1. Definitions
- “ClinoHive” means the software-as-a-service platform operated by ClinoHive and accessible at this domain.
- “Clinic” means the healthcare provider entity that subscribes to and uses ClinoHive.
- “User” means any individual (owner, doctor, administrator, receptionist) who accesses ClinoHive on behalf of a Clinic.
- “Patient Data” means any personal or health information relating to patients that is entered into or processed by ClinoHive.
- “Service” means the clinic management software, including all features, APIs, and associated services provided by ClinoHive.
2. Acceptance of Terms
By registering for, accessing, or using ClinoHive, you confirm that:
- You are authorised to enter into this agreement on behalf of the Clinic.
- The Clinic is a lawfully operating healthcare entity.
- You have read, understood, and agree to these Terms & Conditions and our Privacy Policy.
- You are at least 18 years of age.
3. Description of Service
ClinoHive provides a cloud-based clinic management platform including:
- Appointment scheduling and management
- Electronic health records (EMR/SOAP notes, prescriptions, investigations)
- Pharmacy inventory, dispensing, and purchase register with GST tracking
- Invoicing and payment management
- AI-assisted clinical insights (using anonymised / pseudonymised data)
- Patient intake forms and waitlist management
- Role-based staff access control
ClinoHive is a practice management tool, not a medical device. It does not provide medical advice, diagnoses, or treatment recommendations. All clinical decisions remain solely the responsibility of licensed healthcare professionals using the platform.
4. User Accounts & Access
- Each User account is personal and non-transferable. Credentials must not be shared.
- The Clinic owner is responsible for all activity occurring under their Clinic's account, including the actions of staff they onboard.
- You must notify ClinoHive immediately of any unauthorised access or suspected security breach.
- ClinoHive may suspend or terminate accounts that violate these terms without prior notice.
- Staff accounts are deactivated (not hard-deleted) on termination; PII is wiped in accordance with our Privacy Policy.
5. Acceptable Use
You agree not to use ClinoHive to:
- Process data for purposes other than lawful healthcare provision.
- Upload, transmit, or store data that violates applicable law or third-party rights.
- Attempt to access another clinic's data or bypass multi-tenant isolation controls.
- Reverse-engineer, decompile, or extract source code from the platform.
- Use automated means to scrape, crawl, or overload platform infrastructure.
- Impersonate another user, clinic, or healthcare professional.
- Use the AI features to generate or distribute medical advice to patients directly without professional oversight.
ClinoHive reserves the right to investigate violations and take appropriate action, including suspension, termination, and reporting to law enforcement.
6. Patient Data & Healthcare Compliance
The Clinic is the data fiduciary / data controller in relation to Patient Data. ClinoHive acts as a data processor / service provider under your instructions.
- The Clinic is solely responsible for obtaining valid patient consent as required by applicable law (DPDPA 2023, Privacy Act 1988, or other relevant legislation).
- The Clinic is responsible for ensuring patient data entered into the platform is accurate, lawfully collected, and used only for legitimate healthcare purposes.
- ClinoHive will process Patient Data only as instructed by the Clinic and as described in the Privacy Policy.
- The Clinic must appoint a Grievance Officer (DPDPA 2023 §13) and may configure their details in Settings.
- The Clinic must comply with applicable health record retention obligations (minimum 3 years, EHR Standards 2016, or as required by applicable state/territory law).
- ClinoHive is not liable for any regulatory penalties arising from the Clinic's failure to comply with applicable health privacy law.
7. AI Features Disclaimer
ClinoHive's AI-assisted features (insights, follow-up recommendations, chatbot) are provided for informational and operational purposes only. They do not constitute medical advice.
- AI outputs must be reviewed by a qualified healthcare professional before acting on them.
- AI features use pseudonymised data sent to OpenAI's API. Refer to our Privacy Policy (Section 6) for details of what is transmitted.
- ClinoHive does not guarantee the accuracy, completeness, or fitness for purpose of any AI-generated content.
- The Clinic assumes full clinical responsibility for all decisions made with or without reference to AI outputs.
8. Subscription & Payment
- ClinoHive is offered on a subscription basis. Pricing is agreed at time of sign-up and may be updated with 30 days notice.
- Subscriptions are billed in advance. Failure to pay may result in suspension of access.
- No refunds are provided for partial billing periods unless required by applicable consumer law.
- Taxes (including GST/VAT where applicable) are additional to stated pricing unless otherwise specified.
9. Intellectual Property
- ClinoHive retains all intellectual property rights in the platform, software, design, and documentation.
- The Clinic retains all rights in Patient Data and Clinic-specific content entered into the platform.
- ClinoHive is granted a limited licence to process Clinic data solely to provide the Service.
- No part of these terms grants the Clinic a right to resell, sublicense, or white-label the platform.
10. Availability & Maintenance
- ClinoHive targets high availability but does not guarantee uninterrupted service. Planned maintenance will be communicated in advance where practicable.
- ClinoHive is not liable for loss or damage arising from downtime, data loss due to infrastructure failures, or third-party service outages (including cloud hosting or AI providers).
- Clinics are encouraged to maintain local backups of critical patient records.
11. Limitation of Liability
To the maximum extent permitted by applicable law:
- ClinoHive's total aggregate liability for any claim arising under or in connection with the Service is limited to the subscription fees paid by the Clinic in the 3 months preceding the claim.
- ClinoHive is not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, loss of revenue, or harm to reputation.
- Nothing in these terms limits liability for fraud, gross negligence, or death or personal injury caused by ClinoHive's negligence.
12. Termination
- Either party may terminate the subscription with 30 days written notice.
- On termination, the Clinic has 30 days to export their data. ClinoHive will provide an export tool on request.
- After 30 days following termination, all Clinic and Patient Data is permanently and irreversibly deleted from ClinoHive systems.
- ClinoHive may terminate immediately for material breach of these terms, non-payment, or if continued operation creates legal or security risk.
13. Governing Law & Disputes
These terms are governed by and construed in accordance with the laws of India. Any disputes arising under these terms shall be subject to the exclusive jurisdiction of the courts of India, without prejudice to either party's right to seek injunctive relief in any competent jurisdiction.
For clinics operating in Australia, these terms are also read subject to applicable mandatory Australian consumer protection and privacy legislation, which cannot be excluded by contract.
14. Changes to These Terms
ClinoHive may update these terms from time to time. Material changes will be communicated with at least 14 days notice via email to the registered Clinic owner. Continued use of the Service after the effective date of changes constitutes acceptance of the new terms.
The current version and effective date are shown at the top of this page.
15. Contact
For questions about these terms, contact: legal@clinohive.com
For privacy-related queries or to exercise your data rights, refer to the Privacy Policy or contact your Clinic's Grievance Officer directly.