Terms of Service

These terms govern use of ClinicPilot. By creating an account, or by installing or using the ClinicPilot app, you agree to them. If you use it for a clinic, you agree on the clinic's behalf and confirm you have the authority to do so.

Who we are

ClinicPilot is a service of Sanskan Digital Services Inc., an Ontario corporation at 6109 Starfield Crescent, Mississauga, Ontario, Canada. In these terms, “we” and “us” mean Sanskan Digital Services Inc.

What ClinicPilot is

ClinicPilot is a desktop app for Mac and Windows, for allied-health clinics that use Jane, Walnut EMR, Cliniko, Juvonno or Universal Office. It reads the clinic's schedule, read-only, onto the clinic's own computer: from the calendar link Jane or Walnut EMR gives you, from a Cliniko or Juvonno API key, or through our agent on a Universal Office server. It shows open times and patients to offer them to. It never writes into Jane, Walnut EMR, Cliniko, Juvonno or Universal Office.

The app is software you install. Your use of it is also covered by the ClinicPilot Desktop Software Licence that comes with it.

Your licence

While your free trial or paid plan is active, we give your clinic a non-exclusive, non-transferable licence to install and use the app on the computers your plan covers. When a plan ends, the app becomes read-only. It is never locked. You can still see and export your information. New offers, syncs and imports wait until the plan is renewed.

Your patients' information stays with you

We never receive, store or process your patients' information. Patients, appointments, reports and notes stay on your clinic's computer, and in any encrypted backup files you choose to keep. Your clinic is their custodian. What does reach us is set out in Your patients' data, which forms part of these terms, and in our Privacy Policy.

Messages to patients

ClinicPilot does not send messages to your patients or call them. The app helps your staff write offers. Your clinic sends them from its own email, phone, WhatsApp or practice software, and your clinic is the sender.

What ClinicPilot is not

ClinicPilot is not a medical device and gives no clinical advice. Nothing ClinicPilot suggests should inform a care decision.

Figures about revenue and open time are estimates from the data your practice software provides. They are not accounting, tax or legal advice. Check them against your own records before relying on them.

Your responsibilities

• You must have the right to connect the systems you connect, including your practice software's own terms.
• You are responsible for having each patient's consent before your clinic contacts them, and for honouring requests to stop, as the law where you practise requires.
• You are responsible for every message your clinic sends, and for any penalty or claim that follows from one.
• You are responsible for the security of the computers the app runs on: keeping disk encryption switched on, keeping your backup password and backup card safe, and controlling who can sign in.
• You keep health records for as long as your regulator requires. ClinicPilot is not your clinic's archive.
• You decide who on your team has access, and you must remove people who leave.
• You must keep passwords, calendar links, API keys and linking codes confidential. Tell us at once if you think one has leaked.
• Do not put a patient's details in a support message. The app removes names, phone numbers and emails, but describe the problem without them.
• You must follow the privacy, health-information and anti-spam laws that apply to your clinic.

Acceptable use

You must not:

• use ClinicPilot for anything unlawful, or to harass anyone
• copy, resell, reverse-engineer, or remove notices from the app
• use it to process information about people who are not your clinic's patients
• share an account between people, or give access to anyone outside your clinic
• test or probe our security without our written permission

Fees

ClinicPilot costs 49.99 a month per clinic, plus tax, and 14.99 a month for each extra front-desk person or location, plus tax. Prices are in your local currency: US, Canadian, Australian or New Zealand dollars, pounds sterling or euros. Prices exclude applicable sales taxes, which are added at checkout based on the clinic's address. Every clinic starts with a 14-day free trial, and no card is needed.

Paid plans are billed monthly in advance through Stripe, plus any applicable taxes. You can cancel at any time, effective at the end of the current billing period. We will give at least 30 days' notice before changing a price.

Updates and availability

The app updates itself outside clinic hours. Updates may change features, but we will not remove your ability to export your information. Sync depends on Jane, Walnut EMR, Cliniko, Juvonno and Universal Office continuing to provide what you have connected, which is outside our control. ClinicPilot is provided as is.

Your data

Your data remains yours. It is on your computer, and you can export it at any time, including after a plan ends. We hold only your account, billing, licence links, and the diagnostics and support messages you choose to send. See the Privacy Policy.

Liability

To the extent the law allows, we are not liable for indirect or consequential losses, including lost revenue or lost appointments, and our total liability is limited to the fees you paid in the twelve months before the claim. Nothing in these terms limits what the law does not allow us to limit.

Ending

You can stop using the app at any time. Uninstalling it does not delete your information: delete its data folder and your backup files to remove it. You can ask us to close your account on clinicpilot.net at any time. We may suspend or close an account that breaches these terms.

Changes to these terms

We post any change here with a new date. For a material change, we email account owners at least 30 days before it takes effect. Continuing to use ClinicPilot after that means you accept the change.

Other companies' names

Jane is a trademark of Jane Software Inc. Cliniko is a product of Red Guava Pty. Ltd. Walnut EMR is a product of Walnut Health Technologies Inc. Universal Office is a product of Antibex Software. ClinicPilot is not affiliated with or endorsed by any of them.

Governing law

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there.

If your clinic is outside Canada, Clinics outside Canada forms part of these terms. It sets out your rights under the consumer and privacy laws of Australia, New Zealand, the United Kingdom, Ireland and the rest of the EU, and where it differs from these terms, it applies.

Contact

info@clinicpilot.net
Legal notices: karthik@clinicpilot.net
Sanskan Digital Services Inc., 6109 Starfield Crescent, Mississauga, Ontario, Canada