DRAFT: not yet legal advice or a final document. This text was prepared as a starting point and must be reviewed and completed by a qualified Indian lawyer before launch. Highlighted [brackets] are details still to be filled in.

Terms of Service

Last updated 13 October 2026

These terms are an agreement between [COMPANY LEGAL NAME], of [REGISTERED ADDRESS] (“CliniZentro”, “we”, “us”), and the clinic, practice or other business that signs up for CliniZentro (“you”, “the Clinic”). By creating an account, or by using CliniZentro after we ask you to accept these terms, you confirm that you have the authority to bind the Clinic and that the Clinic accepts them. Our Privacy Policy and Data Processing Terms form part of this agreement.

1. The service

CliniZentro is software that helps clinics manage patients, appointments, visit notes, billing and communication, including messages sent through WhatsApp. It is a tool for your staff. It does not provide medical advice, diagnosis or treatment, and it is not a medical device.

• You and your clinicians remain solely responsible for every clinical decision and for the accuracy and completeness of your records.
• Optional AI features (for example drafting a campaign message or summarising notes) produce suggestions only. Check them before you use them. They can be wrong.
• CliniZentro is not for emergencies. Do not rely on automated reminders or messages for urgent care.

2. Accounts and security

• The person who creates the Clinic is its owner and can add staff, change roles and close the Clinic. Give people only the role they need.
• Keep passwords and recovery codes private. You are responsible for activity under your Clinic’s accounts. We strongly recommend, and you can require, two-step sign-in for owners and admins.
• Tell us at once at [SUPPORT EMAIL] if you suspect unauthorised access.
• You must give accurate information when you register and keep it up to date.

3. Your data and your responsibilities

The patient and clinic data you put into CliniZentro (“Your Data”) belongs to you. We process it only to provide the service, as described in the Data Processing Terms. As the Clinic you are responsible for:

• having a lawful basis, and obtaining any consent required by law, to collect and use patients’ personal and health information, and for giving patients the notices the law requires;
• keeping medical records for the periods the law requires for your practice and state (you choose the retention settings in CliniZentro; the defaults are not legal advice);
• using WhatsApp lawfully. You may message a patient only if they have agreed, you must stop when they ask, and marketing messages need separate consent. You must follow WhatsApp’s and Meta’s rules and use the approved templates. We provide tools that record consent and honour “STOP”, but compliance is yours;
• letting only authorised staff see patient information and removing access when someone leaves;
• if you list in the public directory, making sure every doctor shown has agreed to be listed; that names, qualifications, registration numbers, fees, photos and services are accurate and up to date; that you have the right to use each photo; that availability is real; and that you honour the appointments patients book through it. You are responsible for what you publish.

4. Acceptable use

You must not use CliniZentro to break the law; to send spam or unsolicited promotional messages; to store or send content you have no right to; to harass or deceive anyone; to probe, attack or overload the service; to bypass limits or security; to copy, reverse-engineer or resell the service; or to build a competing product from it.

In the public directory you must not claim qualifications, registrations, awards or results you do not have; give a registration number that is not yours; impersonate another doctor or clinic; publish offers that break the law or professional rules on advertising by medical practitioners; or use the directory to collect patients’ details for any purpose other than their appointment.

5. Plans, trial and payment

• New clinics receive a free trial of 14 days unless we say otherwise. When it ends the Clinic becomes read-only until you choose a plan. Your data stays viewable and downloadable.
• Paid plans are billed in advance, on a recurring basis, through our payment provider (currently Razorpay). Prices and plan limits are shown in the app. Prices exclude GST and other taxes unless stated. We do not store your card details.
• If a payment fails we retry and give a grace period of 7 days; after that the Clinic becomes read-only until payment is fixed.
• You can cancel at any time from the Subscription page; the plan then continues to the end of the period you paid for. [REFUND POLICY: state whether payments are refundable, and when.]
• We may change prices or plans with at least [30] days’ notice; changes apply from your next billing period.

6. Suspension and ending the agreement

• By you. The owner can close the Clinic at any time from the Close clinic page. It becomes read-only straight away, you can download all your data, and you have 30 days to change your mind. After that, or earlier if you choose, everything is permanently deleted and cannot be recovered.
• Directory listings. We may hide a clinic or doctor from the public directory, with or without suspending the Clinic, if the listing appears inaccurate, misleading or in breach of these terms, or if we cannot confirm a registration number. We will tell the Clinic why. A hidden listing does not affect the rest of the service.
• By us. We may suspend a Clinic, which makes it read-only, switches off messaging and online booking, but still lets you view and download your data, if you seriously or repeatedly break these terms, if your use puts the service or other people at risk, if we are legally required to, or if payment is overdue. Where we reasonably can, we will tell you why and give you a chance to fix the problem first. We may end the agreement if the problem is not fixed.
• After deletion. Copies in our encrypted backups are removed as the backups rotate out, within [35] days. If a backup is ever restored, we re-apply earlier deletions before the service resumes.

7. Availability and changes to the service

We work to keep CliniZentro available and secure, but we do not promise it will be uninterrupted or error-free. We may carry out maintenance and improve or change features. The service relies on third parties we do not control (for example WhatsApp, email delivery, payment and internet providers), and we are not responsible for their outages or decisions. [SERVICE LEVEL: add an uptime commitment and remedy here only if you intend to offer one.]

8. Intellectual property and feedback

We own CliniZentro and grant you a limited, non-exclusive, non-transferable right to use it for your Clinic while this agreement lasts. You keep all rights in Your Data. If you give us feedback or suggestions we may use them without obligation to you.

9. Confidentiality

Each party will keep the other’s non-public business information confidential and use it only for this agreement, except where disclosure is required by law. We treat Your Data as confidential and limit access to it as described in the Privacy Policy and the Data Processing Terms.

10. Warranties and liability

To the fullest extent the law allows, CliniZentro is provided “as is” and we exclude all implied warranties. We are not liable for indirect or consequential loss, loss of profit or goodwill, or for any clinical outcome. Our total liability to you in connection with this agreement in any 12-month period is limited to [THE AMOUNT YOU PAID US IN THE 12 MONTHS BEFORE THE CLAIM]. Nothing in these terms limits liability that cannot be limited by law. [LAWYER TO CONFIRM these limits are appropriate and enforceable.]

11. Indemnity

You will compensate us for losses, claims and costs arising from your breach of these terms or from Your Data, including a claim that you had no right or consent to put patient information into the service. [LAWYER TO CONFIRM.]

12. Changes to these terms

We may update these terms. If a change matters, we will ask you to accept the new version the next time you sign in, and tell you at least [30] days in advance where we can. If you do not agree, you can close the Clinic and download your data.

13. Governing law and disputes

These terms are governed by the laws of India. The courts at [CITY] have exclusive jurisdiction, subject to any mandatory rights you have. [LAWYER TO DECIDE whether to add arbitration.]

14. Contact

[COMPANY LEGAL NAME], [REGISTERED ADDRESS]. Email: [SUPPORT EMAIL]. Grievance Officer: see the Privacy Policy.