Terms of service

1. Agreement

By accessing or using Clinic Prep ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you must not use the Service. These Terms form a legally binding agreement between you and the operator of Clinic Prep, based in New Zealand.

2. Service description

Clinic Prep is an AI-powered clinical briefing system designed for allied health clinics. The Service:

• Connects to your practice management system (e.g. Gensolve, Cliniko) to retrieve appointment and patient information
• De-identifies patient data before sending it to an AI model for summarisation
• Generates concise patient briefings for each clinician's upcoming appointments
• Delivers briefings via email, Slack, or directly into your practice management system

3. Account responsibilities

• You must provide accurate and complete information when registering for an account
• You are responsible for maintaining the security of your account credentials and any practice management system credentials you provide
• Each account is associated with a single clinic. If you operate multiple clinics, each requires its own account
• As the account administrator, you are responsible for managing clinician access and ensuring that only authorised personnel receive briefings
• You must promptly notify us of any unauthorised use of your account

4. Free trial

Clinic Prep offers a 14-day free trial for new accounts. During the trial period:

• No credit card is required to start your trial
• You have full access to all features of the Service
• At the end of the trial period, you will need to subscribe to a paid plan to continue using the Service

5. Billing and subscription

• Clinic Prep uses per-clinician pricing. You are billed based on the number of active clinicians in your account
• Subscriptions are available on monthly or annual billing cycles
• Your subscription quantity automatically adjusts as you add or remove active clinicians
• All payments are processed securely through Stripe. Clinic Prep does not store your payment card details
• Prices are available in New Zealand Dollars (NZD) or Australian Dollars (AUD), determined by your clinic's timezone
• Prices are exclusive of any applicable taxes unless otherwise stated

6. Cancellation

• You may cancel your subscription at any time through the Stripe Customer Portal
• Upon cancellation, you will retain access to the Service until the end of your current billing period
• No refunds are provided for partial billing periods
• After your access expires, briefing generation will stop and you will no longer receive daily summaries

7. Health data disclaimer

• Clinic Prep does not provide healthcare services, clinical diagnoses, or treatment recommendations
• AI-generated summaries are not a substitute for clinical judgement. Clinicians must verify all information independently using the original patient records
• Clinic Prep makes no guarantee as to the accuracy, completeness, or reliability of AI-generated content
• The clinician remains solely responsible for all clinical decisions made in relation to patient care

8. Data and privacy

Your privacy is important to us. Please refer to our Privacy Policy for full details on how we collect, use, and protect your information.

• Practice management system credentials are encrypted at rest using industry-standard encryption
• Patient data is de-identified before being sent to any AI model for processing
• Raw patient data is not stored in our database. Generated briefing summaries are retained for 24 hours for clinician reference, then automatically purged
• AI processing is performed via a third-party large language model API. De-identified data sent to the API is not used for model training

9. Acceptable use

When using Clinic Prep, you agree that:

• You have appropriate authority and, where required, consent to connect your practice management system and process patient information through the Service
• You will comply with all applicable health privacy legislation in your jurisdiction (e.g. the Health Information Privacy Code 2020 in New Zealand, the Privacy Act 1988 in Australia)
• You will not use the Service for any unlawful purpose or in any way that could damage, disable, or impair the Service
• You will not attempt to gain unauthorised access to any part of the Service, other accounts, or connected systems
• You will not reverse engineer, decompile, or attempt to extract the source code of the Service

10. Service availability

• We make reasonable efforts to ensure the Service is available and operational, but we do not guarantee 100% uptime
• The Service may be temporarily unavailable due to scheduled maintenance, updates, or circumstances beyond our reasonable control
• We will endeavour to provide advance notice of planned maintenance where practicable
• The Service depends on third-party providers (including practice management systems, AI APIs, and email delivery services) and their availability is outside our control

11. Limitation of liability

The Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law:

• Clinic Prep disclaims all warranties, whether express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement
• Clinic Prep shall not be liable for any indirect, incidental, special, consequential, or punitive damages
• Clinic Prep shall not be liable for errors, omissions, or inaccuracies in AI-generated briefings or summaries
• Clinic Prep shall not be liable for practice management system connectivity issues, downtime, or data retrieval failures
• Clinic Prep shall not be liable for lost or undelivered briefings
• Clinic Prep shall not be liable for data loss beyond our reasonable control
• Our total aggregate liability to you for any claims arising from or related to the Service is limited to the total fees you have paid to Clinic Prep in the 12 months preceding the claim

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable New Zealand law, including the Consumer Guarantees Act 1993 where it applies.

12. Intellectual property

• Clinic Prep and its operator retain all rights, title, and interest in the Service, including all software, design, branding, and documentation
• You retain ownership of your clinic data, including any information retrieved from your practice management system
• AI-generated briefings are produced for your use in connection with the Service. You may use briefing content for your clinical purposes
• You grant Clinic Prep a limited licence to access and process your data solely for the purpose of providing the Service

13. Termination

• Either party may terminate this agreement at any time. You may cancel your subscription through the Stripe Customer Portal, or by contacting us
• Clinic Prep may suspend or terminate your access to the Service immediately if you breach these Terms, use the Service in a way that poses a security risk, or fail to pay applicable fees
• Upon termination, your account data will be deleted in accordance with our Privacy Policy
• Sections of these Terms that by their nature should survive termination will remain in effect, including limitation of liability, intellectual property, and governing law

14. Changes to terms

We may update these Terms from time to time. If we make material changes, we will provide at least 30 days' notice via the email address associated with your account. Your continued use of the Service after the updated Terms take effect constitutes your acceptance of the changes. If you do not agree with the updated Terms, you should cancel your subscription before they come into effect.

15. Governing law

These Terms are governed by and construed in accordance with the laws of New Zealand. Any disputes arising from or in connection with these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of New Zealand.

16. Contact

If you have any questions about these Terms, please contact us at [email protected].