Terms of Service

1. The service

CliniqSync is software for health and wellness practitioners: scheduling and online booking, client records and intake forms, clinical notes, invoices and receipts, insurance claim tracking, reminders, reports and related features. We may improve, change or retire features over time. If we remove a feature you rely on, we’ll give you reasonable notice.

2. Your account

• You must be at least 18 and give accurate information, including your professional registration details.
• You’re responsible for everything done under your account. Keep your password private, turn on two-step verification, and tell us right away at support@cliniqsync.com if you think your account has been accessed without permission.
• Each login is for one person. Don’t share logins.

3. Free trial, subscription and payment

• New accounts start with a free trial. No credit card is needed to start it.
• After the trial, CliniqSync is a paid subscription, billed monthly or yearly in Canadian dollars at the price shown when you subscribe. Optional add-ons, such as text message reminders, are billed separately as described when you add them.
• Subscriptions renew automatically until cancelled. You can cancel anytime from Settings › Subscription; access continues until the end of the period you’ve paid for.
• We don’t refund partial periods, except where the law requires it.
• We’ll give you at least 30 days’ notice by email before any price increase takes effect for you.
• Payments are processed by Stripe. We don’t store your full card number.
• If a payment fails and isn’t fixed within 14 days, we may limit your account to read-only until it is.

4. Your data and your responsibilities

The client records, notes, forms, invoices and other information you put into CliniqSync (“Practice Data”) belong to you. You are the organization (or, where a health information law applies to you, the custodian) responsible for it.

You agree to:

• Collect, use and disclose your clients’ information lawfully, including getting any consents your professional regulator or the privacy laws that apply to you require (such as Alberta’s Personal Information Protection Act or Health Information Act, or the federal PIPEDA).
• Keep clinical records for as long as your profession and the law require. CliniqSync is a tool to do this, not a substitute for your obligations.
• Send marketing messages (such as birthday or rebooking emails) only to clients who have agreed to receive them, as Canada’s Anti-Spam Legislation (CASL) requires. Appointment reminders and receipts are not marketing.
• Control who can access your account, and review your clients’ information for accuracy.

5. How we handle your Practice Data

• We process Practice Data only to provide CliniqSync to you, to support you when you ask, to keep the service secure, and as the law requires.
• We don’t sell Practice Data, use it for advertising, or use it to train artificial intelligence models.
• Practice Data is stored in Canada. Some service providers we use may process limited information outside Canada, as listed in our Privacy Policy.
• If you are a custodian under Alberta’s Health Information Act, we’ll sign an Information Manager Agreement with you. Email support@cliniqsync.com to request one.
• If we learn of unauthorized access to your Practice Data, we’ll notify you without unreasonable delay with the information you need to meet your own notification obligations, and help you respond.

6. AI-assisted features

Some features, such as drafting a SOAP note from your shorthand, use artificial intelligence. AI output can be wrong or incomplete. It is a draft for you to review: you are responsible for checking, editing and signing anything that goes into a client’s record. Using these features is optional.

7. Acceptable use

Don’t use CliniqSync to:

• break the law, or store information you have no right to collect;
• send spam or messages people haven’t agreed to receive;
• try to access other accounts, probe or disrupt our systems, or get around security or usage limits;
• copy, resell or reverse-engineer the service.

We may suspend accounts that do, after notice where reasonable.

8. Availability and support

We work to keep CliniqSync available and to back up Practice Data regularly, but we don’t guarantee uninterrupted service. We may need short maintenance windows, which we’ll try to schedule outside clinic hours. Support is by email at support@cliniqsync.com.

9. Cancelling and getting your data

• You can cancel anytime. You can also ask us to close your account.
• For 60 days after your subscription ends, you can sign in to export your client list, records and invoices, or ask us for a copy. After that, we delete Practice Data from our live systems; copies in backups are deleted as backups expire, within a further 30 days.
• We may close an account that breaks these terms, after notice where reasonable, and will still give you a chance to export your data unless the law prevents it.

10. Our software

CliniqSync, including its software, design and content (other than your Practice Data), belongs to us. We give you a non-exclusive, non-transferable right to use it for your practice while your account is active. If you send us suggestions, we may use them without owing you anything.

11. Disclaimers and limits of liability

CliniqSync is a business tool. It does not give clinical, legal, tax or insurance advice, and you remain responsible for your professional decisions and records.

To the extent the law allows: the service is provided “as is”; we are not liable for indirect, incidental or consequential losses, or for lost profits, revenue or data; and our total liability for any claim is limited to the fees you paid us in the 12 months before the claim. Nothing in these terms limits liability that cannot be limited by law.

12. Indemnity

You agree to cover our reasonable losses from third-party claims that arise from your Practice Data or your breach of these terms or the law.

13. Changes to these terms

We may update these terms. For material changes, we’ll email you at least 30 days before they take effect. If you keep using CliniqSync after that, the new terms apply; if you don’t agree, you can cancel before then.

14. Governing law

These terms are governed by the laws of Alberta and the federal laws of Canada that apply there. The courts of Alberta have jurisdiction over any dispute.

15. Contact

Questions about these terms? Email support@cliniqsync.com.