Terms of service

1. Who we are

PACS Desk is the trade name (Florida fictitious name G26000152805) of VAM Labs LLC, a Florida limited liability company (document no. L26000478987) ("PACS Desk", "we", "us"). We provide IT support for radiology practices, imaging centers and teleradiology groups: PACS and RIS support, reading workstations, imaging IT, PACS migrations, networks and security, and the hardware those need.

These terms cover this website and the services we provide and invoice for under the PACS Desk name.

2. Agreements and quotes

Every engagement is described in a written services agreement, statement of work or accepted quote (a "contract") that sets out the scope, price and schedule. If a contract and these terms differ, the contract controls. A quote is good for 30 days unless it says otherwise. Work outside the agreed scope is done only with your written approval, at the rates in the contract.

3. Invoices and payment

• We bill by invoice, in US dollars (USD). Monthly services are invoiced as your contract sets out. Each invoice is due on the date shown on it.
• You can pay by ACH bank transfer, wire, check, or card (credit or debit). Bank transfers and checks cost you nothing extra.
• Credit card payments may carry a surcharge of up to 3%, never more than what it costs us to accept the card. It's shown before you pay and on your receipt. We don't add it to debit or prepaid cards, or where the law doesn't allow it.
• For monthly services you can turn on automatic payment when you pay an invoice. That authorizes us to charge the same card or bank account for each later invoice under that contract, on its due date, for the amount on the invoice. We email each invoice before it's charged. Turn it off from the invoice, or by emailing us at least 3 business days before a due date.
• Prices don't include taxes. You pay any sales or similar tax that applies to what you buy, including hardware.
• If an invoice is more than 15 days past due, we may pause work after telling you in writing. Late fees apply only if your contract provides for them.

4. Payment security

Card payments are processed by Stripe, a PCI DSS Level 1 certified payment processor. Your card details go straight to Stripe over an encrypted connection; we never see or store your full card number. Bank transfers go directly to our business bank account.

5. Refunds and billing disputes

• Fees for work already performed and services already provided are not refundable, except as your contract says.
• If an engagement ends before prepaid work is done, we refund the unused part, less work performed and any third-party costs we've already paid on your behalf that can't be recovered.
• If we billed you in error, we correct the invoice and refund any overpayment to the way you paid.
• Questions about a charge: email support@pacsdesk.com within 60 days of the charge. Please contact us before disputing a charge with your bank or card issuer, so we can sort it out quickly.

6. Cancellation

• Monthly services can be cancelled as your contract provides. If it doesn't say, either of us can cancel with 30 days' written notice.
• Project work can be cancelled by you at any time in writing. You pay for work done and costs committed up to the cancellation, and we refund any prepaid amount for work not done.
• We may end an engagement if an invoice goes unpaid after notice, or if either side seriously breaches the contract.
• When an engagement ends, we hand over your documentation and access credentials, help with the transition as your contract provides, and return or destroy any patient information as our business associate agreement requires.

7. Hardware, software and third-party services

When we source hardware, licenses or subscriptions for you, they're billed at the quoted price. Hardware ships from the manufacturer or seller to your site, or we deliver and install it; the quote gives the expected timing, and we'll tell you if it slips. Returns follow the manufacturer's or seller's return policy, and we arrange the return for you. Warranties come from the manufacturer, and we help you make claims. Subscriptions held in your name are yours, under that provider's terms.

8. Patient information

We access systems that hold protected health information only after you and VAM Labs LLC have signed a business associate agreement, and we handle that information as the agreement and HIPAA require. Please don't send patient information, images or passwords through this website's form or by ordinary email; we'll set up a secure way to share them when the work needs it.

9. Ownership of the work

Once you've paid for it in full, you own the configurations, documentation, scripts and other work we create specifically for you. We keep the tools and know-how we had before or use for other clients, and you get a non-exclusive, perpetual license to use and modify any of them that are part of what we deliver to you. Third-party software stays under its own license. Your contract can set different terms.

10. Confidentiality

We keep your business information confidential and use it only to do the work. We access your systems and data only as you authorize and as the work needs. How we handle personal information is in our privacy policy.

11. Your part

You give us the access, information and decisions the work needs, and you confirm you're authorized to let us work on the systems and data you give us access to.

12. Our work and its limits

We do the work with reasonable skill and care. If something we delivered doesn't do what the contract describes, tell us within 30 days of delivery and we'll fix it at no charge. Beyond that, and as far as the law allows, our services and this website are provided "as is", without other warranties.

As far as the law allows, we aren't liable for indirect, incidental or consequential damages, or lost profits or data. Our total liability for any claim is limited to what you paid us for the services the claim is about in the 12 months before it arose. Your contract can set different limits.

13. This website

This site describes our services. Its content is general information, not an offer or professional advice. Brand names belong to their owners and are used only to describe the systems we work with. Links to other sites are for convenience; we're not responsible for their content.

14. Governing law

These terms are governed by the laws of the State of Florida. Any dispute goes to the state or federal courts in Hillsborough County, Florida.

15. Changes

We may update these terms; the date at the top shows the latest version. Changes don't alter a contract already signed.

16. Contact

VAM Labs LLC d/b/a PACS Desk, Tampa, Florida · support@pacsdesk.com · (656) 222-1147