These terms are the agreement between ClinyPal LLC, a New Mexico limited liability company, 1209 Mountain Road Pl NE, Ste N, Albuquerque, NM 87110, USA ("ClinyPal", "we") and the clinic that opens an account ("you"). By creating an account or using ClinyPal you accept them. Our Data Processing Agreement, Refund & Cancellation Policy and, for US clinics that sign one, our Business Associate Agreement form part of these terms.
1. The service
ClinyPal is practice management software for clinics: scheduling, online booking, patient records and notes, forms, invoicing and payments, messaging, telehealth, reports and related features. We may add, change or retire features. We won't remove a core feature you pay for without at least 30 days' notice.
2. Your account
- The person who opens the account is its owner and can add staff. You are responsible for everyone you give access to, and for what they do in ClinyPal.
- Keep sign-in details private. Use two-step verification, and tell us at [email protected] if you suspect someone has got in.
- You must be a business or healthcare provider, not a consumer, and the person accepting these terms must be allowed to bind the clinic.
3. Where ClinyPal is available
- ClinyPal is available to clinics anywhere except the United Kingdom, the European Union and European Economic Area, Switzerland, the United Arab Emirates, China, Russia and the Canadian province of Quebec.
- Your clinic's data is hosted in the United States.
4. Plans, seats and limits
Each plan includes a number of practitioner seats. A seat is an active practitioner; front-desk and admin staff are free. Plans also include monthly allowances for AI form and note drafts and for practitioner swaps (replacing one active practitioner with another when every seat is in use), shown on our pricing page. Allowances restart each month, on yearly plans too. When one runs out, that feature pauses until your next month starts, unless you upgrade.
5. Fees and payment
You pay in advance, in US dollars, monthly or yearly, by card, and your plan renews automatically until you cancel. Full details are in our Refund & Cancellation Policy. The key rules:
- Upgrades take effect immediately. You pay only the difference for the rest of the current period, and your monthly allowances restart at the new plan's level.
- Downgrades take effect at the end of the period you have paid for. If you have more active practitioners than the smaller plan allows, the downgrade waits until you deactivate enough of them.
- Allowances that run out pause until your next month starts; unused allowance doesn't carry over.
- Price changes: we give at least 30 days' notice before changing the price of a plan you are on; the new price applies from your next renewal after that.
- Taxes: prices exclude any taxes we may be required to collect.
6. Your data and your patients' data
- You own your clinic's data, including everything about your patients. We use it only to provide ClinyPal to you, as set out in our Data Processing Agreement and Privacy Policy.
- For your patients' data you are the controller (in US terms, the covered entity) and we are your processor (business associate). You are responsible for having a lawful basis and any consents you need, including for marketing messages, emails and texts you send through ClinyPal.
- You are responsible for the accuracy of what you record, and for clinical decisions. ClinyPal is a records and administration tool, not a medical device, and gives no medical advice.
- You can export your data at any time while your account is open.
7. AI features
Some features use AI. AI runs inside these features only: drafting form, note and message templates and broadcast wording; suggested filters, short observations and explanations of figures on reports; the summary on the dashboard; and the help chat. Drafts can be wrong: review and edit them before you use them; you are responsible for what you save or send. Our AI provider doesn't use your data to train its models.
8. Acceptable use
You must not: break the law or anyone's rights; send spam or messages people haven't agreed to; upload malware; try to get into accounts or data that aren't yours; probe, overload or reverse-engineer the service; resell it without our written agreement; or use it to build a competing product. We may suspend access that puts the service, other clinics or patients at risk, and will tell you why unless the law stops us.
9. Availability and support
We work to keep ClinyPal available around the clock, and announce planned maintenance in advance where we can. We don't promise uninterrupted service. Support is described on our Contact page.
10. Non-payment and suspension
If a renewal payment fails, we email you and retry, and your clinic keeps working for a 7-day grace period. If payment still fails after that, the subscription ends and access stops until a plan is paid again. Your data is kept as described in section 12.
11. Intellectual property and feedback
ClinyPal, its software and its content belong to us or our licensors. We give you the right to use ClinyPal for your clinic while your subscription is active. If you send us ideas or feedback, we may use them without owing you anything.
12. Ending the agreement
- You can cancel at any time; your plan runs to the end of the paid period and doesn't renew.
- You can close your account and delete its data from Settings. The clinic keeps working until the end of the paid period, and at least 30 days from your request; we email you 30, 7 and 1 days before deletion, and you can stop it until then.
- After you cancel, your data stays for 60 days so you can export it or come back. After that it's permanently deleted.
- Deleted data leaves our encrypted backups within 180 days. We keep our own billing records and the security audit trail as the law requires.
- We may end these terms for a serious breach that you don't fix within 14 days of our notice.
13. Warranties and liability
- ClinyPal is provided "as is". To the extent the law allows, we disclaim implied warranties such as merchantability and fitness for a particular purpose.
- Neither of us is liable for indirect or consequential loss, or for lost profits or revenue.
- Each party's total liability under these terms is capped at the fees you paid us in the 12 months before the claim. The cap doesn't apply where the law forbids it, for example for fraud, or to your payment obligations.
- You will cover us for claims arising from data you put in ClinyPal without the right to, or from a breach of section 8.
14. Changes to these terms
We'll give at least 30 days' notice by email and in the app before a change that reduces your rights takes effect. If you don't agree, you can cancel before it does.
15. Law and disputes
These terms are governed by the law of the State of New Mexico, USA. The state and federal courts located in Bernalillo County, New Mexico have exclusive jurisdiction.
16. Contact
ClinyPal LLC, 1209 Mountain Road Pl NE, Ste N, Albuquerque, NM 87110, USA. Email: [email protected].
Questions about this page? Email [email protected], or see every way to contact us.