Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User", "you", "your") and DocSuite Technologies Inc. ("DocSuite", "we", "us", "our") governing your access to and use of the DocSuite platform, including all software, features, APIs, and content (collectively, the "Service").

By registering for an account, clicking "I agree", or otherwise accessing or using the Service, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy, Cookie Policy, and any other policies incorporated by reference.

2. Eligibility

To use DocSuite, you must:

• Be at least 18 years of age
• Be a licensed medical professional, clinic operator, or authorised representative of a healthcare organisation
• Have the legal authority to enter into this agreement on behalf of yourself or your organisation
• Not be barred from receiving the Service under applicable law

DocSuite is designed exclusively for use by healthcare professionals. You must comply with all applicable laws, licensing requirements, and professional standards in your jurisdiction.

3. Account Registration and Security

3.1 Registration

You must provide accurate, complete, and up-to-date information when creating your account. You are responsible for maintaining the accuracy of this information and must promptly update it if it changes.

3.2 Account Security

You are solely responsible for safeguarding your account credentials and for all activity that occurs under your account. You agree to:

• Use a strong, unique password and enable multi-factor authentication (MFA)
• Not share your login credentials with anyone
• Notify us immediately at security@docsuite.app if you suspect unauthorised access
• Log out after each session on shared devices

DocSuite cannot and will not be liable for any loss or damage arising from your failure to comply with these security obligations.

3.3 Team Accounts

If you add team members to your account, you are responsible for ensuring they comply with these Terms and your organisation's data protection obligations.

4. Description of Service

DocSuite provides a comprehensive practice management platform for healthcare professionals, including:

• AI Website Builder: Automated generation and hosting of professional medical practice websites
• Appointment Scheduling: Online booking, calendar management, and automated reminders
• Patient Portal: Secure patient-facing portal for records, appointments, and communication
• Digital Prescription Pad: Electronic prescription creation with drug interaction alerts
• WhatsApp AI Agent: AI-powered patient communication via WhatsApp
• iOS & Android App: Mobile access to all core practice management features
• Analytics Dashboard: Revenue tracking and practice performance insights

We reserve the right to modify, suspend, or discontinue any feature of the Service at any time, with reasonable advance notice where practicable.

5. Subscription Plans and Payment

5.1 Plans

DocSuite offers the following subscription tiers:

• Starter (Free): Core features with usage limits. No credit card required. No expiration.
• Growth ($49.99/month billed annually or $64.99/month billed monthly): Expanded limits, custom domain, WhatsApp AI agent, and advanced analytics
• Professional ($99.99/month billed annually or $129.99/month billed monthly): Full feature set including AI Health Companion, campaign builder, and API access
• Enterprise (Custom pricing): Multi-location, on-premise options, and HIPAA BAA. Contact us for pricing.

5.2 Free Trial

All paid plans include a 14-day free trial. You will not be charged during the trial period. If you do not cancel before the trial ends, your chosen plan will begin and your payment method will be charged.

5.3 Billing and Renewal

Subscriptions are billed in advance on a monthly or annual basis and automatically renew unless cancelled before the renewal date. You authorise DocSuite to charge your payment method on file. All prices are in USD unless otherwise stated.

5.4 Price Changes

We will give you at least 30 days' notice before any price changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the new pricing.

5.5 Taxes

Prices do not include applicable taxes (sales tax, VAT, etc.). You are responsible for all applicable taxes based on your location. We will include applicable taxes on invoices where required by law.

6. Acceptable Use

You agree not to use DocSuite to:

• Violate any applicable law, regulation, or professional code of conduct
• Store, transmit, or share any content that is illegal, harmful, fraudulent, or infringes third-party rights
• Impersonate any person, medical professional, or entity
• Upload or transmit malware, viruses, or any malicious code
• Attempt to gain unauthorised access to any systems or accounts
• Scrape, harvest, or extract data from the platform without written authorisation
• Reverse engineer, decompile, or disassemble any part of the Service
• Resell or sublicense access to the Service without our written consent
• Use the Service in a manner that exceeds fair usage or places disproportionate load on our infrastructure
• Use the Service to provide medical diagnoses, treatment decisions, or clinical recommendations as the sole basis for patient care — AI-generated content must always be reviewed by a qualified clinician

7. Healthcare and Medical Disclaimer

DocSuite is a practice management tool, not a clinical decision support system. AI-generated content (such as prescription suggestions, patient summaries, or website copy) is assistive in nature and must always be reviewed and approved by a licensed medical professional before use.

You remain solely responsible for all clinical decisions made using DocSuite. DocSuite does not provide medical advice, diagnoses, or treatment recommendations. Any such decisions are entirely at your professional discretion and under your clinical responsibility.

8. HIPAA and Data Protection

You acknowledge that you are a HIPAA Covered Entity (or acting on behalf of one) and that DocSuite acts as your Business Associate. You agree to execute a Business Associate Agreement (BAA) with DocSuite upon request. The BAA governs our obligations with respect to Protected Health Information (PHI).

You are responsible for obtaining all necessary consents from patients before entering their data into DocSuite. You must ensure your use of the platform complies with HIPAA, applicable state health privacy laws, and data protection regulations in your jurisdiction.

9. Intellectual Property

9.1 Our IP

The Service, including all software, designs, logos, content, and AI models, is owned by DocSuite and protected by intellectual property laws. Nothing in these Terms grants you any ownership rights in the Service.

9.2 Your Content and Data

You retain full ownership of all data you input into DocSuite, including patient records, practice information, and custom website content. You grant DocSuite a limited licence to store, process, and display your content solely to provide the Service. We will never use your data or your patients' data to train AI models without explicit written consent.

10. Confidentiality

Each party agrees to keep the other's confidential information (including business information, technical data, and patient data) strictly confidential and not to disclose it to any third party except as permitted by these Terms or required by law.

11. Warranties and Disclaimers

The Service is provided "as is" and "as available" without warranty of any kind. To the fullest extent permitted by law, DocSuite disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the Service will be uninterrupted, error-free, or completely secure. We target 99.9% uptime but do not guarantee it. Planned maintenance windows will be communicated in advance.

12. Limitation of Liability

To the fullest extent permitted by law, DocSuite's total liability to you for any claims arising out of or relating to these Terms or the Service shall not exceed the greater of: (a) the total fees paid by you to DocSuite in the 12 months preceding the claim, or (b) $100 USD.

In no event shall DocSuite be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, loss of data, or loss of goodwill, arising out of or relating to your use of the Service.

These limitations apply even if DocSuite has been advised of the possibility of such damages. Some jurisdictions do not allow limitations on implied warranties or liability, so some of the above limitations may not apply to you.

13. Indemnification

You agree to indemnify, defend, and hold harmless DocSuite and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising out of: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; or (d) any claim by a third party, including patients, arising from your use of the Service.

14. Termination

14.1 By You

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of your current billing period. You will retain access to your data for 90 days after cancellation, after which all data is permanently deleted (subject to legal retention requirements).

14.2 By DocSuite

We may suspend or terminate your account immediately if: (a) you materially breach these Terms; (b) you fail to pay fees when due; (c) required by law; or (d) we determine your use poses a security risk or may harm other users. We will give advance notice where practicable.

14.3 Effect of Termination

Upon termination, your right to use the Service ceases. You may request an export of your data before termination. Sections of these Terms that by their nature should survive termination (including liability limitations, indemnification, and dispute resolution) will survive.

15. Governing Law and Disputes

These Terms are governed by the laws of the State of Delaware, USA, without regard to conflict of law principles. Any disputes arising out of or relating to these Terms shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association (AAA), conducted in English.

Either party may seek emergency injunctive or equitable relief in a court of competent jurisdiction. Nothing in this section limits a party's right to seek interim relief.

16. Changes to These Terms

We may modify these Terms at any time. We will notify you at least 30 days before material changes take effect via email and an in-app notice. Your continued use of the Service after the effective date constitutes acceptance of the revised Terms. If you disagree with the changes, you may cancel your account.

17. Contact

For questions about these Terms:

• Email: legal@docsuite.app
• Support: support@docsuite.app