Terms of Service

Last updated: 2026-06-25

These Terms of Service (“Terms”) govern your access to and use of UseClinicConnect (“we”, “us”, “our”) websites, software, and related services (the “Services”). By using the Services, you agree to these Terms. If you are accepting on behalf of a clinic or organization, you represent that you have authority to bind that entity.

1) Quick summary (not a substitute for the full Terms)
  • SaaS is subscription-based with recurring billing; Full-Ownership is a one-time license on your infrastructure.
  • Free trials are available for evaluation; paid subscriptions begin when you convert or when a trial ends unless you cancel.
  • Your clinic owns its patient/workspace data; we process it per our Privacy Policy.
  • The software, platform, and related IP belong to UseClinicConnect; you receive a limited license to use the Services.
  • Support is available during business hours; response times vary by severity (see Support).
  • We schedule maintenance with reasonable notice. Beta features may change.
  • You may cancel anytime; refunds are limited (see Refund Policy below).
2) Scope of Services

The Services include clinic operations software (e.g., patients, appointments/tokens, prescriptions, pharmacy & billing, reports/exports) and related support. Feature availability may vary by plan and region and may evolve over time.

3) Accounts & Eligibility
  • You must provide accurate registration details and keep credentials confidential.
  • You are responsible for actions under your account and for your users’ compliance with these Terms.
  • You must be legally able to enter into a binding agreement and use the Services in compliance with applicable laws.
4) Plans

SaaS (Cloud): You access a hosted instance operated by us. We act as a data processor for clinic workspace data; your clinic is the data controller.

Full-Ownership (Perpetual): You receive a non-exclusive, non-transferable license to run the software on your infrastructure. Support and updates are not included unless covered by a separate maintenance agreement.

5) Free trial terms
  • We may offer a free trial (e.g., 30 days) for evaluation. Trial length, features, and eligibility are stated at sign-up or on our website.
  • Unless stated otherwise, no payment method is required to start a trial.
  • Trials are provided “as is” for evaluation only. Do not rely on trial environments for production-critical workflows unless you accept the associated risks.
  • At the end of the trial, you must subscribe to a paid plan or cancel. If you take no action and have authorized billing, your subscription may convert to a paid plan as disclosed at sign-up.
  • We may modify, suspend, or discontinue trial offers at any time.
  • Customer Data entered during a trial remains yours. If you do not convert to a paid plan, we may delete trial workspace data after a reasonable retention window following trial expiry.
  • Early-Access, Pilot, and Beta features offered during or after a trial are optional and may change, break, or be withdrawn without notice.
6) Subscription & payment terms
  • Billing cycle: SaaS fees are billed in advance on a recurring basis (monthly or yearly, as selected) until cancelled.
  • Auto-renewal: Subscriptions renew automatically at the end of each billing period unless you cancel before the renewal date.
  • Payment authorization: You authorize us or our payment partner to charge the payment method on file for applicable fees and taxes.
  • Failed payments: If a charge fails, we may retry, suspend access, or terminate the subscription after reasonable notice.
  • Price changes: We may change prices prospectively. For recurring plans, we will provide reasonable advance notice; continued use after the effective date constitutes acceptance.
  • Taxes: Fees are exclusive of applicable taxes (including GST). You are responsible for taxes associated with your purchase unless we are required to collect them.
  • Invoices & records: We will provide billing records as configured for your plan. You are responsible for maintaining valid billing contact details.
  • Full-Ownership: A one-time license fee is due upon order. Installation, customization, migration, or ongoing maintenance may incur separate fees under a separate agreement.
  • No set-off: Amounts due may not be withheld or set off except as required by law.
7) Refund policy
  • General rule: Except where required by applicable law, all fees are non-refundable, including partial periods and unused time.
  • Cancellation effect: Cancelling a subscription stops future renewals; you retain access through the end of the current paid billing period unless we terminate earlier for cause.
  • Trials: No charges apply during a free trial unless you convert to a paid plan or explicitly authorize payment.
  • Billing errors: If you believe you were charged in error, contact us within 30 days of the charge. Verified errors will be corrected or refunded at our discretion.
  • Statutory rights: Nothing in these Terms limits rights you may have under applicable consumer protection law.
8) Support hours & response targets
  • Support hours: Monday – Saturday, 9:00 AM – 6:00 PM IST (Indian Standard Time). Limited coverage may apply on Sundays and public holidays; urgent production issues are prioritized when reported.
  • Channels: Email, WhatsApp, phone, and our contact form as described on the Support page.
  • Response targets (goals, not guaranteed SLAs unless agreed in writing):
    • Critical (service down / data loss risk): within 4 business hours
    • High (major feature blocked): within 1 business day
    • Normal (how-to, configuration, minor issues): within 2 business days
    • Low (general questions, feedback): within 3 business days
  • We usually respond within one business day.
  • Enhanced SLAs may apply under enterprise or custom maintenance agreements.
  • Support scope depends on your plan. Full-Ownership deployments without a maintenance agreement receive support only as separately agreed.
9) Scheduled maintenance & availability
  • We target high availability for SaaS (e.g., 99.9% monthly uptime), excluding scheduled maintenance, force majeure, third-party/vendor outages, misuse, and non-production or Beta features.
  • Scheduled maintenance may be performed to apply updates, security patches, backups, or infrastructure changes.
  • Where practical, we will provide reasonable advance notice of planned maintenance that may affect availability (e.g., via email or in-app notice).
  • We may perform emergency maintenance without prior notice when necessary to address security, stability, or data integrity issues.
  • Maintenance windows are typically scheduled outside peak clinic hours where feasible for your region.
10) Data ownership & processing
  • Customer Data: Your clinic owns the data you and your users submit into the workspace (patients, prescriptions, pharmacy records, etc.).
  • For SaaS, we process Customer Data only to provide and improve the Services, per our Privacy Policy and (if applicable) a Data Processing Addendum.
  • You are responsible for the accuracy, legality, and appropriateness of Customer Data you upload or enter.
11) Security & backups
  • We implement reasonable technical and organizational measures as described on our Security page (e.g., HTTPS, access controls, backups).
  • No system is perfectly secure. You share responsibility for secure use of the Services (see Customer Responsibilities).
12) Customer responsibilities

You are responsible for your clinic’s use of the Services, including:

  • Account security: Maintaining strong, unique passwords; restricting access to authorized staff; promptly deactivating users who leave; not sharing login credentials.
  • Legal use: Using the Services only for lawful purposes and in compliance with applicable healthcare, privacy, pharmacy, billing, and employment regulations.
  • Patient consent & lawful basis: Obtaining and documenting all necessary patient consents, notices, and lawful bases before collecting, storing, or processing personal or health data in the Services.
  • Staff & workflows: Training your users; configuring roles and permissions appropriately; reviewing audit logs and activity relevant to your clinic.
  • Content & records: Ensuring prescriptions, bills, and clinical entries are accurate and authorized by qualified personnel per your policies and local law.
  • Exports & backups: Periodically exporting data you need for your records, especially before cancellation or migration.
  • Devices & networks: Securing devices and networks used to access the Services.
  • Third parties: Ensuring any third-party integrations you enable comply with applicable law and your policies.
13) Acceptable use
  • No illegal content or activity; no infringement, defamation, malware, spam, or unauthorized data scraping.
  • No reverse engineering, decompiling, circumventing technical limits, or use that destabilizes the Services.
  • No reselling, sublicensing, or making the Services available to third parties except as permitted under your plan.
  • Respect third-party rights and applicable medical/health regulations.
14) Intellectual property
  • Our ownership: UseClinicConnect and its licensors own all rights, title, and interest in the Services, including software, source code, object code, documentation, designs, trademarks, logos, and all related intellectual property.
  • Your license: Subject to these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your internal clinic operations during your subscription or license term.
  • Restrictions: You may not copy, modify, distribute, sell, lease, or create derivative works of the Services except as expressly permitted in writing.
  • Feedback: Suggestions or feedback you provide may be used by us without obligation or compensation.
  • Custom development: Custom features under a separate Statement of Work (SOW) are governed by that SOW. Unless expressly assigned in writing, we retain IP in platform code and generic improvements; you receive a license to use deliverables with your instance.
15) Third-party services

The Services may integrate with third-party providers (e.g., email, hosting, CDN, analytics, payment processors). Your use of those services may be subject to their terms. We are not responsible for third-party failures beyond our reasonable control.

16) Confidentiality

Each party will protect the other’s non-public information with reasonable care and use it only for the agreed purpose. Exceptions apply for information that is public, independently developed, or required by law to disclose.

17) Termination & cancellation
  • Your cancellation: You may cancel a SaaS subscription at any time through your account settings or by contacting support. Cancellation takes effect at the end of the current billing period unless otherwise stated.
  • Effect of cancellation: Access continues until the paid period ends. You remain responsible for fees accrued before cancellation.
  • Our suspension or termination: We may suspend or terminate access immediately if you breach these Terms, fail to pay amounts due, misuse the Services, or create material risk to the platform or other customers.
  • Data after termination: Upon termination, your access ends. For SaaS, you may request a data export within a reasonable window (typically 30 days) by contacting support. After that window, we may delete Customer Data per our retention practices and Privacy Policy.
  • Survival: Sections that by nature should survive (including payment obligations accrued, IP, confidentiality, disclaimers, limitation of liability, and indemnity) survive termination.
18) Warranties & disclaimers

The Services are provided “as is” and “as available” to the maximum extent permitted by law. We disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Services will be uninterrupted, error-free, or meet every clinical workflow without configuration.

19) Limitation of liability
  • To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, goodwill, or data.
  • Our aggregate liability arising out of or relating to the Services is limited to the amounts paid by you to us for the Services in the twelve (12) months before the event giving rise to the claim.
  • These limitations apply regardless of the theory of liability (contract, tort, negligence, strict liability, or otherwise), even if a remedy fails of its essential purpose.
  • Some jurisdictions do not allow certain limitations; in those cases, our liability is limited to the fullest extent permitted by law.
20) Indemnification

You agree to defend, indemnify, and hold us harmless from claims, damages, and expenses (including reasonable legal fees) arising out of your use of the Services, your Customer Data, your breach of these Terms, or your violation of applicable law or third-party rights.

21) Governing law & dispute resolution

These Terms are governed by the laws of India. Courts in Kerala, India will have exclusive jurisdiction for disputes, subject to any mandatory arbitration or conciliation requirements under applicable law.

22) Changes to the Services or Terms

We may update the Services and these Terms from time to time. If changes are material, we’ll provide reasonable notice. Continued use after the effective date constitutes acceptance of the updated Terms.

23) Miscellaneous
  • These Terms constitute the entire agreement regarding the Services and supersede prior agreements on the same subject.
  • If any provision is unenforceable, the remainder remains in effect.
  • You may not assign these Terms without our consent; we may assign to an affiliate or in connection with a merger or asset transfer.
24) Contact

UseClinicConnect

Email: support@useclinicconnect.com

Address: Calicut, Kerala, India

Definitions

“Customer Data” means data you or your users submit to the Services (e.g., patient/clinic records, transactions).

“Full-Ownership” means the on-prem/self-hosted deployment model.

“SaaS” means the hosted subscription model we operate.

“Beta” means features marked Early Access, Pilot, or Beta.