Customer portal — Terms of Use
These terms cover your use of the NexgenTec customer portal — the website and app where your organization's phone, fax, texting, and IT services are managed. They apply to you personally, as the person signing in. Your organization's agreement with NexgenTec (the service agreement and, where it applies, the Business Associate Agreement) covers the services themselves; nothing here changes that agreement, and if the two ever disagree, the agreement wins.
1. Your account is yours
Your sign-in belongs to you and only you. Don't share your password or two-step codes, don't sign in as somebody else, and don't let anyone use your session. If you think someone else has used your account, change your password and tell your administrator or NexgenTec right away. When you leave your organization, your administrator will disable your access; until then, what happens under your sign-in is attributed to you.
2. Use it for your organization's business
The portal is for the work of the organization that gave you access. Use it lawfully and in line with your organization's policies. Don't try to reach information, fax lines, numbers, or features you haven't been given access to, don't probe or interfere with the service, and don't use it to send anything unlawful, abusive, or deceptive.
3. Texting and calls carry their own rules
When you send a text from the portal, it goes out on your organization's business number under carrier rules that hold NexgenTec responsible for what its customers send. So: text only people who have agreed to hear from your organization by text, in the way they agreed to; honor "STOP" and any other request to stop; and don't use texting for bulk marketing unless your organization has set that up with NexgenTec first. Call recordings and call history in the portal are your organization's records — your organization is responsible for having any consent the law requires to record a call, and for who in your organization may listen.
4. Protected health information
Faxes, texts, voicemails, and documents in the portal may contain protected health information and other confidential information. Handle them the way your organization's privacy and security policies require. NexgenTec handles that information on your organization's behalf under the Business Associate Agreement that forms part of your organization's agreement with us, and our staff open a customer's fax or message only for support, with the reason recorded.
5. The portal keeps an activity record
Sign-ins, and actions such as viewing, downloading, sending, or archiving a fax and changing settings, are recorded with the time, your account, and the network address you connected from. Your organization's administrators can see this record; NexgenTec keeps it to support you and to meet its own obligations. It is not shown to anyone outside your organization and NexgenTec.
6. AI features are a convenience, not a source of truth
Summaries, suggested folders, sorting, and similar features are produced automatically and can be wrong or incomplete. They never replace reading the document itself, and they are not medical, legal, or professional advice. Your organization can turn these features off.
7. Connected software and keys
Some features install software or issue keys on your organization's computers — the fax download agent, the eClinicalWorks fax bridge, print-to-fax printers. Those computers, and the keys on them, are your organization's responsibility to keep secure. Tell NexgenTec if a computer holding one is lost, replaced, or compromised so the key can be revoked.
8. Availability and changes
We work to keep the portal available, and we maintain and update it regularly, sometimes with brief interruptions. Service levels, if any, are those in your organization's agreement; the portal itself is provided as is. We may change or retire features and will tell you about changes that affect how you work. We may suspend an account, a feature, or a number when these terms or the law are being broken, or to protect the service and other customers; we'll tell your organization when we do.
9. Changes to these terms
When these terms change in a way that matters, you'll be asked to read and accept the new version the next time you sign in. Continuing to use the portal after that is your agreement to them.
10. Questions
Ask your organization's administrator, or contact NexgenTec at support@nexgentec.com or 352-224-3866.