Terms of Service — ClinicOS

1. Agreement to Terms

By accessing or using ClinicOS ("the Service"), operated by Automated Client System ("the Company," "we," "us," or "our"), you agree to be bound by these Terms of Service. If you do not agree to these terms, you may not access or use the Service. These terms apply to all users, including clinic administrators, staff members, and any other persons who access the Service.

2. Description of Service

ClinicOS is a cloud-based Electronic Medical Record (EMR) and clinic management platform. The Service includes patient record management, appointment scheduling, billing, clinical documentation, and related tools designed for healthcare clinics. The Service is provided on a subscription basis with various plan tiers offering different features and capacity limits.

3. Account Registration

To use the Service, you must register for an account by providing accurate and complete information. You are responsible for:

Maintaining the confidentiality of your account credentials
All activities that occur under your account
Notifying us immediately of any unauthorized use of your account
Ensuring that all users added to your clinic account comply with these terms

You must be at least 18 years old and have the legal authority to enter into this agreement on behalf of your clinic or organization.

4. Subscription Plans and Payment

The Service is offered under multiple subscription tiers: Free, Starter, Growth, Professional, and Enterprise. Each tier has specific feature limits and pricing as displayed on our pricing page.

Paid subscriptions are billed monthly in advance
Payments are processed through our authorized payment providers (PayMongo for Philippine Peso transactions, Paddle for international USD transactions)
You authorize us to charge your selected payment method for all fees incurred
Prices are subject to change with 30 days' prior notice
Trial periods, where offered, convert to paid subscriptions at the end of the trial unless cancelled

5. Free Plan

The Free plan provides limited access to the Service with restrictions on the number of patient records, staff accounts, and available features. The Free plan is provided at our discretion and may be modified or discontinued at any time. We reserve the right to limit, suspend, or terminate Free plan accounts that are inactive for extended periods or that violate these terms.

6. Acceptable Use

You agree to use the Service only for its intended purpose of clinic management and healthcare operations. You shall not:

Use the Service for any unlawful purpose or in violation of any applicable law or regulation
Store or transmit any content that is illegal, harmful, or violates the rights of others
Attempt to gain unauthorized access to the Service or its related systems
Reverse engineer, decompile, or disassemble any part of the Service
Use the Service to transmit malware, viruses, or other harmful code
Resell, sublicense, or redistribute the Service without our written consent
Use automated tools to scrape, crawl, or extract data from the Service

7. Data Ownership and Responsibility

You retain ownership of all data you input into the Service, including patient records, clinical notes, billing information, and other content ("Your Data"). You are solely responsible for the accuracy, legality, and appropriateness of Your Data. You grant us a limited license to use, store, and process Your Data solely for the purpose of providing and improving the Service. We do not sell, share, or use Your Data for advertising purposes.

8. Healthcare Disclaimer

ClinicOS is a clinic management and documentation tool. It does not provide medical advice, diagnosis, or treatment recommendations. AI-powered features (such as SOAP note expansion and clinical suggestions) are assistive tools only and do not replace professional medical judgment. Healthcare providers using the Service remain solely responsible for all clinical decisions and patient care.

9. Data Privacy and Compliance

We are committed to protecting the privacy and security of your data in accordance with the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations. Our data handling practices are described in detail in our Privacy Notice. By using the Service, you acknowledge and agree to our data processing practices as described therein.

10. Service Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to scheduled maintenance, system upgrades, or circumstances beyond our control. We will make reasonable efforts to provide advance notice of planned downtime. We are not liable for any losses or damages resulting from Service unavailability.

11. Cancellation and Termination

You may cancel your subscription at any time through your account settings or by contacting our support team.

Cancellation takes effect at the end of the current billing period
Upon cancellation, you retain access to the Service until the end of your paid period
After your subscription ends, your account will be downgraded to the Free plan, subject to its limitations
We may terminate your account for violation of these terms, with notice where practicable
You may request export of Your Data prior to account termination

12. Limitation of Liability

To the maximum extent permitted by law, the Company shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or goodwill, arising from or related to your use of the Service. Our total liability for any claim arising from these terms or the Service shall not exceed the total amount you paid to us in the twelve (12) months preceding the claim.

13. Intellectual Property

The Service, including its design, code, features, branding, and documentation, is the intellectual property of Automated Client System and is protected by copyright, trademark, and other intellectual property laws. Your subscription grants you a limited, non-exclusive, non-transferable license to use the Service for its intended purpose. This license does not transfer any ownership rights to you.

14. Changes to Terms

We may update these Terms of Service from time to time. We will notify you of material changes by posting the updated terms on our website and, where appropriate, by email notification. Your continued use of the Service after such changes constitutes acceptance of the revised terms. If you do not agree to the updated terms, you must stop using the Service and cancel your subscription.

15. Governing Law and Dispute Resolution

These Terms of Service shall be governed by and construed in accordance with the laws of the Republic of the Philippines. Any disputes arising from or related to these terms or the Service shall be resolved through good-faith negotiation. If negotiation fails, disputes shall be submitted to the courts of competent jurisdiction in the Philippines.

16. Contact Information

For questions or concerns about these Terms of Service, please contact us at:

Automated Client System
Email: clinicos@automatedclientsystem.com