracker’s external billing backend for storage, advertising, unrelated analytics, or customer profiling.
DenialTracker does not maintain an external repository of customer 835 files or claim-level patient records as part of its normal architecture.
This does not mean information can never leave the Customer’s Workspace through actions initiated by the Customer or Authorized Users.
Users may download files, share Google Sheets, forward emails, configure notification recipients, use external transfer systems, or otherwise transmit information through tools under their control.
DenialTracker is not responsible for User-directed disclosure or transfer through Google Workspace or other independent third-party systems.
Customers are responsible for determining whether HIPAA, state privacy laws, payer obligations, contractual obligations, or other laws and regulations apply to their organization or use of the Service.
Where required, Customers are responsible for maintaining an appropriate Business Associate Agreement or other required contractual relationship with Google and configuring their Google Workspace environment appropriately.
Customers are responsible for maintaining appropriate internal safeguards, workforce policies, account permissions, access controls, and procedures for handling healthcare information.
DenialTracker does not provide legal advice and does not represent that use of the Service by itself makes an organization HIPAA compliant.
DenialTracker is presently designed so that DenialTracker LLC does not receive or maintain User PHI within its external billing, website, or subscription systems and does not ordinarily access claim-level PHI contained in the Customer’s Google Workspace environment.
Based on the Service’s current design and operating model, DenialTracker does not currently offer a Business Associate Agreement to customers.
Users must not intentionally transmit PHI to DenialTracker’s external support, website, billing, or other non-Workspace systems unless DenialTracker expressly authorizes a specific arrangement in writing.
Nothing in these Terms limits any obligation that may apply directly to DenialTracker under applicable law.
Customers may obtain 835 files through clearinghouses, SFTP systems, electronic health record systems, revenue cycle management platforms, local software, scripts, or other third-party systems.
DenialTracker does not control the security or operation of those systems.
Customers are responsible for securely acquiring, transmitting, uploading, and storing 835 files before those files are processed through DenialTracker.
DenialTracker is not responsible for unauthorized disclosure, protocol failures, configuration errors, security incidents, or other problems arising from systems or transfer methods outside DenialTracker’s control.
Customers and Authorized Users are responsible for maintaining the security of Google accounts and Google Workspace environments used with DenialTracker.
Users must take reasonable steps to:
Users must promptly notify DenialTracker if they reasonably believe that their DenialTracker billing access or interaction with DenialTracker’s external infrastructure has been compromised.
DenialTracker does not receive or store Users’ Google passwords.
Subject to these Terms and applicable subscription requirements, DenialTracker grants the Customer a limited, revocable, non-exclusive, non-transferable, non-sublicensable license to use the Service for internal business purposes.
Customers may permit their Authorized Users to use the Service on the Customer’s behalf.
Except to the extent prohibited by applicable law, Users may not reverse engineer, decompile, disassemble, reproduce, modify, resell, sublicense, redistribute, or create derivative products from the Service.
Users may not circumvent subscription restrictions, authentication mechanisms, usage controls, technical protections, or security controls.
Users may not use the Service unlawfully, fraudulently, maliciously, or in a way that threatens the security, integrity, availability, or performance of DenialTracker or third-party systems.
Users may not:
DenialTracker may suspend or terminate access where we reasonably believe use of the Service presents a security, legal, payment, fraud, abuse, or operational risk.
Certain features of the Service require a paid subscription.
Unless a different price or plan is disclosed at enrollment or in a written Order Form or custom offer, DenialTracker’s standard monthly subscription is $89.99 per month.
The standard monthly subscription includes processing of up to 500 Processed Claims during each billing month.
Claims processed beyond the included monthly allowance are charged at $0.20 per additional Processed Claim, unless a different usage allowance or rate is disclosed in an applicable Order Form or offer.
Subscription prices are exclusive of applicable taxes unless stated otherwise.
DenialTracker may offer different, customized, promotional, annual, negotiated, or enterprise plans from time to time.
For subscription usage and billing purposes, a “Processed Claim” means a valid claim record that DenialTracker scans or processes from an 835 or other supported remittance file.
A claim may count as a Processed Claim regardless of whether:
Invalid, unreadable, unsupported, or rejected file content that DenialTracker does not recognize and process as a valid claim is not intended to count as a Processed Claim.
A Processed Claim is a usage measure and is not limited to claims that produce a denial.
Repeated processing or resubmission of files or claims may result in additional usage where the Service processes the claim again. Customers are responsible for avoiding unnecessary repeated processing of files.
DenialTracker may use technical methods to identify duplicates or reduce unintended duplicate processing, but does not guarantee that every repeated or duplicate submission will be excluded from usage calculations.
For the standard monthly plan, the included allowance resets at the beginning of each applicable billing month.
Unused included claim-processing capacity does not roll over into a later billing month unless DenialTracker expressly agrees otherwise in writing.
Once the Customer exceeds the included allowance, additional Processed Claims may accrue usage-based charges at the applicable overage rate.
Usage records generated by DenialTracker’s systems will be used to calculate the applicable claim-processing total, subject to reasonable correction of identified technical or billing errors.
Customers who believe a usage total is incorrect should contact DenialTracker within a reasonable period after the applicable invoice or charge so the issue can be reviewed.
DenialTracker may correct erroneous usage calculations, duplicate billing events, or other billing errors where reasonably verified.
DenialTracker may offer customized subscription pricing, included usage allowances, overage rates, billing intervals, discounts, promotional terms, or other commercial arrangements.
These terms may be presented through Stripe, an enrollment page, email, invoice, Order Form, or other written offer.
If an Order Form or specific written offer conflicts with these Terms regarding:
the specific Order Form or offer controls solely with respect to those commercial terms.
All other provisions of these Terms remain in effect unless expressly modified in writing.
DenialTracker may offer free trials, free introductory periods, promotional access, discounts, or similar offers.
The specific duration and terms of any introductory offer will be disclosed at enrollment.
Where DenialTracker offers a two-month free introductory period, no base subscription charge is due during that period.
Unless otherwise expressly disclosed, claim processing during a fully free introductory period is also free and does not incur usage or overage charges, including where more than 500 claims are processed.
A payment method may be required when an introductory period begins.
Where the offer automatically converts to a paid subscription, the Customer authorizes recurring subscription charges to begin automatically when the introductory period ends unless the Customer cancels before the first paid billing charge is initiated.
DenialTracker may change or discontinue future introductory offers without altering a promotional period already granted to a Customer unless otherwise agreed.
Introductory offers may be limited to new customers or subject to other eligibility restrictions.
Paid subscriptions automatically renew at the applicable monthly, annual, or other recurring interval until canceled.
By maintaining a subscription, the Customer authorizes recurring subscription charges, applicable usage charges, taxes, and other charges disclosed under the applicable plan to be charged through DenialTracker’s payment processor.
Customers are responsible for maintaining valid billing information.
If payment fails, DenialTracker may retry collection, restrict access, suspend service, or terminate access in accordance with applicable law and billing settings.
Customers may cancel a subscription through the available billing-management process.
Cancellation ordinarily takes effect at the end of the then-current paid billing period.
A Customer who cancels during a free introductory period before the first paid billing date will not be charged the recurring subscription fee if the cancellation is completed before the charge is initiated.
A Customer canceling after a paid billing period begins will ordinarily retain access through the end of that paid period.
Usage or other charges already incurred before cancellation remain payable unless otherwise required by law.
Uninstalling the Add-on, deleting a spreadsheet, revoking Google permissions, or ceasing to use DenialTracker does not necessarily cancel a paid subscription.
Subscription cancellation must be completed through the applicable billing-management process.
Except where required by law or expressly stated otherwise by DenialTracker in writing, subscription and usage charges are non-refundable.
DenialTracker does not ordinarily provide prorated refunds for unused portions of a paid billing period.
Cancellation stops future renewals but does not ordinarily reverse charges already incurred.
If DenialTracker voluntarily issues a refund, access associated with the refunded period may be terminated immediately or adjusted as appropriate.
Nothing in this section limits refund rights that cannot lawfully be waived.
Prices displayed by DenialTracker are exclusive of applicable sales, use, excise, transaction, or similar taxes unless expressly stated otherwise.
Customers are responsible for taxes imposed on their purchase or use of the Service, except taxes imposed on DenialTracker’s net income.
Where required, DenialTracker or its payment processor may calculate, collect, and remit applicable taxes.
DenialTracker may introduce new plans, discontinue plans, change plan features, modify usage allowances, modify overage rates, or change subscription pricing.
Changes affecting an existing paid subscription will apply prospectively and will be communicated as required by applicable law.
A Customer who does not wish to continue under a new recurring price or materially changed plan may cancel before the change takes effect.
DenialTracker may make beta, experimental, preview, early-access, product-validation, or pre-release functionality available.
Such functionality may contain defects, produce incomplete or inaccurate results, experience interruptions, change without notice, or operate differently than intended.
Customers are responsible for independently reviewing DenialTracker outputs before relying on them for billing, coding, reimbursement, appeals, resubmissions, compliance, financial reporting, or operational decisions.
An introductory free period may overlap with an early-access or product-validation period.
Free or discounted access does not constitute a representation that the Service is error-free, complete, or suitable for reliance without independent review.
DenialTracker depends on third-party services that may include Google Workspace, Google APIs, Stripe, Render, Webflow, internet infrastructure providers, clearinghouses selected by Customers, and other services.
DenialTracker does not control these third parties.
The Service may be affected by third-party outages, API changes, rate limits, service restrictions, pricing changes, account configuration, security incidents, or discontinuation of third-party functionality.
DenialTracker is not responsible for the independent acts, omissions, policies, security practices, or service availability of third parties.
Use of third-party services may be governed by separate terms and privacy policies between the Customer and the applicable provider.
Customers retain ownership and control of data stored in their Google Workspace environment.
DenialTracker does not acquire ownership of 835 files, claim information, spreadsheets, or other customer content merely because the Service processes that information.
Users must not send PHI, 835 files, patient names, claim records, screenshots containing patient information, or similar sensitive healthcare information to ordinary DenialTracker support channels.
If DenialTracker receives PHI through an unintended channel, DenialTracker may delete the information, decline to process the request until the sensitive information is removed, and request a redacted version.
Cancellation or uninstallation does not automatically delete files, spreadsheets, emails, or other information stored in the Customer’s Google Workspace account.
Customers remain responsible for managing and deleting their own Google Workspace data.
DenialTracker may retain limited non-PHI account, billing, usage, transaction, security, support, and legal records as described in the Privacy Policy.
DenialTracker is an administrative workflow and tracking tool.
DenialTracker is not intended to serve as the Customer’s sole or authoritative:
Customers are responsible for maintaining authoritative records required by law, payer requirements, contracts, professional obligations, or internal policy.
Customers are responsible for maintaining appropriate copies, backups, exports, or other records of information they are legally or operationally required to retain.
DenialTracker does not guarantee recovery of information deleted, altered, lost, or rendered unavailable through Google Workspace, third-party systems, User actions, technical failures, or other circumstances outside DenialTracker’s reasonable control.
DenialTracker is not a health plan, insurer, payer, claims adjudicator, or replacement for an electronic health record or healthcare clearinghouse.
Unless DenialTracker expressly introduces such functionality in the future, the Service does not submit insurance claims to payers, determine payer obligations, adjudicate coverage, make clinical determinations, or guarantee reimbursement.
DenialTracker is designed to assist with administrative workflows but does not guarantee that every 835 file, denial, adjustment, payment, payer response, procedure, status, or data element will be identified, categorized, interpreted, or displayed correctly.
835 formats, payer practices, clearinghouse implementations, adjustment codes, and remittance conventions may vary.
Users are responsible for reviewing DenialTracker outputs against authoritative source records before relying on them for billing, appeals, resubmissions, reimbursement decisions, financial reporting, compliance, or operational decisions.
DenialTracker does not guarantee recovery of reimbursement, payment of any claim, reversal of any denial, or a particular financial result.
DenialTracker is an administrative software tool.
The Service and DenialTracker website do not provide medical, legal, accounting, tax, coding, reimbursement, regulatory, HIPAA, financial, or professional compliance advice.
Information generated or displayed by the Service should not be treated as a substitute for review by appropriately qualified personnel.
Customers remain responsible for their billing, coding, reimbursement, legal, financial, and compliance decisions.
DenialTracker does not guarantee uninterrupted or error-free operation.
Availability may be affected by Google Apps Script limitations, Google Workspace outages, API quotas, third-party infrastructure, internet service, Customer configuration, maintenance, software defects, security events, or other circumstances.
DenialTracker may perform maintenance, make updates, or temporarily restrict functionality when reasonably necessary.
DenialTracker may modify, add, remove, replace, suspend, or discontinue features.
We may also change technical infrastructure, third-party providers, integrations, interfaces, or supported workflows where reasonably necessary for security, compliance, product development, or business operations.
DenialTracker will use reasonable efforts to avoid materially disrupting paid Customers without notice where practical, but no feature is guaranteed to remain available indefinitely unless expressly agreed in writing.
The Service, including DenialTracker software, source code, object code, documentation, workflows, visual designs, branding, logos, product names, website materials, interfaces, and other proprietary materials, is owned by DenialTracker LLC or its licensors and protected by applicable intellectual-property laws.
Except for the limited license expressly granted in these Terms, no ownership rights are transferred to Customers or Authorized Users.
If a User voluntarily provides suggestions, ideas, recommendations, comments, or other feedback regarding DenialTracker, the User grants DenialTracker LLC a worldwide, perpetual, irrevocable, royalty-free, transferable, sublicensable license to use, reproduce, modify, incorporate, commercialize, and otherwise use that feedback without compensation.
This provision does not grant DenialTracker ownership of customer claim data, PHI, or other User content.
DenialTracker may suspend or terminate access where reasonably necessary because of:
Customers may stop using the Service at any time, subject to applicable subscription cancellation provisions.
Sections that by their nature should survive termination, including intellectual property, payment obligations already incurred, disclaimers, limitations of liability, indemnification, dispute resolution, and accrued rights, will survive.
To the fullest extent permitted by applicable law, the Service is provided “as is” and “as available.”
DenialTracker LLC disclaims all warranties, representations, and conditions, express or implied, including implied warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, availability, and results.
DenialTracker does not warrant that the Service will be uninterrupted, error-free, secure against every possible threat, compatible with every 835 implementation, or suitable for every Customer’s particular workflow.
Some jurisdictions do not permit exclusion of certain warranties, so portions of this section may not apply where prohibited by law.
To the fullest extent permitted by applicable law, DenialTracker LLC and its owners, officers, employees, contractors, agents, affiliates, and licensors will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages, or for lost profits, lost revenue, lost business opportunities, lost goodwill, business interruption, loss of data, loss of reimbursement, or similar losses arising out of or relating to the Service.
To the fullest extent permitted by law, the total aggregate liability of DenialTracker LLC arising out of or relating to the Service or these Terms will not exceed the greater of:
(a) one hundred U.S. dollars ($100); or
(b) the amount paid or payable by the Customer to DenialTracker for the Service during the twelve months immediately preceding the event giving rise to the claim.
These limitations apply regardless of legal theory and even if DenialTracker was advised of the possibility of such damages.
These limitations do not apply to liability that cannot lawfully be excluded or limited.
To the fullest extent permitted by law, the Customer agrees to defend, indemnify, and hold harmless DenialTracker LLC and its owners, officers, employees, contractors, agents, and affiliates from third-party claims, liabilities, damages, judgments, losses, costs, and reasonable legal fees arising from:
DenialTracker will provide reasonable notice of a covered claim and reasonable cooperation in the defense.
DenialTracker may participate in the defense with counsel of its choosing at its own expense.
Please read this section carefully because it affects legal rights.
Except for matters eligible for small-claims court and requests for temporary or preliminary injunctive relief concerning misuse of intellectual property, unauthorized access, or security threats, any dispute, claim, or controversy arising out of or relating to these Terms or the Service will be resolved through binding individual arbitration rather than a lawsuit in court.
The arbitration will be administered by the American Arbitration Association under its applicable Commercial Arbitration Rules unless the parties agree to another administrator or procedure.
The arbitration will be conducted by a single neutral arbitrator.
Unless otherwise agreed or required by applicable law, arbitration may take place in New Hampshire or remotely.
The arbitrator may award any individual remedy that would otherwise be available under applicable law, subject to lawful limitations contained in these Terms.
The arbitrator’s decision will be final and binding, and judgment on the award may be entered in a court of competent jurisdiction.
The Federal Arbitration Act governs the interpretation and enforcement of this arbitration agreement to the extent applicable.
To the fullest extent permitted by law, disputes between a Customer and DenialTracker must be brought on an individual basis.
Neither party may bring or participate in a class action, class arbitration, representative action, consolidated proceeding, or other proceeding seeking relief on behalf of unrelated third parties.
If this waiver is determined unenforceable with respect to a particular claim or remedy, that claim or remedy will proceed in a court of competent jurisdiction to the extent required by law while remaining arbitrable claims continue in arbitration where permitted.
To the fullest extent permitted by applicable law, for any dispute permitted to proceed in court rather than arbitration, each party knowingly and voluntarily waives any right to a trial by jury.
These Terms and any dispute not subject to arbitration are governed by the laws of the State of New Hampshire, without regard to conflict-of-law principles, except to the extent federal law controls.
Subject to the arbitration provisions above, the parties consent to the jurisdiction of state and federal courts located in New Hampshire for disputes properly brought in court.
Customers consent to receive notices, agreements, disclosures, billing communications, security notifications, and other Service-related communications electronically.
DenialTracker may provide notices through:
Customers are responsible for maintaining a current email address and reviewing communications relating to their account.
Where applicable law requires a particular notice method, DenialTracker will use the legally required method.
DenialTracker will not be liable for delay, interruption, or failure to perform caused by circumstances beyond its reasonable control, including natural disasters, severe weather, fire, war, terrorism, civil unrest, labor disruptions, governmental action, widespread internet or telecommunications failures, third-party cloud outages, cyberattacks despite reasonable safeguards, or failure of critical third-party infrastructure.
Customers may not assign or transfer these Terms or their rights to use the Service without DenialTracker’s prior written consent.
DenialTracker may assign these Terms in connection with a merger, acquisition, corporate reorganization, financing, sale of assets, or transfer of the Service or business, subject to applicable law and privacy obligations.
If any provision of these Terms is determined to be invalid, illegal, or unenforceable, the remaining provisions will remain in effect to the fullest extent permitted by law.
Failure by DenialTracker to enforce a provision of these Terms does not waive the right to enforce that provision or any other provision later.
These Terms, together with the Privacy Policy and any applicable Order Form, subscription offer, or plan-specific terms presented at enrollment, constitute the entire agreement between the Customer and DenialTracker concerning the Service unless the parties enter into another written agreement.
If an offer-specific term directly conflicts with these Terms regarding pricing, usage allowance, overage charges, billing frequency, or introductory-period duration, the specific term disclosed for that offer controls with respect to that commercial matter.
DenialTracker may revise these Terms from time to time.
Material changes may be communicated through the website, Service, email, billing interface, or another reasonable method.
Changes will become effective on the date stated in the revised Terms.
Where applicable law requires additional notice or consent, DenialTracker will provide it.
Continued use of the Service after revised Terms become effective constitutes acceptance to the extent permitted by applicable law.
Questions regarding these Terms may be sent to:
DenialTracker LLC
Email: csnoke@denialtrackerapp.com
Website: https://denialtrackerapp.com