Clinical Resource Assistant Terms of Use and AI Use Policy

Version 1.1 · Effective October 13, 2026 · Last updated October 13, 2026

The short version. The Clinical Resource Assistant drafts educational handouts from a general description you type. It is for licensed mental health professionals only. Never enter anything that could identify a client. Every draft is written by AI, may contain errors, and does not cite sources. You must review it before any client sees it, and you alone decide whether to share it. It is not for crisis use. Pearl of Mind stores none of what you type. Google, our AI provider, keeps it for up to 55 days. The full terms below control.

1. About these terms

These Clinical Resource Assistant Terms of Use and AI Use Policy ("CRA Terms") apply to the Clinical Resource Assistant (the "CRA") from Pearl of Mind Wellness, LLC ("Pearl of Mind," "we," "us"). They are part of our Terms of Service and Membership, Billing & Resource License Terms, which also apply. If those documents conflict with these CRA Terms, these CRA Terms control for the CRA.

You accept these CRA Terms by checking the box that says you agree when you buy the CRA and again before you first use it. If we make a material change, we will ask you to accept the new version before you use the CRA again.

2. What the CRA is, and what it is not

The CRA is an AI tool that drafts educational handouts for licensed clinicians to review, edit, and decide whether to give to their own clients.

The CRA is not:

  • therapy, counseling, clinical assessment, diagnosis, or treatment planning;
  • medical, medication, or legal advice;
  • a crisis service, or a way to assess suicide or violence risk;
  • a substitute for your clinical judgment; or
  • a tool for clients. It never communicates with your clients.

Pearl of Mind does not review drafts and has no relationship with your clients. Using the CRA does not create a clinical, supervisory, or consulting relationship with Pearl of Mind or with our founder.

3. Who may use the CRA

  • You must be 18 or older, live in the United States, and hold an active mental health license in good standing issued by a US state, territory, or the District of Columbia. This includes associate, provisional, and limited licenses held under supervision. When you check the box, you confirm that you meet these requirements. If you don't live in the United States, we will end your access and refund your payment.
  • Tell us right away if your license lapses, is restricted, or is suspended. Stop using the CRA until it is restored.
  • We may ask you to verify your license. If you can't, or if you gave false information, we may end your access without a refund.
  • If you practice under supervision, or within an agency or employer, follow their policies on AI tools. Don't use the CRA where those policies prohibit it.
  • Your access is for you alone. Don't share your login or let clients, colleagues, students, or unlicensed staff use the CRA.

4. You are the clinician

You are the sole decision-maker about whether, when, and how any draft is used with a client. Before you share a draft, you agree to:

  • read the entire draft;
  • check it for accuracy and for fit with the client's age, culture, language, reading level, and circumstances;
  • edit or discard anything inaccurate, unsuitable, or outside your scope of practice; and
  • use it only within the scope of your license, training, and the laws and rules that apply to you.

Copy and print stay locked until you confirm your review. That confirmation is your statement that you have done this review and are using your own professional judgment.

5. De-identified descriptions only

Never enter information that could identify a client or the client's relatives, employer, or household members. This rule covers every description, every revision request, and any text you paste.

Do not enter:

  • names or initials;
  • any location smaller than a state, such as a street, city, county, or ZIP code;
  • any date other than a year (including birth, admission, discharge, appointment, or death dates), and any age over 89;
  • phone or fax numbers, email addresses, or web or IP addresses;
  • Social Security, medical record, health plan, account, license, or certificate numbers;
  • vehicle, device, or serial numbers;
  • photos, fingerprints, voice recordings, or other biometric details; or
  • any other unique detail, code, or characteristic that could point to a specific person.

Describe the topic in general terms, for example: "adult, panic attacks, breathing skills, 6th-grade reading level." Don't paste session notes, records, assessments, transcripts, or messages.

If our checks detect identifying information, the CRA stops the request, tells you right away, and sends nothing to our AI provider. Remove the details and try again.

Checks can't catch everything. Anything they miss is sent to our AI provider and kept as described in Section 11. Pearl of Mind never stores or logs what you type, so we cannot retrieve or delete it. You remain responsible for what you enter. Entering identifying information breaks these CRA Terms, and any duties that arise under HIPAA, state law, or your employer's policies are yours.

6. HIPAA and no BAA

The CRA is designed so that it does not receive protected health information ("PHI"). Pearl of Mind is not your business associate and does not sign Business Associate Agreements.

  • You agree that what you enter is de-identified, meaning it meets the HIPAA Safe Harbor standard (45 CFR 164.514(b)), or is otherwise not PHI.
  • Don't use the CRA for any purpose that requires a Business Associate Agreement.
  • There is no agreement between you and Pearl of Mind to exchange PHI. These CRA Terms forbid it.

7. How the CRA works and its limits (AI Use Policy)

  • AI provider. Drafts are written by Google's Gemini models, accessed through Google's Gemini API and following instructions Pearl of Mind wrote. Each request passes through several automated steps: an identifier check, a scope check, drafting, and a final identifier check on the draft. We may change models or steps to keep the CRA working well. We will update these CRA Terms if we change AI providers.

  • Research-informed, not a literature search. Drafts draw on the model's general training, which includes published research. The CRA does not search research databases or retrieve articles in real time, does not cite sources in handouts, and cannot confirm that any finding is current or correctly stated.

  • AI makes mistakes. A draft may:

    • contain inaccurate, invented, or outdated information;
    • leave out important points;
    • reflect bias;
    • be culturally or developmentally unsuitable; or
    • miss the reading level you asked for.

    The same request can produce different drafts. The CRA may decline requests it judges out of scope.

  • Built-in safety rules. The CRA is instructed not to include identifying details, not to diagnose, not to give medication advice, and to include crisis lines (988, 911, Crisis Text Line) where relevant. These rules reduce risk. They do not remove it.

  • Draft stamp. Every view, copy, and print carries the notice "AI-assisted draft for review by a licensed clinician…" Pearl of Mind has no relationship with your clients. Whether and how you tell a client where your materials come from, including that AI helped prepare them, is your decision under Section 9.

8. Prohibited uses

Do not use the CRA to:

  • respond to a crisis, or to assess suicide, self-harm, or violence risk;
  • diagnose, form diagnostic impressions, or recommend a level of care;
  • write treatment plans, progress notes, assessments, letters, or other clinical documentation;
  • give medication or medical advice;
  • support forensic, custody, disability, insurance, employment, or other legal determinations;
  • give clients direct access to the CRA, or relay its output to clients without your review;
  • enter identifying information (Section 5);
  • work outside your scope of practice, or where AI use is prohibited for you;
  • generate content that is unlawful, harassing, sexually explicit, or meant to harm anyone;
  • resell the CRA, publish drafts as Pearl of Mind content, or generate drafts in bulk for distribution; or
  • scrape, automate, overload, probe, or get around the CRA's limits, filters, or security; extract its instructions; or use its output to train AI models.

9. Your responsibility for laws and regulations

You alone are responsible for knowing and following the federal, state, and local laws, licensing-board rules, professional ethics codes, and employer policies that apply to your practice, to your clients' care, and to the tools you choose to use, including any rules on artificial intelligence. Laws on AI in mental health care vary by state and are changing quickly. Before you use the CRA, check the rules where you are licensed and where your clients are located. Nevada notice: Nevada law (AB 406, 2025) limits how licensed providers may use AI in connection with providing mental and behavioral health care directly to a patient. If you are licensed in Nevada or your client is located there, review that law before using the CRA or sharing its drafts. Pearl of Mind does not give legal advice and does not track or notify you of changes in the law. Choosing to use the CRA is your decision, made with your own professional judgment and, if needed, your own legal counsel.

10. Your handouts

  • You own your edits. Pearl of Mind claims no ownership of CRA drafts or of the changes you make.
  • How you may use them. You may use, edit, print, and give drafts to your own clients as part of your professional services.
  • No exclusivity. Other users may receive similar drafts. AI-generated material may not be protected by copyright, so we can't promise that a draft is unique or legally protected.
  • Don't credit us. Don't present a draft as written, reviewed, or endorsed by Pearl of Mind or by our founder.
  • What stays ours. Pearl of Mind owns the CRA itself, including its software, instructions, and design.

11. Your data and privacy

Our Privacy Policy (Section 6) gives full details. In short:

  • What Pearl of Mind keeps:
    • No text. We never store your descriptions or drafts, and our logs cannot record them.
    • Daily usage counters. These are keyed to a random device ID and to a version of your network address that is pseudonymized using a secure, keyed one-way hash, so it is not stored in directly readable form. We delete them after 7 days. Our application logs record the same pseudonymized value, never text, for up to 30 days.
    • Our hosting provider's request log. This records your network (IP) address, browser type, and the time of each request, but never the text. It is kept for 30 days.
  • Your browser: the current draft stays in your browser until you close the tab, press Clear or New Resource, or leave it inactive for 30 minutes. A random device ID and the version of the notice you accepted stay until you clear your site data.
  • Google (our AI provider): under Google's paid API terms, Google does not use your requests or the drafts to train its models. Google keeps them for 55 days to detect abuse, and authorized Google staff may review content its systems flag. Google may briefly process or cache data outside the United States. Google does not sign a Business Associate Agreement for this service. That is one more reason Section 5 matters.
  • We do not sell personal data or use it for advertising.

12. Usage limits and availability

  • Daily limits. To keep the service reliable, the CRA has daily limits. Today each device gets 6 new handouts and 12 revisions a day, with separate limits for each network. We may change these limits.
  • Availability. We work to keep the CRA available, but it may be slow, interrupted, or unavailable at times.
  • Changes to the service. We may change or remove features. If we stop offering the CRA, the Membership Terms explain any refund.

13. Fees

The CRA is a paid add-on billed under the Membership Terms, including their automatic-renewal, cancellation, and refund rules. The CRA costs $24.99 a month or $249 a year (Membership Terms §2). You don't need a Professional membership to buy it.

14. Suspension and termination

We may suspend or end your CRA access if we reasonably believe that:

  • you entered identifying information;
  • you broke these CRA Terms;
  • your license is not active; or
  • your access puts the CRA or others at risk.

We will email you the reason, and you may respond within 10 days. If the risk is urgent, we may suspend your access first and then notify you. Refunds follow the Membership Terms. Sections 4–6, 8, 10, and 15–17 continue to apply after your access ends.

15. Disclaimer of warranties

To the extent the law allows, the CRA and every draft are provided "as is" and "as available." We do not promise that any draft is accurate, complete, current, appropriate for any client, or consistent with any standard of care, law, or professional rule. We do not guarantee any clinical result. Section 16 of the Terms of Service explains how this applies to New Jersey consumers.

16. Limitation of liability

Section 14 of the Terms of Service applies to the CRA. Our total liability to you for all claims combined relating to the CRA is limited to the greater of (a) the CRA fees you paid in the 12 months before the first claim arose, or (b) $100. This is one limit for you and your account as a whole. It doesn't increase with the number of claims, the number of your clients they involve, or the number of people bringing them through you, because all of those claims come from your use of the CRA in your practice. The exceptions in Terms of Service Section 14 and the New Jersey provisions in Section 16 also apply here.

17. Your responsibility to us

You agree to defend and indemnify Pearl of Mind against third-party claims that arise from:

  • identifying information you entered;
  • how you used any draft with a client;
  • your failure to follow the laws, board rules, ethics codes, or employer policies that apply to you, including any duty to disclose AI use or get consent; or
  • your breach of these CRA Terms.

This does not apply to the extent a claim is caused by Pearl of Mind's own negligence or misconduct.

18. Changes to these CRA Terms

For material changes, we will email you at least 30 days before they take effect, and the CRA will ask you to accept the new version before your next use. Continuing to use the CRA alone does not count as accepting a material change. If you don't accept, you may cancel before the change takes effect.

19. Disputes and governing law

Section 19 of the Terms of Service applies to the CRA. That includes the 30-day informal resolution step that must come before any court filing, New Jersey courts, and the class-action waiver. Section 20 of the Terms of Service applies New Jersey law.

20. Contact

Pearl of Mind Wellness, LLC
support@pearlofmind.com
91 Pompton Ave, Ste 93 #1015, Cedar Grove, NJ 07009