Terms of Service

1. Acceptance of Terms

Welcome to PatientsLog! By creating an account or using our Service, you agree to these Terms of Service ("Terms"). If you do not agree, please do not use the Service.

These Terms constitute a legally binding agreement between you ("you," "your," or "User") and PatientsLog ("we," "us," or "our").

2. Description of Service

PatientsLog is a cloud-based practice management software designed for healthcare professionals. The Service provides:

• Patient record management (demographics, contact information, medical history)
• Appointment scheduling and calendar management
• Clinic management (multi-location support)
• Reporting and analytics (patient statistics, appointment summaries)

3. User Accounts

3.1 Registration

• You must be at least 18 years old to create an account
• You must provide accurate and complete information during registration
• One account per email address
• You are responsible for maintaining the confidentiality of your password

3.2 Account Security

• You are responsible for all activity under your account
• Notify us immediately at support@patientslog.com if you suspect unauthorized access
• Do not share your login credentials with others
• We recommend using a strong password and enabling two-factor authentication (when available)

3.3 Healthcare Professional Use

This Service is intended for use by licensed healthcare professionals, medical practitioners, therapists, and clinic administrators. By using the Service, you represent that you are authorized to access and manage patient information in accordance with applicable laws.

4. Subscription and Billing

4.1 Subscription Plans

• Monthly Plan: Billed monthly
• Yearly Plan: Billed annually (discounted rate)

Current pricing is displayed at app.patientslog.com

4.2 Payment Processing

• Payments are securely processed by Paddle, our payment processor
• We do not store your credit card information on our servers
• You can manage your subscription and payment method in Settings → Subscription

4.3 Automatic Renewal

• Subscriptions automatically renew at the end of each billing period
• You will be charged the then-current rate unless you cancel before renewal
• You can cancel anytime from Settings → Subscription → Cancel Subscription

4.4 Refund Policy

• 14-Day Money-Back Guarantee: If you are not satisfied within 14 days of your initial subscription, contact support@patientslog.com for a full refund
• After 14 days: No refunds for partial months/years
• No refunds for cancellations mid-billing period (service remains active until end of period)

4.5 Price Changes

We may change subscription prices with 30 days' advance notice. Existing subscribers will be notified via email. Price changes apply to renewals after the notice period.

5. Data Ownership and Privacy

5.1 Your Data

• You own all patient data, clinic data, and content you upload
• We are the data processor; you are the data controller
• You grant us permission to store and process your data to provide the Service

5.2 Security Measures

• All data is encrypted in transit (SSL/TLS) and at rest
• Passwords are hashed using bcrypt
• Access controls ensure only you can access your data

5.3 Backups

• We perform automated daily backups of all data
• Backups are stored securely for disaster recovery purposes

5.4 Data Retention After Cancellation

• After subscription cancellation, your data is retained for 90 days
• During this period, you can reactivate your subscription to restore access
• After 90 days, all data is permanently deleted (except as required by law)

See our Privacy Policy for detailed information.

6. Acceptable Use

You agree NOT to use the Service to:

• Violate any laws or regulations
• Infringe on intellectual property rights of others
• Upload malicious code (viruses, malware, etc.)
• Attempt to gain unauthorized access to the Service or other users' accounts
• Use the Service for any purpose other than managing your healthcare practice
• Resell, sublicense, or redistribute the Service without written permission

We reserve the right to suspend or terminate accounts that violate these policies.

7. Medical Disclaimer

PatientsLog is a practice management tool, NOT a medical device or diagnostic tool.

• We do not provide medical advice, diagnosis, or treatment
• You are solely responsible for all clinical decisions and patient care
• The Service is intended to assist with administrative tasks only
• Always verify critical information independently

8. Compliance Responsibilities

8.1 HIPAA (US Users)

If you are subject to HIPAA regulations:

• You are the covered entity or business associate; we are the subcontractor
• You must request a Business Associate Agreement (BAA) from support@patientslog.com
• You are responsible for obtaining patient consent before storing PHI
• You must train your staff on HIPAA compliance

8.2 GDPR (European Users)

• You are the data controller; we are the data processor
• You must obtain proper consent from patients before entering their data
• Patients have rights to access, rectify, and delete their data (contact us for assistance)

8.3 Other Regulations

You are responsible for compliance with all applicable healthcare, privacy, and data protection laws in your jurisdiction.

9. Service Availability

• We strive for 99.9% uptime, but cannot guarantee uninterrupted service
• Scheduled maintenance will be communicated in advance when possible
• We are not liable for temporary unavailability due to maintenance, updates, or technical issues
• In case of emergency maintenance, we will restore service as quickly as possible

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• The Service is provided "AS IS" and "AS AVAILABLE" without warranties of any kind
• We do not warrant that the Service will be error-free, secure, or uninterrupted
• We are not liable for any indirect, incidental, consequential, or punitive damages
• Our total liability is limited to the amount you paid in the last 12 months
• We are not responsible for loss of data due to user error (e.g., accidental deletion)

Important: Some jurisdictions do not allow limitation of liability, so these limitations may not apply to you.

11. Account Termination

11.1 Termination by You

• Cancel your subscription anytime: Settings → Subscription → Cancel
• Delete your account: Settings → Personal Info → Delete Account
• Upon cancellation, you retain access until the end of your billing period
• Data retained for 90 days after cancellation, then permanently deleted

11.2 Termination by Us

We may suspend or terminate your account if:

• You violate these Terms
• Your payment fails repeatedly
• We detect fraudulent activity
• Required by law or legal process

We will provide notice when possible (unless prohibited by law or in cases of severe violations).

12. Changes to Terms

• We may update these Terms from time to time
• Material changes will be communicated via email and in-app notification
• The "Last Updated" date at the top will be revised
• Continued use of the Service after changes constitutes acceptance
• If you do not agree to the changes, you may cancel your subscription

13. Intellectual Property

• PatientsLog, the logo, and all related trademarks are owned by us
• The Service's software, design, and functionality are protected by copyright and other intellectual property laws
• You may not copy, modify, reverse engineer, or create derivative works
• Your subscription grants you a limited, non-exclusive license to use the Service

14. Governing Law and Jurisdiction

• These Terms are governed by the laws of Portugal and the European Union
• Any disputes shall be resolved in the courts of Portugal
• For users outside the EU, local consumer protection laws may also apply

15. Contact Information

For questions, support, or concerns regarding these Terms:

Email: support@patientslog.com

Support: Available via the in-app Help section

Response Time: We aim to respond to all inquiries within 48 hours