Terms & Conditions

Accessibility

At Centime, helping small and mid-sized businesses thrive is core to our mission. For businesses to thrive, their people must have access to all the tools they need — which is why Centime.com is accessible to those with disabilities.
If you have ideas about how to improve your or others' experience at Centime.com, please tell us! Contact Customer Success at cs@centime.com and we will work to ensure the inclusivity and accessibility of our website.

Terms and Conditions

These Terms of Service constitute a legally-binding contract (the “Agreement”) between you (“You” or “Your”), and Centime Inc. (along with its affiliates, successors and assigns (“Centime”, “We”, “Us, or “Our”) governing your access and use of the website (“Website”) and application (“Application”) on which this set of terms appears, and any data, services, activity or transactions that are offered, made available or facilitated through any of the above.
If you use the Website or Application on behalf of an organization or entity (an “Organization”), You represent and warrant that (1) You are duly authorized by that Organization to accept this Agreement on behalf of the Organization, (2) You accept this Agreement on behalf of the Organization, Your customers and Your vendors, (3) You are duly authorized and empowered to use the Application on behalf of the Organization. You are responsible for obtaining all consents and authorizations needed to accept this Agreement from your customers and vendors, if applicable. (4) You accept that you/your organization is and will always be responsible for the accuracy of information contained in your General Ledger. (5) By connecting your General Ledger to Centime Inc., you authorize Centime Inc. to make entries/changes to your GL, incidental to the processing of invoices/bills.
All references herein to the Application are intended to equally pertain to the Website and Your use of it. You accept and agree to these terms by executing an order form to which they are referenced or attached as an exhibit or by an electronic acceptance..
Please read these Terms of Service carefully before clicking the "I Agree" button accessing or using the Centime Application or financial products.

Definitions

In addition to the terms defined elsewhere in this Agreement, the following terms used herein shall be construed to have the meanings set forth below:

1. “Agreement” means these Terms of Service that forms the entire agreement between You and the Company regarding the use of the Application and Website.
2. “Application” means the software program, services and products provided by the Company that is accessed by You and viewed on a Device.
3. “Content” refers to content such as text, images, or other information that can be posted, uploaded, linked to or otherwise made available by You, regardless of the form.
4. “Device” means any device that can access the Application such as a computer, a cellphone or a digital tablet.

Scope of License

The Company grants You a revocable, non-exclusive, non-transferable, limited license to access and use the Application strictly in accordance with the terms of this Agreement. The license that is granted to You by the Company is solely for your personal, non- commercial purposes strictly in accordance with the terms of this Agreement. By accepting this license, You grant Centime the right to contact your customers and suppliers, as may be necessary or appropriate for Centime to provide Our services.

Eligibility to Use the Application

You represent and warrant that: (a) all users of the Application are at least 18 years of age; (b) You have not previously been suspended or removed from access to the Application; and (c) You will provide any and all documentation as requested by Centime, including as needed to verify identity and creditworthiness; and (d) You are responsible for the accuracy of all data provided to Centime

License Restrictions

You agree not to, and You will not permit others to:

1. License, sell, rent, lease, assign, distribute, transmit, host, outsource, disclose or otherwise commercially exploit the Application or make the Application available to any third party.
2. Copy or use the Application for any purpose other than as permitted herein.
3. Modify, make derivative works of, disassemble, decrypt, reverse compile or reverse engineer any part of theApplication.
4. Remove, alter or obscure any proprietary notice (including any notice of copyright or trademark) of the Company or its affiliates, partners, suppliers or licensors that appear on the Application.

Fees

Depending on Your intended use of the Application, fees may be payable to Centime and/or You may be entitled to a free trial period. Full details are available on the Application.

Indemnification

Client will indemnify and hold harmless Centime, Inc. and its Affiliates and their respective shareholders, officers, directors, representatives, agents, employees, customers, successors and assigns from and against any and all Liability arising from or related in any manner, directly or indirectly, to (i) Centime, Inc.'s assistance in collecting ACH, Credit Card, Check, or any other payment-related information from Client's Suppliers as part of Client's migration from another solution to Centime, Inc. or as part of new Client onboarding onto Centime; (ii) missing, incorrect, or fraudulent information submitted by Supplier during the process whereby Centime supports the gathering of payment information from the Supplier and subsequent importing into the Centime platform on Client’s behalf and/or usage of this information and the payments that are subsequently authorized; (iii) Client’s breach of any of its representations, agreements, or covenants under this Agreement, including any Supplement; (iv) Centime, Inc.’s compliance with or carrying out any instruction or request which identifies Client as sender; (v) Centime, Inc.’s actions or omissions in performing Centime, Inc.'s Services; (vi.) any breach/compromise of data belonging to Client or Client’s Suppliers, arising out of, or during the collection/processing/storage/transmission/handling of such data - which is not mitigated by Centime, Inc.’s exercise of ordinary care in terms of controls/procedures to prevent the same and which is not specifically attributable to the actions of Centime, Inc.; (vii) Occasional, unintentional deviations by Centime, Inc. including, but not limited to, clerical error, inadvertence or oversight, or an honest mistake of judgment.

Intellectual Property

The Application, including without limitation all copyrights, patents, trademarks, trade secrets and other intellectual property rights are, and shall remain, the sole and exclusive property of the Company or its licensors.
The Company shall not be obligated to indemnify or defend You with respect to any third party claim arising out of or relating to the Application. To the extent the Company is required to provide indemnification by applicable law, the Company shall be solely responsible for the investigation, defense, settlement and discharge of any claim that the Application or your use of it infringes any third party intellectual property rights.

Your Suggestions

Any feedback, comments, ideas, improvements or suggestions provided by You to the Company with respect to the Application (“Suggestions”) shall remain the sole and exclusive property of the Company. The Company shall be free to use, copy, modify, publish, or redistribute the Suggestions for any purpose and in any way without any credit or any compensation to You.

Modifications to the Application

The Company reserves the right to modify, suspend or discontinue, temporarily or permanently, the Application or any service to which it connects, with or without notice and without liability to You.

Updates to the Application

The Company may from time to time provide enhancements or improvements to the features/functionality of the Application, which may include patches, bug fixes, updates, upgrades and other modifications (“Updates”).
Updates may modify or delete certain features and/or functionalities of the Application. You agree that the Company has no obligation to (i) provide any Updates, or (ii) continue to provide or enable any particular features and/or functionalities of the Application to You.
You further agree that all Updates or any other modifications will be (i) deemed to constitute an integral part of the Application, and (ii) subject to the terms and conditions of this Agreement.

Privacy Policy

1. Introduction

Centime, Inc. (“Centime”) understands that individuals, businesses, and healthcare organizations care about how information—particularly Protected Health Information (PHI)—is used and protected. This Privacy Policy explains how we collect, maintain, use, and share information, including PHI, through our website (the “Site”) and online services; and how you can manage the way information is handled.

As a HIPAA Business Associate, the Organization may receive PHI in connection with the business services it provides to healthcare organizations, and we are committed to handling all such information responsibly and in accordance with applicable privacy and security requirements.

2. What Personal Data is Collected and from What Sources?

We collect and process the following categories of information:

• Contact Information: such as name, email address, phone number, and physical address of our customers, as well as their buyers and suppliers.
• Financial Information: including bank account numbers and routing numbers necessary to facilitate transactions.
• Other Financial Data: we may also collect certain financial information that does not constitute personally identifiable information (PII).

IP Addresses

Your Internet Protocol (“IP”) address is usually associated with the place from which you access the internet, like your home Internet Service Provider or company office. We may collect and use your IP information to gather broad information about how users access our website.

Cookies

Most websites, including our Site, use a feature of your browser to set a small text file called a "cookie" on your computer. The site placing the cookie on your computer can then recognize the computer when you revisit the site to allow auto login and track how you are using the site.

When you visit our Site, our servers and/or those of our service providers automatically record certain information that your web browser sends, such as your web request, IP address, browser type, referring/exit pages and URLs, number of clicks, domain names, landing pages, pages viewed, time and date of use and other information.
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The information we collect using cookies does not allow you to be personally identified; but we may link this information to information that you submit while on our Site, which does allow you to be personally identified.
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You are free to decline cookies. You can configure your browser to accept all cookies, reject all cookies, erase cookies or notify you when a cookie is set.

Third Party Cookies

The use of cookies by our partners, affiliates, tracking utility company, and service providers is not covered by our Privacy Policy. We do not have access or control over these cookies. Our partners, affiliates, tracking utility company and service providers may use session ID cookies in order to:

• Personalize your experience
• Analyze which pages our visitors visit
• Provide website feature such as social sharing widgets
• Measure advertising effectiveness
• Track which areas of our Site you visit in order to market to you after you leave

Google Analytics

We use Google Analytics, a web analytics service provided by Google, Inc. Google Analytics uses cookies and/or other tracking technologies to help us analyze how users interact with and use the Site, compile reports on the Site’s activity, and provide other services related to Site activity and usage. The technologies used by Google may collect information such as your IP address, time of visit, whether you are a return visitor, and any referring website.

The Site does not use Google Analytics to gather information that personally identifies you. The information generated by Google Analytics will be transmitted to and stored by Google and will be subject to Google’s privacy policies. To learn more about Google’s partner services and to learn how to opt out of tracking of analytics by Google click here.

Do Not Track Signals

Your browser or device may include ‘Do Not Track’ functionality. Our information collection and disclosure practices, and the choices that we provide to visitors, will continue to operate as described in this Privacy Policy, whether or not a Do Not Track signal is received.

Web Beacons

Our Web pages contain electronic images known as Web beacons (sometimes called single-pixel gifs) and are used along with cookies to compile aggregated statistics to analyze how our Site is used.

3. How Does Centime Use Information?

The Company reserves the right to modify, suspend or discontinue, temporarily or permanently, the Application or any service to which it connects, with or without notice and without liability to You.

Updates to the Application

Centime may aggregate collected information about our users in a form that does not allow users to be personally identified for the purpose of understanding our customer base and enhancing the services that we and our strategic partners and customers can provide you.
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Centime will use Personal Information only in ways that are compatible with the purposes for which it was collected or subsequently authorized by the inpidual about whom the information pertains.
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Centime will take reasonable steps to ensure that Personal Information is relevant to its intended use, accurate, complete and current.

Specifically, we may use Personal Information and platform use information for:

• Allowing users easier and more efficient use of the platform
• Understanding how users use the platform in order to improve our user interface and detect problems and bugs
• Processing payments and agreed services
• Communicating with you about our services
• Providing customer support
• Meeting legal requirements
• Providing business services to healthcare clients

4. HIPAA Business Associate Notice (Healthcare Business Services)

Centime operates as a HIPAA Business Associate when providing business services to healthcare organizations. We do not provide healthcare services directly.

Protected Health Information (PHI)

Protected Health Information (PHI) refers to any individually identifiable health information related to the provision of healthcare services, payment for such services, or healthcare operations.

Within the scope of our business services, PHI is limited to references contained in descriptions used in bills, invoices, and purchase orders. For more details, please refer to the HIPAA Business Associate section below.

4.1 How We Use PHI as a Business Associate

We use and disclose PHI ONLY for the specific business services we provide to our customers (healthcare organizations), including:

• Processing Invoices and Payments related to our customers (healthcare organizations)
• Communicating with relevant parties as necessary for business operations

4.2 What We Do NOT Do with PHI

We do NOT:

• Provide direct healthcare services or treatment
• Use PHI for our own marketing purposes
• Sell PHI to third parties
• Use PHI beyond what is necessary for contracted business services

4.3 Business Associate Agreements

We enter into Business Associate Agreements (BAAs) with healthcare customers that require us to:

• Safeguard PHI according to HIPAA requirements
• Use PHI only for permitted business functions
• Report any security incidents or breaches
• Return or destroy PHI as necessary.

4.4 Individual Rights Regarding PHI

Because we are a Business Associate (not a Covered Entity), patients should contact the covered entity (customer organization) directly to:

• Access their medical records
• Request corrections to health information
• File complaints about privacy practices
• Exercise other HIPAA rights

We will assist healthcare organizations in responding to individual requests as required by our Business Associate Agreements.

5. Information Sharing

We may share your information with:

• Third parties and service providers as necessary to provide contracted services
• Legal authorities when required by law
• Other parties with your consent

We do not sell your personal information or PHI to third parties.

6. Your Privacy Rights

You have the right to:

• Access the personal information we have about you
• Correct inaccurate information
• Delete your information (with some legal exceptions)
• File a complaint about our privacy practices

Important: For PHI-related rights, please contact your covered entity (customer organization) directly, as we are a Business Associate providing business services only.

To exercise your rights regarding non-PHI information, contact us at privacy@centime.com.

7. Data Security

We use comprehensive security measures to protect your information, including PHI in our business operations:

• Encryption of data in transit and at rest
• Access controls and multi-factor authentication
• Regular security risk assessments
• Staff training on data protection and HIPAA requirements
• Business Associate Agreements with all vendors who may access PHI

8. Updates to this Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the "Last Updated" date and posting the revised policy on our website. Healthcare organizations with whom we have Business Associate Agreements will be notified of any changes that affect PHI handling.

9. Contact Information

If you have questions about this Privacy Policy or want to exercise your rights:

General Privacy and PHI/PII Questions: privacy@centime.com

For PHI-related individual rights, contact your healthcare provider (covered entity) directly.

Security Policy

Application controls

Centime, Inc (“Centime”) operates multiple security controls across the application, payments, network and infrastructure, data and compliance.

1. A strong password policy and 2-Factor Authentication
2. An automatic session logout after a period of inactivity
3. A record of all critical user activity with a timestamped audit trail that cannot be altered
4. A facility to provide granular entitlements for various Centime modules and features

Payment controls

1. Secure API-based integrations with payment processors that are all PCI-DSS and SOC certified
2. Robust, multi-level payment approval policy, part of the Centime payment workflow
3. Ability to set transaction limits for payments
4. Ability for Clients to issue and use single-use virtual cards with restrictions on amount and validity

Network and infrastructure controls

1. Centime's servers and network infrastructure are hosted and managed by leading certified cloud provider
2. Usage ofsecurity software, intrusion detection and prevention systems, and network monitoring technology to detect and prevent unauthorized electronic access to Centime's servers
3. Usage of Transport Layer Security (TLS) and industry standard cipher suites to protect customer data during transit over the internet
4. Periodic Vulnerability Assessments and Penetration Tests performed through PCI DSS Approved Scanning Vendors (ASVs) covering infrastructure and application

Data controls

1. Ensuring encryption of PII and other sensitive information during transit and at rest using strong encryption standards like AES 256
2. Implemented strong back up and restoration mechanism to protect against data loss
3. Ensuring only authorized people with signed NDA have access to Centime systems and data
4. Storage of sensitive information in a secured Vault.

Compliance controls

1. Centime is SOC 1 and SOC 2 Type II certified
2. Centime is hosted on a leading SOC 2 certified cloud services provider
3. Centime partners with PCI DSS and SOC 2 certified payment processors and financial institutions
4. Centime enforces a Know Your Customer (KYC) process to ensure that the Centime application can be used only for the intended purpose and not for any illegal and unintended purposes of money laundering, terrorist financing, violating or subverting OFAC sanctions, or for other illegal purposes

Contact Us

For questions or concerns regarding this Security Policy, contact us at:
Centime, Inc.
Attn: Privacy Manager
39 Captain Miles Lane, Concord, MA 01742
Email: cs@centime.com

If you would like to report any fraud, incident, or complaint, please write to alerts-external@centime.com.