Terms of Service

These Terms of Service (the “Terms”) govern your access to and use of ClinicsHive (the “Service”), operated by ClinicsHive (“ClinicsHive”, “we”, “us”). By creating an account or using the Service, you agree to these Terms.

ClinicsHive is a business tool for clinics. The person who registers a clinic account (the “Owner”) accepts these Terms on behalf of that clinic and represents that they are authorised to bind the clinic and are a licensed practitioner or an authorised operator of the clinic. Patients do not register for or accept these Terms; the clinic is solely responsible for its relationship with its patients.

• Organization — a clinic account on ClinicsHive, together with the patient records and settings belonging to it.
• Owner — the account holder responsible for an Organization and its subscription.
• Staff Doctor — a doctor who works under an Organization and is included in its subscription rather than billed separately.
• Secretary— a non-doctor member given limited access to help run the clinic’s front desk.
• Patient Data— information about a clinic’s patients that is entered into or stored in the Service.

Accounts are created and secured through Google sign-in. Each account is keyed to one email address, and each practitioner must use their own account. You are responsible for keeping your Google account secure and for all activity that happens under your account.

The Owner is responsible for everyone they invite into their Organization — including Staff Doctors and Secretaries — and for their use of the Service.

ClinicsHive is an administrative and record-keeping tool that helps clinics manage patients, appointments, a live queue, clinical records, and billing. It is an evolving product, first proven in the Lebanese market, and is provided on an “as-is” and “as-available” basis.

We may add, change, or remove features at any time. We do not guarantee that any particular feature will remain available.

The Service is offered on a paid subscription, priced per doctor. New Organizations may receive a free trial period. Staff Doctors are included in an Organization’s subscription at no additional charge, and Secretary access is free.

• Subscriptions renew automatically until cancelled. You may cancel at any time, effective at the end of the current billing period.
• If payment fails, we may place the account into a limited grace period and then restrict it to read-only access until payment is resolved.
• We may change pricing on reasonable notice. Continued use after a price change takes effect means you accept the new pricing.
• A chargeback, reversal, or fraudulent payment may result in immediate suspension of the account.

No refunds. The free trial is provided so you can evaluate the Service before paying. Except where required by law, subscription fees are non-refundable, and cancelling does not entitle you to a refund of fees already paid for the current period.

Our pricing depends on Organizations being set up honestly. You may not structure or use accounts to avoid fees that would otherwise apply. The following are prohibited and are a material breach of these Terms:

• Adding independent, separately practising doctors as Staff Doctors, or otherwise misusing the free staff structure, to avoid per-doctor charges.
• Sharing a single account or login between two or more practitioners so that only one subscription is paid. Each doctor who uses the Service must be accounted for and paid for.
• Creating multiple Organizations to repeatedly obtain free trials.

Where we reasonably believe an account is being used to circumvent fees, we may audit the account and suspend or terminate it, including cancelling its subscription, without refund. Where fees remain unpaid, we may also withhold export of the Organization’s data until the account is settled — see section 16.

You agree not to use the Service to:

• break any applicable law or professional regulation;
• store or transmit unlawful content, or create false or fraudulent records (including fabricated prescriptions);
• attempt to access data belonging to another Organization;
• interfere with, overload, probe, or reverse-engineer the Service; or
• resell or provide the Service to third parties outside your own clinic without our written permission.

As between you and ClinicsHive, the clinic is the controller of its Patient Data and decides what is collected and how it is used. ClinicsHive processes Patient Data on the clinic’s behalf and on its instructions, in order to provide the Service.

• You represent that you have the legal right and any necessary patient consent to enter and store each patient's information in the Service.
• You are responsible for using Patient Data lawfully and for meeting any medical-record retention or other obligations that apply to your clinic.
• Where the Service sends messages on your behalf (such as appointment reminders or emails), you are responsible for the content and for having the patient's consent to be contacted.

Patient Data belongs to the Organization, not to any individual doctor. A Staff Doctor has no personal or proprietary claim to an Organization’s patient records. If a Staff Doctor leaves a clinic, we will not transfer, export, or hand over patient profiles to that departing doctor; access to the clinic’s records remains with the Organization.

This does not affect any right a patient may have to their own records through the clinic, or a practitioner’s own professional obligations, which are matters between the clinic, the doctor, and the patient.

To run the Service, we rely on trusted third-party providers who may process account or Patient Data on our behalf — for example for authentication, database hosting, payments, and email delivery. By using the Service you agree that data may be handled by such providers for these purposes.

Where the Service provides export functionality, you may use it to obtain a copy of your records. Our handling of personal data is described further in our Privacy Policy.

We do not promise that the Service will be uninterrupted or error-free, and we do not offer a guaranteed uptime commitment. The Service may be unavailable during maintenance, updates, or outages, and we may suspend or discontinue all or part of it. We are not liable for such interruptions.

We use commercially reasonable efforts to operate and back up the Service, but we do not guarantee that data will never be lost or corrupted, and the Service is provided without any warranty of data preservation.

To the maximum extent permitted by law, we are not responsible for loss of or damage to data caused by events or third parties outside our reasonable control — including hosting or infrastructure providers, payment processors, connectivity failures, or force-majeure events. Where the Service makes export functionality available, keeping your own copies of important records is your responsibility.

ClinicsHive is an administrative and record-keeping tool. It is not a medical device, and it does not provide medical advice, diagnosis, or treatment. All clinical decisions — and responsibility for them and their outcomes — rest solely with the treating doctor. You must not rely on the Service as a substitute for professional clinical judgement.

The Service, including its software, design, and branding, is owned by ClinicsHive and protected by law. We grant you a limited, non-exclusive, non-transferable right to use the Service while your subscription is active. You retain ownership of your Patient Data and other content you put into the Service.

You may stop using the Service and cancel your subscription at any time. We may suspend or terminate an account — including cancelling its subscription without refund — if you materially breach these Terms, use the Service unlawfully, attempt to circumvent fees, or fail to pay.

After an Organization is cancelled or terminated, we will keep its Patient Data available for export for a window of 30 days, after which it will be permanently deleted. Where self-serve export is not yet available, we will provide a copy of your records on reasonable request during that window before deletion. We may retain limited records where required by law.

Accounts in arrears. If your account has unpaid or overdue fees, or was terminated for circumventing fees, we may withhold export of your data until the amounts due are settled. The 30-day export window then runs from the date the account is settled. We will not delete your Patient Data while a good-faith dispute over amounts due is being resolved.

Nothing in this section prevents us from complying with the law, or from responding to a legitimate request from a patient, a regulator, or a competent authority regarding patient records.

The Service is provided “as is” and “as available”, without warranties of any kind, whether express or implied, including any implied warranties of merchantability, fitness for a particular purpose, and non-infringement, to the maximum extent permitted by law.

To the maximum extent permitted by law, ClinicsHive will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of data, revenue, profits, or goodwill. Our total liability arising out of or relating to the Service will not exceed the amount you paid us for the Service in the twelve months before the event giving rise to the claim.

You agree to indemnify and hold ClinicsHive harmless from claims, damages, and costs arising out of your use of the Service, your Patient Data, or your breach of these Terms — including claims relating to your patients or your compliance obligations as a clinic.

We may update these Terms from time to time. When we do, we will update the “Last updated” date above and, for material changes, take reasonable steps to let you know. Continued use of the Service after changes take effect means you accept the updated Terms.

These Terms are governed by the laws of Lebanon, and any dispute relating to them or to the Service will be subject to the competent courts of Lebanon, without regard to conflict-of-law rules.

For any questions about these Terms, contact us at support@clinicshive.com.