Terms of Service

By accessing or using ClinikMate ("Service", "Platform"), operated by ClinikMate ("Company", "we", "us"), you agree to be legally bound by these Terms of Service ("Terms"). If you do not agree to any part of these Terms, you must immediately discontinue use of the Service.

These Terms apply to all users of the platform, including clinic owners, administrators, doctors, receptionists, billing staff, and any other authorised representatives. By creating an account on behalf of a clinic, you represent that you have the authority to bind that organisation to these Terms.

ClinikMate is a cloud-based, multi-tenant clinic management platform offering the following services on a subscription basis:

Features may vary by subscription plan. We reserve the right to add, modify, or remove features with reasonable notice.

• Each subscribing clinic constitutes a "Tenant" with fully isolated, row-level data separation from all other tenants.
• You are solely responsible for maintaining the confidentiality and security of your login credentials (email, password, and clinic slug).
• You must promptly notify us of any suspected unauthorised access or security breach at support@clinikmate.com.
• Accounts, access credentials, and data may not be shared, transferred, or sublicensed to third parties without prior written consent.
• You are responsible for all activities that occur under your account, including actions by your staff members.
• You must provide accurate and complete registration information and keep it updated throughout your subscription.

ClinikMate may be used only for lawful healthcare administration purposes. You agree not to:

• Use the Service for any unlawful purpose or in violation of applicable healthcare regulations (Clinical Establishments Act, MCI guidelines, etc.)
• Access, tamper with, or attempt to gain unauthorised access to another tenant's data, systems, or patient records
• Upload, transmit, or store malicious code, viruses, or any software designed to harm the Service or its users
• Engage in scraping, crawling, automated data extraction, or any activity that places unreasonable load on the infrastructure
• Resell, sublicense, or provide access to the Service to third parties without express written authorisation
• Use the Service to process data for purposes other than legitimate clinic management
• Attempt to reverse-engineer, decompile, or derive the source code of the Service
• Impersonate another person or entity, or misrepresent your affiliation with any organisation

Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference.

All patient data you store in ClinikMate is owned by you (the Tenant acting as Data Controller). We process it only as your Data Processor to provide the Service, in accordance with your instructions. We comply with applicable data protection laws including:

• Every new clinic starts on a 14-day free trial with all features unlocked — no card is required and no charge is made to start a trial.
• Upgrading to a paid plan is not an automated checkout: you submit a request in-app or by contacting us, and our team activates billing with you directly (typically bank transfer or invoice, confirmed within a few hours).
• All fees are listed in Indian Rupees (₹) and are exclusive of GST, which will be added at the applicable rate.
• We reserve the right to change pricing with at least 30 days' advance notice by email and in-app notification.
• Failure to pay may result in account access being suspended after a 7-day grace period, and termination after 30 days.
• Refunds: fees already paid for the current billing period are non-refundable once that period has started, except where required by law or where we determine a billing error was made on our part. Report suspected billing errors to support@clinikmate.com within 7 days of the charge and we will investigate and refund the erroneous amount.
• If you cancel mid-cycle, you retain access until the end of the period you already paid for — we do not pro-rate or refund the unused portion of a monthly plan.
• Annual plans are billed upfront for 12 months. Pro-rated refunds for the unused portion of an annual plan may be granted at our discretion on a case-by-case basis (e.g. early account closure) — contact support@clinikmate.com to request one.

The ClinikMate platform — including its software, source code, design, user interface, documentation, trademarks, and all related intellectual property — is and remains the exclusive property of ClinikMate and its licensors. Nothing in these Terms transfers ownership of any intellectual property to you.

You retain full ownership of all data, patient records, documents, and content you upload to the platform. We grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service during your active subscription period, for your internal clinic management purposes only.

We target the following service levels for all paid plans:

SLA credits are the sole remedy for downtime. They do not extend to free-trial periods and require a written request within 7 days of the incident.

To the maximum extent permitted by applicable Indian law, ClinikMate and its directors, employees, and licensors shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

• Loss of revenue, profits, or business opportunities
• Loss, corruption, or unauthorised access to patient data or medical records
• Patient harm resulting from reliance on information provided by the Service
• Business interruption or loss of use of the Service
• Costs of procuring substitute goods or services

Our total aggregate liability to you for all claims arising from or related to the Service shall not exceed the total fees paid by you to ClinikMate during the three (3) months immediately preceding the claim.

You agree to indemnify, defend, and hold harmless ClinikMate and its officers, directors, employees, contractors, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in any way connected with:

• Your use of or inability to use the Service
• Your violation of these Terms or any applicable law or regulation
• Your uploading or processing of patient data without appropriate consent
• Any third-party claims arising from data you have uploaded to the platform

Either party may terminate the subscription at any time by providing written notice (email is acceptable). Upon termination:

• Your access to the Service will continue until the end of the current paid billing period.
• Your data will remain accessible in read-only mode for 30 days from termination, during which you can export it.
• After 30 days, all your data will be permanently and irreversibly deleted from our systems.
• Billing records and audit logs are retained as required by law (see Privacy Policy, Section 7).

We reserve the right to suspend or terminate your account immediately and without prior notice for:

• Material breach of these Terms or the Acceptable Use Policy
• Non-payment of fees beyond the grace period
• Engagement in fraudulent, abusive, or illegal activity
• Any activity that poses a security risk to the Service or other tenants

These Terms are governed by the laws of the Republic of India, without regard to its conflict of law principles. Any disputes arising from or in connection with these Terms or the Service shall be subject to the exclusive jurisdiction of the competent courts in Gurugram, Haryana, India.

Before initiating any formal legal proceedings, both parties agree to attempt good-faith resolution through negotiation for a period of 30 days from the date of written notice of the dispute.

We may update these Terms from time to time to reflect changes in our Service, business practices, or legal requirements. We will notify you via email and in-app notification at least 14 days before material changes take effect.

Continued use of the Service after the effective date of updated Terms constitutes your acceptance of those changes. If you do not agree with the updated Terms, you must terminate your subscription before the effective date.

Questions about these Terms? Our legal team is here to help: